Ready for a truth bomb? Your office is probably in need of cleaning. It might be tidy, but as far as sanitation goes, all kinds of germs and other critters can make you, your team, and your customers sick. 

Consider these statistics:

Most office staffs, however, are only concerned with what they can see. Since microscopic organisms, like viruses and bacteria, are invisible to the naked eye, they’re often out of sight, out of mind. 

To give your office space a deep clean that rivals a professional service, this comprehensive guide covers the importance of a clean, sanitary office and how to use effective practices to protect your team and customers.

The Importance of Your Employees’ Health and Safety

According to the U.S. Bureau of Labor Statistics, the average full-time worker is provided 8 paid sick days per year. In contrast, the average number of sick days taken is only 5.2. 

While that may seem minimal, the realized cost of those sick days adds up quickly when you multiply  it by the number of employees. The intangible costs of project delays and the effect it has on the customer experience must also be taken into consideration.

More importantly, there is a moral duty and obligation to provide a healthy and safe work environment for employees. The best way to accomplish this is to clean your office daily. 

In addition to the common cold, frequent germs found in an office include:

  • Norovirus (stomach flu)
  • Staph
  • Influenza (flu)
  • Salmonella
  • E. coli
  • H. pylori

Let’s not forget COVID-19. While its risk of infection from touch is low, it’s not impossible, especially if you frequently touch your nose, mouth, and eyes. By cleaning and disinfecting your work surfaces (and washing your hands often), not only can you prevent COVID from spreading but also the germs that cause other illnesses. 

It’s best to think of regularly scheduled office cleanings as a necessity for business rather than a luxury. An office that’s safe and sanitized is an office that’s clean, neat and promotes increased productivity and creativity. It also makes a great impression on your customers.

Best Practices for Cleaning Different Parts of Your Office Space

Effective cleaning includes wiping down surfaces, dusting, vacuuming, spot cleaning floors and carpets, cleaning windows, and freshening the garbage disposal. Cleaning frequency varies by task, usually being either daily, weekly, or monthly. Cleaning schedules will also vary based on the size and traffic of your facility.

However, your office needs to be more than visually clean to maintain a safe and healthy workplace. A deep cleaning that removes built-up dust and germs from different parts of your office should happen regularly. This high quality clean requires trained experts and specialized equipment from a professional cleaning service.

How often your office space needs a deep clean. If your office maintains a regular cleaning schedule and it’s done properly, you won’t need to go deep as often. Certain events and circumstances require a deep clean regardless of the calendar:

  • Before and after large events
  • Before and after moving into a new office
  • When you hire a new professional cleaning company

Tile Floors

Tile floors require more than just a vacuum or mop to remove stubborn stains, odors, dirt, and germs. Follow these step-by-step instructions to give your tile floors the TLC they deserve.

  • Sweep and/or vacuum to clear the floor of larger debris. 
  • Pre-treat using the appropriate cleaning products to break down tough stains. Degreasers can be used to loosen tightly packed stains. Be sure to properly mix and dilute cleaning chemicals to keep you and your team safe.
  • Use a machine scrub to thoroughly clean the tile. Be vigilant to use the proper pads for their designated floor types. 
  • Hand-clean hard-to-reach areas like corners and edges.
  • Use grout cleaner to kill germs on the surface and prevent them from being absorbed into the grout.

Once every inch of your tile has been thoroughly cleaned, rinse the floor to remove excess chemicals and any leftover grime. For best results, use a string mop instead of a sponge mop. Sponge mops tend to just push dirt and grim further into your grout. Also, the fresher the water in your mop bucket, the better the rinse. Changing the water frequently is highly encouraged.

Windows

Your office’s windows are often the first impression your customers have of your office. Clean windows on your building can imply that your business is exceptional, professional, and trustworthy. To maintain that image, clean your windows regularly; it isn’t very complex. But, it does take time, dedication, and a good squeegee. Here are some easy-to-follow steps to improve the look of your office from the outside.

  • Use a broom or brush to clear dirt, bugs, and cobwebs from both interior and exterior surfaces. 
  • Properly dilute  cleaning solutions with water. 
  • Scrub all windows, window sills, corners, rubber seals, and ledges with a sponge or soft, absorbent rag. Use a ladder, if necessary, but never rest it against the glass. 
  • Use a squeegee to methodically remove excess water on the glass by starting at the top of the window and smoothly pulling it across the surface, drying the squeegee blade between passes to avoid streaking. 
  • Wipe up excess water around the edges and corners with a dry, soft cloth. 
  • Use a clean rag to remove any stray cleaning solution or  residual leftover streaks.

While plenty of quality window cleaning products exist, a simple mixture of vinegar or dish soap with fresh water works just as well. Remember, while certain soaps can leave behind a film, the goal is to leave the glass surface as transparent and streak-free as possible. 

For best results, clean your inside windows on a regular schedule. High-traffic glass like entryway doors, where fingerprints easily accumulate, should ideally be washed daily. Hard-to-reach windows can be cleaned quarterly. 

Desk and Workspace Station

Did you know we spend one-third of our lives at work? Ensuring our workstations are as clean and germ-free as possible is essential. Unfortunately, we tend to overlook it in a trade for heightened productivity. 

We work at our desks, but many of us also eat and drink there, too. Don’t forget about coughing and sneezing, we likely do that at our desks too. These activities result in a lot of prolonged exposure to germs, grime, and dirt. 

Let’s look at some of the more common items on your office desk and how to clean them properly. 

  • Computer Keyboard – First, unplug the keyboard for safety. Hold it upside down over a trash bin and shake gently to clean out any bits and debris trapped under the keys. Use canned air to blow any hard-to-get pieces free. Then use a sanitizing wipe to clean the tops of the keys and other exterior surfaces. 
  • Computer Screen – To remove dust, germs and fingerprints, use an electronics-specific cloth or wipe.
  • Mouse and Phone –Use a sanitizing wipe to clean all the keys and surfaces as these are high-traffic areas. Be careful not to trap excessive moisture between the keys or in speaker holes.
  • Desk Top – Ideally, remove all items from the desk before dusting and wiping the workspace down. Clean along the edges, too.

It’s a good idea to keep sanitizing wipes andcleaning supplies fully stocked nearby so you can tidy up when there’s a little downtime. Keeping a neat, organized desk will make your workspace look good while also speeding up your cleaning efforts.

 Office Chairs

One of the most difficult things to clean in any office is the furniture – especially office chairs. Leather and upholstery can be a challenge. Removing stains, marks, and signs of wear without damaging the fabric is difficult. Here are a few tips to decrease your cleaning  time and maximize your results with chairs and other office furniture. 

  • Use a small cordless handheld vacuum to pull dust and debris from the surface. 
  • Use clean washcloths, paper towels, or sponges to sop up fresh spills before they have time to soak into the fabric. 
  • A spray bottle with a mild solution or water can be used to clean up spills immediately after they happen. 
  • For stubborn or older stains, diffused rubbing alcohol or vinegar can be used to lift them from the fabric. 

How to Clean Your Office Kitchen

A clean and germ-free kitchen and breakroom can go along way in keeping your employees

healthy and productive. Focus on the following appliances:

Refrigerator

Microwave

Water Cooler

Cleaning Your Office Refrigerator

For a safe and germ-free refrigerator, follow these steps:

Use warm, soapy water. Avoid detergents, bleach, or other cleaning products that could

contaminate food. Regular dish soap should do the trick.

Remove everything from the fridge – food, drinks, condiments, unintentional science

projects, etc.

Remove the shelves and drawers and soak them in a sink full of warm, soapy water.

Use a handheld vacuum or wand extension to remove any crumbs or random debris.

Wipe down the inside surfaces of the refrigerator using a kitchen sponge and soapy

water.

Remove any excess soapy water with dry paper towels.

Wash the shelves and drawers in the sink and dry them with paper towels before

placing them back in the fridge.

Wipe down all condiment jars (jelly, mustard, salad dressing) before returning it to the

fridge.

Discard any items that are expired.

Cleaning Your Office Microwave

While the office microwave does a great job of killing food-based bacteria and germs, you still need to do your part to keep it clean and safe.Mix equal parts vinegar and hot water into a microwave safe glass bowl. You can also replace the vinegar with ¼ cup of lemon juice.

Heat the mixture in the microwave until it boils (5-10 mins).

Let the boiling water stand for 2 minutes before carefully removing the bowl. Use a wet cloth, paper towel or sponge to wipe down the inside of the microwave.

Once the inside is clean, use disinfectant wipes to clean the buttons and handle. Immediately dry with a paper towel.

Cleaning Your Office Water Cooler

If your office still has a water cooler, keeping it clean is an important step to keeping your

employees healthy and safe. Your water cooler should be cleaned every time the water bottle is

changed or every six weeks (whichever comes first). Of course, it’s always easier to clean the

cooler without the bottle present. To make it easier on yourself, here are the steps to keep your water cooler clean:

Unplug the cooler and remove the water bottle.

Remove and wash the water guard and baffle with warm, soapy water.

Mix a vinegar/hot water solution (1:3 ratio) and pour it into the water cooler reservoir.

Remove the taps and drip tray and clean them with warm, soapy water.

Wipe down the outside of the water cooler with, you guessed it, warm, soapy water.

Replace all clean parts, install a new water bottle and plug the cooler back in.

The DOs and DON’Ts of Workplace Cleanliness

Keeping your office clean, neat, and safe is easier if you understand the DOs and DON’Ts of

keeping your workplace free from dirt, clutter, and microscopic critters.

Avoiding Desk Clutter

The dream of a paperless society still hasn’t become a reality and one look at your desk proves

it. While it’s understandable to keep necessary documents and papers filed away in folders and

drawers, having them piled up on your desk is something you should avoid. To avoid a cluttered

desk, follow these simple rules:

DON’T leave papers around the office.

DON’T forget to return office items to where they belong.

DON’T add unnecessary things or distractions to your desk.

DO establish a filing system where you save important documents

DO shred or recycle unimportant or unnecessary papers.

DO use filing boxes to temporarily store documents.

DO label your folders, items, and devices.

 Preventing Spills and Accidents

Sometimes, it’s hard to get away from your desk when it’s time to eat. That means a workplace prone to spills and accidents. To avoid lunchtime messes at your desk,here are some simple rules to follow:

DON’T leave food out on your desk without being sealed in a container.

DON’T touch your keyboard, mouse or desk phone with dirty fingers.

DON’T eat strong-smelling or pungent foods at your desk.

DO keep wipes, napkins, or paper towels nearby to wipe up any spills.

DO throw away food containers in the breakroom trashcan instead of your personal trashcan.

DO keep lids on drinks and food containers when possible.

Maintaining Electronic Devices, Gadgets and Appliances

Fluids, dirt and dust are often to blame when your electronic devices, gadgets or appliances stop working. Keep them clean and functioning by doing the following:

DON’T leave your devices out or open when you leave the office.

DON’T use soaking wet cloths or wipes to clean your devices.

DO clean your electronics one a week to remove accumulated dirt and dust.

DO use microfiber cloths when wiping down screens and keys.

DO use sanitation wipes on your desk phone, mouse, and keyboard.

FAQs on How to Clean an Office

Here are some commonly asked questions (and answers!) about keeping your office clean, safe

and clutter-free.

How Do I Clean My Office Like a Professional?

The easiest way to clean your office like a professional is to follow an office cleaning checklist

while maintaining a consistent schedule using the proper cleaning products and equipment.

 What is an Office Cleaning Checklist?

An office cleaning checklist is a list of all cleaning duties required to maintain a clean and safe

working environment. The checklist should include daily, weekly, and monthly tasks and be

broken down by sections like reception area, cubicles/offices, breakroom/kitchen, restrooms,

conference rooms, and hallways/entryway.

How Often Should My Office Be Cleaned?

Every office is different but it will come down to the size of your office and how many

employees you have. Ideally, some tasks, like emptying trashbins and cleaning the restroom,

should be done daily. Smaller offices with fewer employees can be cleaned once a

week while larger offices should be cleaned daily or even multiple times a week.

How Long Should It Take to Clean My Office?

Office size plays a big factor in determining the length of time needed to clean an office.

Generally, it takes one person one hour to clean 3000 square feet of office space. That includes

vacuuming, mopping, restrooms, kitchens, and taking out the trash.

Where Do I Start When Cleaning My Office?

It’s always best to start at the top and work your way down so you don’t have to redo work

that’s already been done. Start with dusting and cleaning windows, desks and tables. Finish

with vacuuming, sweeping and mopping floors.

How Much is a Clean Office Worth to You?

Maintaining a clean office is about more than just appearance. It’s about saving money and increasing productivity. By regularly cleaning, sanitizing, and organizing your office, you:

There’s nothing but good that can come from keeping your office clean and germ-free. The real question is, do you want to do the work yourself? 

The best business advice is to work smarter, not harder. Why not outsource office cleaning needs to a professional team dedicated to your success?

Dallas Janitorial Services has been one of the most highly-rated and trusted commercial cleaning and disinfecting companies in the Dallas – Fort Worth Metroplex since 2006. To learn more about our services and how we can help you save money, improve productivity and impress your clients, contact us to schedule a free consultation.

By Bill Law
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