Best Cleaning Practices for Shared Workspaces

Establish a Regular Cleaning Schedule

The foundation of a clean workspace is consistency. One of the key factors in achieving consistency is by having a seamless cleaning schedule. This schedule should outline tasks, frequencies, responsibilities and more to ensure all areas are thoroughly cleaned and sanitised. Find a guide to creating and implementing a cleaning schedule here.

Implement a Desk Clean Policy

Encourage a clean desk policy among employees. Fostering an environment of cleanliness, hygiene and respect is a way that many companies ensure office areas stay clean and healthy.

A clean desk policy is a workplace guideline that encourages employees to keep their desks and workspaces tidy, organised, and free of unnecessary clutter. This policy should also promote removing germs by disinfecting personal workspaces regularly.

Providing employees with disinfectant wipes or sprays can make this process easier and more consistent. A clean desk policy helps in reducing clutter, which can be a breeding ground for bacteria and also boosts productivity by encouraging a more organised and efficient workspace. This clean desk policy should be implemented whether your staff have their own designated desk or if you run a hot desking & shared workspaces approach.

Focus on High-Traffic Areas

Shared workspaces are high-traffic areas due to the increased amount of people who visit/use the areas. High-traffic areas are zones within your building or facility where there is a high, increased and/or constant flow of people and contact. These areas require special attention due to the sheer volume of people using them throughout the day.

Within these high-traffic areas, and other places within your facility, you have high touchpoints. These are items which people regularly use and touch such as light switches, equipment, and door handles.

Examples of high-traffic areas are:

• Entrances: Regularly clean and disinfect door handles, push plates, and any other high-touch points at the entrance. Additionally, ensure that entrance mats are cleaned regularly to prevent dirt from spreading into the workspace.
• Kitchens and Break Rooms: These areas are hotspots for germs due to shared appliances and food preparation. Daily cleaning of countertops, sinks, and appliances is essential, along with regular emptying of bins and recycling containers.

Use Effective Cleaning Products

Using the appropriate cleaning products is crucial to ensuring both cleanliness and the longevity of surfaces and equipment. Some are considerably better suited for certain tasks than others.

• Disinfectants: Ensure that the disinfectants used are effective against a broad spectrum of pathogens. Look for products that are certified to kill viruses and bacteria within a short contact time.
• Surface-Specific Cleaners: Use surface-appropriate cleaners to avoid damage. For example, wood surfaces may require different cleaning agents than metal or plastic.
• Eco-Friendly Products: Consider using eco-friendly cleaning products, which are not only better for the environment but also reduce exposure to harsh chemicals for employees.

Train Cleaning Staff and Employees

Proper training is essential for both cleaning staff and employees. If your cleaning staff are in-house, ensure they are well-trained in the use of cleaning products, techniques, and safety protocols.

However, all employees should also be educated on the importance of cleanliness in shared workspaces and understand their own responsibilities. Provide guidelines (and rules) on how they are expected to contribute, such as wiping down shared equipment after use and leaving spaces how they were found.

Monitor and Adjust Cleaning Protocols

• Cleaning protocols are not one-size-fits-all and equally, they are not timeless. Make sure that cleaning practices are regularly reviewed based on feedback, seasons and changes.
• Encourage employees to provide feedback on the cleanliness of the workspace. This can help identify areas that may require additional attention.
• Certain times of the year, such as winter and cold seasons, will require more intensive cleaning practices. Be prepared to increase cleaning frequency and focus on disinfection during these periods to avoid common workplace allergens and illnesses becoming a company-wide issue.

Ensure Adequate Ventilation

Good ventilation is often overlooked but is vital for maintaining a healthy workspace. Ensure that HVAC systems are regularly maintained and that air filters are replaced as often as needed. In addition to mechanical ventilation, encourage the opening of windows where possible to allow fresh air to circulate.