Addressing the Germs: Preventing the Spread of Illnesses in the Workplace

Workplace cleanliness is often overlooked, but at what costs? Aside from increased sick leave, reduced productivity, and transmission of infections among its co-workers, is an organization prepared to lose funds because of illness-related absenteeism?

In 2020, an Integrated Benefits Institute study found that employers lost over $575 billion in illness-related productivity. Health care benefits per dollar also equated to $0.61 expense for employee absence and reduced work output. The highest recorded number of absent full-time workers was recorded in January 2021 post-pandemic with over 5% compared to 2-3% from 2015-2020.

With the removal of COVID mandates and safety restrictions, you may have noticed that national and local procedures have been relaxed. We no longer need to wear masks or quarantine and social distance in the workplace. However, this doesn’t mean that we can let our hygiene standards slip. The role of cleanliness in preventing illnesses has become a more pressing concern for on-site personnel as people are now less motivated.

But how do management and workers take on this health responsibility?

In this article, we’ll help you identify common sources of contamination in the workplace, what routines and best practices an organization can adopt to protect everyone’s health, and how to make the workplace safe from the spread of germs and diseases.

Common Sources of Germs

It is vital to learn which parts of the workplace are more susceptible to germs. These areas are usually “high touch” surfaces. We also need to know how the microbes are transmitted and how they can cause infection.

Identifying high-touch surfaces

In the workplace, there are several common high-touch surfaces or items in high-traffic areas. Places in the office that are considered high-touch surfaces may include:

• Door handles
• Elevator keypads
• Furniture arms
• Light switches
• Copier and paper shredder control panels
• Desktops
• Electronics 
• Pulls of filing cabinets
• Knobs and buttons of water dispenser
• Hand sanitizer, coffee maker and microwave
• Faucet levers

High-touch areas also include small office items like staplers, hole punchers, pens and pencils, and tape dispensers which are open for use by anyone. There are also items in the office pantry like condiment bottles, sugar pots, snack containers, and paper cup holders, which are also frequently in contact with everybody’s hands.

Areas Prone to Germ Accumulation

Areas where germs multiply in the workplace are shared surfaces where germs can stay undisturbed for four hours. Within this time period, more than 50% of the surface area will already be contaminated. Any type of infection can now easily be transmitted to the people exposed to them.

Common-use areas, on the other hand, are highly prone to germ contamination. This includes the sink area, telephone and copier sections, vending machines, cafeteria tables, restrooms, and even the lobby sofas and conference chairs.

How Microbes Are Transmitted

Germs accumulate on surfaces and are spread from person to person by touch. They can survive on surfaces for up to three days. Microbes can also be spread by airborne transmission such as when people sneeze or cough and others inhale the droplets.

Air temperature is important because bacteria thrive in warm air. Keeping the office air conditioning set between 72- and 79-degrees Fahrenheit is optimal.

Prevention Strategies

Now that we are aware that almost everything in the office is prone to collecting germs, is there something we can do to prevent it?

We can do a lot to protect ourselves against the spread of illnesses in the workplace. Here are some of the simplest but most effective strategies we can implement in the office.

Regular Cleaning and Sanitization

Workplace cleanliness can only be achieved if there are policies and solid practices in place. The first step is ensuring that daily cleaning protocols and regular deep-cleaning schedules are written down, distributed to the relevant staff members, and adhered to. Ensure cleaning staff have the equipment, supplies, and training they need to do the job properly.

Introducing sanitation programs that everyone in the office must follow is the next step. Examples of these are protocols such as eating and drinking in specific areas only, and making sure that they are clean-as-you-go. 

Implement proper housekeeping programs by establishing recycling and proper trash segregation, and regularly emptying trash bins. 

Conduct surprise inspections for accountability. The inspections should include checking areas like shelves, basements, waste disposal areas, stairs, restrooms, fridges, microwaves, and office furniture.

Encouraging Personal Hygiene Among Employees

No matter how much effort management puts into observing cleanliness and laying out safety precautions, the workplace will still remain dirty if employees are not personally involved.

When employees get actively involved in preventing germs from spreading, the chances that they or their co-workers might get sick will decrease.

The most basic rule when it comes to sanitation is proper hand washing. Water and soap will immediately stop the transmission of germs and give everyone peace of mind. This is especially important after being in contact with high-touch work surfaces and when workers leave the office to go home. Ensure there is always a supply of liquid soap, paper towels, and hand sanitizer in the relevant areas.

Small things can also improve cleanliness and it starts with everyone taking care of their workstation. By organizing piles of papers on the desk, throwing away clutter, keeping non-essential items and food away from the workstations, and regularly wiping down electronics, everyone will already be disinfecting the place they spend the most time at during the day. Encourage a practice of everyone wiping down their desk area with sanitizer at the end of the day.

Management can also encourage cleanliness engagement through interactive programs promoting a healthy working environment. Monthly reward programs could be implemented for the cleanest workstation or department. Give awards to personnel who recommend solutions on how to keep the workplace free from the spread of germs.

Ventilation and Air Purification

According to the CDC, good ventilation in buildings is a must to protect occupants from airborne diseases. By making sure the airflow, filtration, and treatment of air inside are working, small particles like germs and water droplets, which may contain harmful bacteria and viruses, are controlled and reduced.

Part of managing the healthy circulation of air is with properly maintained heating, ventilation, and air conditioning (HVAC) systems. Continuous improvements are also beneficial like upgrading and replacing filters regularly and deploying portable high-efficiency particulate air filters (HEPA filters) into populated work areas.

Another way to prevent the accumulation of bad microorganisms in the office is by opening windows from time to time. If opening the windows is not possible, exhaust and engine cooling systems give access to outdoor air and remove stale viral particles present inside a room. 

Consider bringing in potted plants as they have been shown to improve air quality.

Creating a Response Plan

Creating an emergency response plan in case of a sickness outbreak is important when it comes to safeguarding health in the workplace.

Steps to Take In Case of an Outbreak

What do you do if there is already an existing illness in the workplace?

A risk assessment is processed to identify and include all possible scenarios in the event of an outbreak. After deliberation, relevant policies, required actions, procedures, and an emergency response team are put in place. In addition, training of personnel and housekeeping will serve as a guide in handling the outbreak situation. Those who are sick should be encouraged to take sick leave.

What are the possible policies that the management should consider?

To control the spread of illnesses, consider allowing employees to work remotely wherever possible. 

For business continuity, there is a need to document all backup protocols for continuous operations beforehand. Consider who would take the place of absent employees – perhaps investigate temping agencies, think about how to monitor and track who the sick employee has been in contact with, and formulate a work distribution plan in case of prolonged employee absence.

Creating a Culture of Health and Safety

How do companies establish a culture of health and safety?

Dissemination and strict implementation of sanitation policies in the workplace should be observed. Training frontline housekeeping staff and educating all employees should also be done frequently. Setting scheduled cleaning routines helps highlight the concept of cleanliness.

Management may also need to regularly review the risk assessment for response plans. This will help teams stay updated, prepared, and informed in case of emergencies. 

What contributions can employees make?

By following rules set to prevent the spread of germs, cleanliness will become a workplace habit which in turn will become a culture. Also, by taking leave when ill and seeing a healthcare professional for treatment, they protect themselves and their colleagues. When there is a culture of health and safety in the office, it becomes natural for everyone to help keep themselves and their workplace clean.

Conclusion

Employers should always consider the health of their employees by providing procedures on how to maintain workplace cleanliness. Employees should also do their share to lead by example.

What can we do to prevent the spread of illness in the office?

• Regular cleaning and sanitation help create a routine
• Encourage personal hygiene and accountability
• Maintain proper ventilation and air purification 

Every workplace is different, and there is no one-size-fits-all strategy. That is why creating a unique response plan tailored to your organization is vital in identifying how to mitigate risks and advocate a healthy lifestyle.

Remember, a clean working environment creates happy, healthier employees who will need to take fewer sick leave days. This will result in greater productivity – a win for any business. 

To ensure your workplace remains germ-free, it is important to consult with professionals. Experts like Summit Janitorial will not only conduct routine sanitation but also provide you with premium solutions through innovative ideas and methods. They also personalize their services to their client needs so you and your co-workers remain worry-free. Contact us for a free quote today and prevent the spread of illnesses in your workplace.