How Can I Politely Ask Employees to Keep Cups Off Desks Except During Breaks?

How do I make a memorandum asking employees not to place their cups on top of their table except during break time without offending them? Thanks.

Dear Pinay,

Memorandum can be read as follows:

Kind Attn:
All are kindly requested not to showcase the mugs used for tea or coffee on your tabletop, other than during the designated tea break time.

Thank you for your cooperation in always maintaining the office's presentable and admirable appearance.

Regards,
HP.

We have observed that the employees are keeping the coffee mugs on the table. The HR department hereby requests all our valuable employees not to keep coffee mugs on the office tables before and after break time. All department heads are also requested to educate and orient their team members regarding this.

Yours truly,
HR Department

Thanks & Regards,
Ajith

Subject: Maintaining Etiquette and Cleanliness in the Office

It has been observed by the management that employees are not maintaining etiquette in the office and are placing unwanted articles on the table. This lack of cleanliness and etiquette is affecting the presentable and admirable image of our office. Therefore, all employees are requested to maintain etiquette and cleanliness in the office. Additionally, all Heads of Departments (HOD) are also requested to advise their teams on this matter.

Your cooperation in this regard is highly appreciated.

Best Regards,

HR Department
Devang

Can I ask why this is an issue? I am sure you and your company have far more pressing issues to deal with than coffee cups on desks.

Maybe HR people with far too much time on their hands and nothing constructive to do.

I agree, that is why it was difficult for me to come up with a memo. But that is HR... you deal with the smallest details. Thanks for sharing, guys. I was not able to wait; however, so I came up with this... your comments will be appreciated.

INTERNAL MEMORANDUM: ADMN-07 20 2010-007

July 20, 2010

TO: ALL EMPLOYEES

FROM: THE ADMINISTRATION DEPARTMENT

SUBJECT: Observing Schedule of Break Time and Clutter-Free Tables

In observance of the schedule of break time and the importance of a clutter-free working environment to productivity, please be reminded to put away cups of coffee and other food-related clutter at your designated work area during office hours.

For your guidance.

Why don't you implement 5S in your organization? Then automatically, you need not worry about such small things because 5S makes people responsible and teaches them how to keep the surrounding environment clean, safe, and aesthetic. After sending that email, try putting up posters of funny cartoons with some wacky and teasing quotes in most places. This will make them feel ashamed of their actions and encourage them to behave like responsible individuals. Give it a try; hopefully, it might work.

Lokesh

I don't understand why this is an issue. Wow, what a level of micromanagement! If the fear is spoiling keyboards/mouse, etc., due to spillage, then make the employee pay for the repairs, or better still, just give them a coffee cup holder attached to the cubicle where they would normally keep the cups. I really think this is weird. :) No offense intended.

Regards

It is agreed that every employee should behave in a disciplined manner. However, the way you are pointing it out (by memo, notice, circular) may not be useful. After issuing this, some of them will purposely do the same to trouble you! Instead of this, a staff meeting, a lecture, or a slide show on manners and etiquette can be arranged.

Regards,
Snehal

You can also flash messages in affirmation form, for example, "I will always keep my table clean" and "I will not keep my coffee cup on my working table," etc.

I'm with AussieJohn on this one! Wouldn't it be more motivating to the team to ask them to trust them to keep their area tidy and to use discretion with whatever they place on the table! I do understand, of course, that it may be cultural - as I look around the desks here (I'm working in a government department in London, UK), everyone has a cup on the table!

If the crowd is young, announce a contest, stating that the table without a cup is being randomly noted every day. There will be prizes at the end of the week for the neatest table of the week.

If the crowd is not so young, then invite suggestions from the staff asking them how to keep tables clutter-free. The best three ideas will be rewarded in a public function.

INDRAJIT SETHI

Pinay, why are you asking people this question when it should be obvious to anyone who has half a brain. Have you got so little imagination or communication skill that you need to use a forum to ask this? Do you need someone to hold your hand every time you make a small decision? Do you have to ask your boss if you should go to the toilet or not? I think maybe you are in the wrong career if this issue is causing you such a problem... Perhaps you should be the one clearing the cups up if that's not too taxing for you. If you really need an answer, here it is: "Do not place your cups on top of the table except during break times." It's simple! Duh.

I was thinking of getting the expertise of those who have a full brain. Thank you for the input, by the way. Not all who join forums are as intelligent as you are. What is the purpose of joining a forum like this when asking a question will get you insults? Is that the way you treat your employees? Perhaps you are the one not in the right career because in HR, you deal with all sorts of people, not just the intelligent like yourself.