The Complete Guide to Hygiene for Shared & Agile Workspaces

Introduction

Shared and agile workspaces, where employees frequently move between desks and workstations, present unique challenges for maintaining hygiene. As these environments become more popular, particularly in hybrid work models, ensuring cleanliness is crucial for protecting employee health, preventing the spread of germs, and maintaining a productive workplace. This guide provides a comprehensive, step-by-step approach to maintaining hygiene in shared workspaces.

1. Understanding the Importance of Hygiene in Shared & Agile Workspaces

Before diving into specific cleaning practices, it's essential to understand why hygiene is so important in shared work environments:

• Health and Safety: With multiple people using the same equipment and spaces, germs can spread quickly. Maintaining hygiene reduces the risk of illness.
• Employee Confidence: A clean workspace makes employees feel safer and more comfortable, which can boost morale and productivity.
• Corporate Responsibility: Ensuring a hygienic environment reflects your company’s commitment to employee well-being and health.

2. Identifying High-Touch Surfaces and Equipment

In shared workspaces, certain areas and equipment are used more frequently by multiple people. Identifying these high-touch surfaces is the first step in creating a cleaning protocol:

• Workstations and Desks: Shared desks and workstations need regular cleaning, especially the surfaces, keyboards, and mouse.
• Shared Devices: Phones, printers, copiers, and shared computers are hotspots for germs.
• Common Areas: Kitchens, break rooms, and meeting rooms are often shared by many and require frequent cleaning.
• Entry and Exit Points: Door handles, elevator buttons, and light switches should also be prioritized.

3. Creating a Hygiene Protocol for Shared & Agile Workspaces

A well-defined hygiene protocol is essential for maintaining cleanliness in shared workspaces. Here’s how to create one:

• Daily Cleaning Routine: Establish a routine for cleaning high-touch surfaces daily. This might include wiping down desks, sanitizing shared devices, and cleaning common areas.
• Regular Deep Cleaning: Schedule deep cleaning of the entire workspace weekly or bi-weekly, focusing on less obvious areas like under desks, chair arms, and shared storage.
• Employee Participation: Encourage employees to clean up after themselves, providing wipes and hand sanitizers at every workstation.
• Clear Communication: Post clear guidelines on how and when to clean, and who is responsible for each task. This ensures everyone knows their role in maintaining a clean environment.

4. Implementing Effective Cleaning Techniques

To ensure thorough cleaning, use the right techniques and products:

• Disinfectants: Use EPA-approved disinfectants that are effective against a broad spectrum of pathogens. Ensure they are safe for electronics if used on shared devices.
• Microfiber Cloths: These are ideal for cleaning surfaces as they trap more dirt and germs than regular cloths.
• Alcohol Wipes: These are excellent for sanitizing keyboards, mice, and other small devices. Ensure the wipes contain at least 70% alcohol for effective disinfection.
• Vacuuming and Dusting: Regular vacuuming and dusting, especially in less obvious areas, help prevent the buildup of dust and allergens.

5. Encouraging Personal Hygiene Practices Among Employees

Even with rigorous cleaning protocols, personal hygiene plays a critical role in maintaining a healthy shared workspace:

• Hand Hygiene: Encourage employees to wash their hands regularly, particularly before and after using shared equipment. Provide hand sanitizers at key points throughout the workspace.
• Respiratory Etiquette: Remind employees to cover their mouths when coughing or sneezing and to dispose of tissues properly.
• Workstation Etiquette: Encourage employees to keep their workstations tidy and to use disinfectant wipes to clean their area at the end of each day.

6. Using Technology to Enhance Hygiene

Technology can play a significant role in maintaining hygiene in shared workspaces:

• Touchless Solutions: Implement touchless technology where possible, such as automatic doors, hands-free faucets, and voice-activated devices, to minimize contact with shared surfaces.
• Booking Systems: Use a desk booking system that allows employees to reserve workstations. This not only helps manage space but also ensures that desks are cleaned between uses.
• Air Quality Monitoring: Install air quality monitors to ensure the environment is healthy and that ventilation systems are functioning correctly. Poor air quality can contribute to the spread of airborne germs.

7. Training and Educating Employees

Regular training sessions can ensure that all employees are aware of and follow hygiene practices:

• Workshops: Conduct workshops on hygiene best practices, demonstrating proper cleaning techniques and explaining the importance of maintaining a clean workspace.
• Online Resources: Provide online resources, such as videos or infographics, that employees can refer to for guidance on maintaining hygiene in the office.
• Ongoing Reminders: Use email reminders, posters, and digital signage to reinforce the importance of hygiene and keep it top of mind.

8. Monitoring and Adapting Hygiene Practices

Hygiene protocols should not be static; they need to be reviewed and adapted regularly:

• Feedback Loop: Create a system where employees can provide feedback on the hygiene practices. This can help identify areas for improvement.
• Regular Audits: Conduct regular hygiene audits to ensure that cleaning protocols are being followed and are effective. Adjust protocols based on audit findings.
• Stay Informed: Keep up to date with the latest guidelines from health authorities and be ready to adapt your practices as new information becomes available.

9. The Role of Professional Cleaning Services

While daily hygiene maintenance can be managed in-house, professional cleaning services provide a higher level of cleanliness, particularly for deep cleaning tasks:

• Expertise: Professional cleaners are trained in the latest cleaning techniques and can ensure that all areas, including those often overlooked, are thoroughly cleaned.
• Specialized Equipment: They use specialized equipment and industrial-grade disinfectants that may not be available for everyday use.
• Consistency: Regular professional cleaning ensures consistency in maintaining a high level of hygiene across the workspace.
• Tailored Services: Professional cleaning companies like Move IT Cleaning & Hygiene can provide tailored cleaning solutions based on the specific needs of your workspace. Whether it’s daily cleaning, deep cleaning, or specialized disinfection services, these professionals can ensure that your shared workspaces remain hygienic and safe for all employees.
• Compliance: Professional cleaners are also knowledgeable about industry regulations and can help your company stay compliant with health and safety standards, which is especially important in shared environments.

10. Creating a Culture of Hygiene

Ultimately, the success of hygiene practices in shared workspaces depends on creating a culture where cleanliness is valued and prioritized:

• Lead by Example: Managers and team leaders should model good hygiene practices, showing their commitment to maintaining a clean environment.
• Reward Good Practices: Consider implementing a reward system for employees who consistently maintain high standards of hygiene.
• Open Communication: Foster an environment where employees feel comfortable discussing hygiene concerns and suggestions for improvement.

Conclusion

Maintaining hygiene in shared and agile workspaces is a critical task that requires a comprehensive approach. By understanding the importance of cleanliness, implementing effective protocols, and encouraging personal responsibility, businesses can create a safe, healthy, and productive environment for all employees. Leveraging technology, professional services, and ongoing education will further enhance these efforts, ensuring that shared workspaces remain hygienic and conducive to success.

For companies looking to maintain the highest standards of hygiene in their shared workspaces, partnering with Move IT Cleaning & Hygiene can provide the expertise and consistency needed to keep your environment clean and your employees healthy.