How to Politely Communicate Office Cleaning Rules Without Hurting Feelings?

As per our office rules, office boys are not allowed to clean staff plates except for Directors and GMs. I need to communicate the same message to all employees. Please suggest appropriate wording so that no one feels hurt.

Thank you.

Mr. Rajiv, I suggest the following:

"All associates are hereby informed that, henceforth, office boys will look after cleaning the plates of General Managers and Directors only.

All are requested to please make note of the same and refrain from utilizing the services of office boys for this work. Your cooperation in this regard is highly appreciated."

[QUOTE=rajiv7508;2006063]
Dear Friends, as per our office rules, office boys are not allowed to clean staff plates except for Directors and GMs. I need to communicate the same to all employees. Please suggest appropriate wording to ensure that no one is hurt.

Dear Rajiv, you should advise top management to hire a common office boy/peon for such tasks. In an office where a GM is present, there should be basic manpower to maintain office cleanliness.

If you want to inform everyone, you can write:

"It is to inform all office staff that the Office Boy, [Name], is not supposed to clean plates, glasses, cups, and no one should pressure him to do so.

By order of top management, cooperation is expected from all esteemed staff.

Regards, Top Management."

I have corrected the spelling, grammar, and formatting for better clarity and professionalism.

These are some of the tricky situations one faces in the office. Once a precedent is set, it becomes difficult to get rid of. Old-timers would not have problems as they are used to such privileges by senior/top management. But the next generation seems to find it difficult to accept this so-called discrimination.

Suggestions for Addressing Office Practices

I suggest the following:

1. End the practice of office boys cleaning anyone's plates or lifting cups, etc.
2. If the top management wishes to avail of this, they must do so within the confines of their office rooms/chambers.
3. Eating in the same dining hall and having such a privilege is not good for office hygiene.
4. In all good organizations, the top management always walk the talk and lead by example. For example, in a German MNC where I worked for four years, the top management would wash their plates, fill their water bottles, collect their printouts from the common room themselves, pool cars, etc., without ever feeling slighted. Hence, we all did our chores without any reluctance.

Thank you.

As Binod has said, the current generation would find it difficult to accept this discrimination. However, if this is absolutely necessary, I suggest that a separate area be cordoned off for Directors and General Managers and enclosed. Then this rule may be followed. Still, I would not be in favor of this being implemented, and the top management MUST walk the talk.

Regards,

Thank you for your noble thoughts! You have written exactly what was in my mind. I know the Managing Director of a very prominent auto company who not only stands in line for lunch but also cleans his own plate after meals. This is an excellent example of team spirit, and the top management must demonstrate it in action.

Regards,
DVD

What nonsense... Why do the office boys have to clean the food plates of GMs and Directors? They are also employees like any other employees. If they are Directors and General Managers, it is only for official purposes and strictly not to use the office boys for cleaning their food plates either before or after eating. One should clean their own plates after eating. It is shameful that other people are cleaning our plates. Isn't it shameful on our part?

Instead of telling or sending a circular to everyone, tell the Directors and GMs strictly to clean their plates after eating. Otherwise, let them engage a personal boy for this task, especially cleaning in all respects towards the Directors and GMs.

If I were in the HR Dept. of your company, I would send a circular not to all employees but specifically to your GMs and Directors.

Please do not attempt to send any circular to all employees, as this may lead to trouble. The Directors and GMs may wash their hands of the matter once they are in trouble. Be careful. They may casually say to you, "You should have informed me about this," once a problem arises.

Regards,
Venkat
Bangalore

As a manager, supervisor, or director, the simplest and most effective way to uphold discipline is to act in the way you want your subordinates to proceed. I believe that instead of you, Mr. Rajiv, directors and seniors should take the lead and start cleaning the plates. By doing so, they can demonstrate to their junior employees how dedicated they are to their work.