3 practical recommendations for well organised office cleaning
You and your employees spend most of the day at your workplace.This is why you would expect it to be kept clean and tidy. However, employees and managers rarely find time over the course of their busy working day to put any real thought into the organisation of office cleaning.
Even if this issue is not at the top of your list of priorities, it is still worth taking a closer look at it. Are all areas being cleaned optimally? Is there anything that could be improved?
This article tells you why a clean workplace is so important and gives you a check list for optimal office cleaning. We also explain who is responsible for cleaning in the first place and how you can avoid disputes over cleanliness.Â
Why cleaning the office is so important
Of course, everyone prefers a clean environment. However, when it comes to expectations of a workplace, there are other valid reasons why cleaning the office should not be neglected.
Professional appearance
The appearance of your offices is your company's calling card. If you want to create the impression of being a trustworthy and professional business partner, then visiting customers should not be confronted with premises that haven't been cleaned.
Increase in well-being and productivity
Nobody likes to work in a dirty office. When employees have a sense of well-being when in the workplace, they are more motivated and more productive. Basic cleanliness is the prerequisite for this.
Disease prevention
An office quickly becomes a hotbed of pathogens that settle on keyboards and doorknobs. If you want to keep the number of work days lost due to illness low, particularly during the cold and flu season, you should clean and disinfect regularly.
Saving costs
Even if you have to start by spending a bit of money on cleaning, it will actually save you money in the long run. If office equipment and materials are maintained regularly, they remain in good condition for longer and do not need to be replaced as soon.
Which areas should be cleaned and how often?
There are many different areas in a company office that, depending on their use, need to be cleaned with different frequencies and degrees of thoroughness. Our check list will help you to set up a practical plan for cleaning.
General rules
The following applies to all premises: the air should also be “cleaned”. The indoor climate at the workplace has an impact on the well-being and performance of your employees. Airing out rooms regularly for 3 to 10 minutes is recommended, as this brings a “breath of fresh air” into the office.
Along with this, makes plans to clean or replace your air conditioning filters in regular intervals. This is a place where bacteria and mould spores could otherwise thrive, significantly reducing air quality.
Office spaces
This is where employees spend most of their time during the day. Regular cleaning is therefore particularly important.
Once a week or several times a week
- Empty rubbish bins
- Wipe down surfaces with a damp cloth. Using cleaning cloths and the most suitable cleaning agent is the best way to get this done.
- Clean telephones, keyboards and mice. Use disinfectant and microfibre cloths to do this. Make sure that no liquid enters cracks in the electronic devices.
- Wipe down whiteboards. This is best done using special cleaning foam or cleaning cloths.
- Vacuum carpets. There are special dry and wet vacuum cleaners for this purpose.
- Mop down smooth floors. When you use a cleaning trolley, this is quick and easy to do.
Once a month or less often
- Remove stains from carpets and deep clean them
- Clean windows and doors thoroughly
- Clean partitions and ceilings
- Have curtains and blinds cleaned
- Dust and wipe down radiators
Canteen or kitchen
This area often represents a bone of contention among employees, as no one really feels responsible for keeping things clean and tidy. Learn how you can avoid this here.
Once a week or several times a week
- Empty rubbish bins
- Do the dishes
- Wipe down surfaces and the floor with a damp cloth
- Remove out-of-date food from the refrigerator
- Clean microwaves
Once a month or less often
- Descale and thoroughly clean coffee machines, kettles, water dispensers and dishwashers
- Wipe out refrigerators and defrost them if necessary
Sanitary facilities
This is where it is particularly important to ensure sufficient hygiene is maintained. Depending on the number of users, cleaning them several times a day may be necessary.
Once a day or several times a day
- Use a damp cloth to wipe down and disinfect WCs, fittings and floors
- Refill sanitary supplies, such as toilet paper, soap and paper towels
Outdoor areas and the façade
Outdoor areas provide a first impression of your company. This is why they should be cleaned regularly, and in accordance with the weather conditions.
Once a week or several times a week
- Empty rubbish bins and ashtrays
- Sweep up and dispose of leaves
- Sweep paths and entrances, and clear any rubbish
Once a month or less often
- Clean floor mats
- Mow lawns
- Do the weeding and replace the flowers
Once or twice a year
- Clean the façade
- Clean paths with high pressure wet cleaners
Workshops, production areas, warehouse and other areas of the company
Premises with special-purpose uses often require special cleaning, which can differ according to function. Large areas, for example, can be spruced up with high pressure cleaners or steam jets.
Who is responsible for office cleaning?
In order to save costs, a resourceful boss simply makes plans for the employees to do the cleaning work. However, this is not permitted everywhere. In Germany, for example, according to the right of employers to issue instructions, the employer may only assign jobs to the employees that are commensurate with their function as is stipulated in their employment contracts.
In addition, a court ruling by the Mainz Regional Labour Court has confirmed that employees have a right to work in clean conditions. The employer is subject to a duty to protect and is thereby obliged to ensure the employees remain healthy. This also includes fixing any shortcomings in hygiene that may result in damage to health.
To clean your business, you, as an employer, have the option of either doing it yourself, hiring a cleaner, or hiring a professional cleaning service. When specially trained staff are responsible for cleaning, you have the certainty that all areas will be cleaned professionally.
How to avoid disputes over cleanliness
Nobody feels responsible for clearing out the dishwasher, and certain colleagues have been complaining about dirty coffee cups in the sink? In the long run, this petty war of attrition makes the working atmosphere toxic and kills the employees’ motivation. That's why managers should ensure that the conditions are crystal-clear right from the start.Â
It is important to communicate that the employees themselves are responsible for keeping the office well-organised and their own desk in particular. Small tidying up jobs can definitely be done by employees. This includes, for example, taking used dishes to the kitchen at the end of the working day, storing papers and folders in the trays and cupboards provided for this purpose, and leaving conference rooms tidy after meetings.Â
Sometimes, drawing up a practical plan that clearly specifies who is responsible for which tidying up jobs, such as loading and unloading the dishwasher, and when. To ensure a fair assignment of jobs, the tasks should be split up among all the colleagues.
We hope the tips provided in this article will help you make your workplace cleaner, and one where all employees have a sense of well-being. We would be happy to advise you on the cleaning articles and sanitary supplies that are best suited for optimal cleaning results in your company.