There’s always one in every office – someone whose desk is so overrun with stacks of papers, files, notepads and the odd coffee mug, that it looks like a miniature post-apocalyptic city held together by paper clips and Post-its. If it’s particularly bad, the desk may be covered in a thin film of dust and littered with empty plates and chocolate wrappers. The proprietor may jokingly call it ‘organised chaos’, but it can be an eyesore in an open-plan office where the norm is to keep things neat and tidy.

Could it be more than that? Can the state of an employee’s work station affect their performance? It certainly can, says industrial psychologist Zurayda Shaik. "A cluttered work place can definitely affect a person’s productivity, particularly because it means they will have difficulty identifying areas that need to be focussed on and priorities may be overlooked."

Perhaps the most influential ‘clean desk policy’ (CDP) is the 5S system created by Japanese author and expert of Just-in-time, Hiroyuki Hirano. Just-in-time is a strategy used to streamline production and reduce costs and wastage. The system became popular and was a revelation to managers in the West. They probably knew that housekeeping is an important aspect of any well run business, but had never before seen such a concise, step-by-step guide. The steps: systematic cleaning (or ‘shining’), standardising and sustaining.

But is 5S a one-size-fits all system?

"Companies differ," says Shaik. "A very structured company requires a more organised approach to working, whereas a less-structured company may encourage creativity and not mind clutter at all. It is important that the culture of a company plays an important role in guiding whether a CDP policy is applied. This would also assist in terms of ensuring that people who align themselves with different cultures are comfortable with the requirements." One pioneer and strict enforcer of CDP is mining and petroleum company, BHP Billiton, at their new west Australian headquarters in Perth. At the end of each day, the only items permitted on employees’ desks are a monitor, keyboard, mouse pad, telephone handset and headset, one A5 photo frame and any necessary ergonomic equipment. Hardly sounds unreasonable, does it? But wait, there’s more. In an 11-page memo on the company’s environment guidelines, BPH Billiton has detailed what some might find tyrannical restrictions on employees actions and work spaces.

Not only are extra items confiscated by nighttime cleaners if left in plain sight, but employees may not consume chocolate, nuts or soup at their desk (chewing gum and boiled sweets are fine, apparently). No plants from home are permitted, and according to Fin24, the A5 photo may only be replaced "with a company commendation if you have been awarded one, but displaying both – photo and commendation – is taboo".

Employers are legally required to keep passages, fire exits and floors around and under desks free of clutter. But isn’t the CDP slightly draconian? Sure, some may appreciate order and neatness, but others may find this irritating and oppressive. After all, some of the world’s greatest thinkers – Albert Einstein and Roald Dahl – were notorious for having chaotic work spaces. "Neatness and organisation can exact a high price and it’s widely unaccounted for," say Eric Abrahamson and David H Freedman in their book A Perfect Mess: The Hidden Benefits of Disorder. They claim that a messy desk can be the product of an effective, industrious worker and that time spent being ‘neat and tidy’ could be better spent on tasks. In addition, when US people management company, PsyMax Solutions, studied the behaviour of 240 presidents, CEOs and COOs, it found that company heads were markedly less organised than their subordinates.

Managers may believe that clutter restrictions improve productivity (it’s natural to associate tidiness with discipline), but further research by Chris Knight from the University of Exeter shows that the level of comfort experienced by workers can influence their output. Motivated employees with free rein displayed an increase in productivity of up to 32%. In some cases, however, strict guidelines are the result of concern for company security. Certain companies and professions have issues pertaining to confidentiality and anonymity.

In these sorts of environments, the CDP would be wholly justified, as leaving confidential information lying on a desk may result in ethics violations. "In this instance, implementation of the CDP is likely to protect the individual and the company against possible legal implications," says Shaik. Still, it’s a controversial practice. While enforcement may seem reasonable, it may alienate employees. The issue is somewhat absurd – perhaps best reflected in this Dilbert cartoon:

• Alice (speech bubble): Asok, I designate you the keeper of this giant binder. It contains our secret technology plans. It can never leave this office. (hands binder to Asok and leaves. Asok sweats).
• Asok (thought bubble): It won’t fit in any drawer. The ‘clean desk’ policy forbids me from leaving it on my desktop. Gaaa!! I can’t take it home, and I can’t leave it here! I must use it as a tiny bed and spend the rest of my days guarding it…