Office Cleaning Guide for a Safe and Healthy Workplace

The COVID-19 pandemic has transformed how businesses view workplace hygiene.

Cleaning standards have risen in parallel with safety regulations. A clean office is no longer optional but a crucial part of safeguarding employee health, maximising work productivity, and maintaining a professional image. 

In this guide, you’ll discover expert tips and practical strategies tailored for office buildings, helping you maintain a hygienic, safe, and productive workplace environment.

Key Takeaways:

• Office cleanliness is vital for health, productivity, professionalism, and compliance

• Use an office cleaning checklist for efficient daily, weekly, and monthly tasks

• Apply top cleaning tips: use hospital-grade disinfectants, eco-friendly solutions, and non-intrusive scheduling

• Know the key differences between routine and deep cleaning for optimal hygiene

• Choose a professional service based on experience, certifications, flexibility, and service range

Why Office Cleanliness Matters

In any commercial office setting, cleanliness goes beyond just looking good; it’s essential for a healthy environment. A clean office directly improves staff health and hygiene, enhances employee wellbeing, strengthens your professional image with clients, and ensures workplace safety regulations are met. 

An untidy or unsanitary workplace, however, carries serious risks like increased illnesses, lower staff morale, safety hazards, negative client perceptions, and potential regulatory issues. 

These points highlight the importance of maintaining office cleanliness across several key areas.

• Health and Hygiene
  Routine cleaning helps reduce the spread of illnesses, such as influenza and COVID-19, leading to fewer sick days and healthier teams. You can create a healthier indoor environment by disinfecting areas to kill viruses, bacteria, and other harmful pathogens.

• Employee Wellbeing
  A tidy, organised workspace contributes to improved morale and mental clarity,
  boosting productivity and delivering a higher ROI for the organisation. On the
  contrary, office clutter fuels employee emotional exhaustion and stress,
  emphasising the importance of a well-maintained environment.

• Client Impression
  A pristine office creates a strong first impression, signalling professionalism and attention to detail. This environment contributes to a positive brand image, leaving a lasting impression on clients that can significantly influence trust and business opportunities.

• Regulatory Compliance
  Maintaining a clean workplace supports compliance with local health and safety regulations. Bodies like Malaysia’s Department of Occupational Safety and Health (DOSH) outline strict cleanliness requirements in workplace standards.At Uni-Hygiene, we understand that a clean workspace is fundamental to your team’s success and well-being through our comprehensive cleaning solutions.

Office Cleaning Checklist

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An office cleaning checklist is an essential tool for maintaining a clean and organised workplace, ensuring no areas are neglected.

Whether you’re managing in-house maintenance or outsourcing to a professional office building cleaning service, this guide outlines daily, weekly, monthly, and quarterly tasks to help you maintain a spotless and healthy environment.

Daily Tasks

• Disinfect High-Touch Surfaces
  Disinfect high-touch surfaces such as door handles, light switches, lift buttons and shared equipment tools like photocopy machines. These areas can harbour bacteria and viruses due to frequent contact. Use disinfectant sprays or wipes to reduce the risk of cross-contamination.

• Empty Rubbish Bins
  Empty dustbins daily, especially in prominent areas such as the break room and common work areas. Regular waste disposal not only maintains tidiness but also prevents unpleasant odours and reduces the risk of pests.

• Wipe Desks and Sanitise Shared Equipment
  For offices that practice hot desking or have shared workstations, daily cleaning and germ control are essential. Use surface disinfectants to clean equipment such as keyboards, mice, and printers, which are prone to germ buildup due to frequent touch.

• Clean Restrooms
  Clean restrooms daily to keep them hygienic. This includes emptying rubbish, cleaning and disinfecting toilets and urinals, and wiping down surrounding areas. Don’t forget to mop the floors and restock toilet paper and other supplies.

Weekly Tasks

• Deep Clean Washrooms
  Thoroughly disinfect high-traffic communal areas, such as washrooms, weekly. These spaces are highly susceptible to germ buildup and require extra attention to maintain hygiene. This includes thoroughly scrubbing and sanitising toilet bowls and sinks.

• Dust Surfaces and Mop Hard Floors
  Dust and wipe down desks, shelves, window ledges, and other horizontal surfaces. Mop tiled or hardwood floors to eliminate dust, stains, and spills that can accumulate throughout the week.

• Wipe Interior Windows
  Wipe down glass partitions and interior windows for a streak-free shine. This helps maintain a bright, professional-looking environment.

• Vacuum Carpets
  Vacuum carpets weekly, especially in high-traffic areas such as hallways and common walkways. Crumbs, dust, and other debris can accumulate deep within carpet fibres, leading to allergens and poor air quality over time. Regular vacuuming helps to remove these contaminants and maintain a healthier indoor environment.

 Monthly Tasks

• Steam Clean Carpets and Sanitise Upholstery
  Carpets and upholstered furniture require a deeper clean every month. Use professional-grade steam cleaning equipment to remove embedded dirt, allergens, and bacteria. This task not only improves air quality but also extends the lifespan of carpets and soft furnishings.

• Declutter Storage Areas, Cabinets, and Workstations
  Encourage employees to clear out expired items and general clutter from desks, drawers, cabinets, and shared storage areas. This action creates a more organised work environment and improves efficiency.

• Clean Inside Fridges and Appliances
  Clean break room fridges and large appliances, focusing on hidden spots where debris gathers. Remove spills, crumbs, and expired food to prevent bacteria and odours. Wipe stained surfaces, clean microwaves, and descale coffee machines.

• Polish Surfaces
  Dust and polish desks, reception counters, shelving units, and other hard surfaces to restore shine and remove grime buildup.

Quarterly or Biannual Tasks

• Complete Deep Clean of All Zones
  Perform a thorough cleaning of all office building areas, including workstations, lobbies, staircases, corridors, and pantries. Deep cleaning tackles hard-to-reach grime and supports long-term cleanliness.

• HVAC Vent Cleaning
  Schedule  HVAC systems cleaning every 3 to 6 months. Unclean vents circulate
  dust, allergens, and even mould, impacting air quality and health.

• Floor Polishing or Waxing
  Apply protective polish or wax on hard floors to maintain their finish, extend longevity, and improve safety by reducing wear and slip risks.

• Specialised Disinfection
  Schedule specialised disinfection services with a professional team. These services use advanced techniques like ultrafine misting or electrostatic spraying to eliminate pathogens on all surfaces. This is crucial for reducing infection risks, especially during viral outbreaks or seasonal illness surges.

Ready to put these tasks into action? Use Uni-Hygiene’s interactive cleaning checklist below to stay on track and ensure your office remains clean, compliant, and employee-friendly throughout the year.

Top Office Cleaning Tips

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Once you have established an office cleaning routine, it’s essential to follow best practices to ensure long-term hygiene, safety, and efficiency in your workplace.

• Use Hospital-Grade Disinfectants

Use hospital-grade disinfectants to eliminate harmful pathogens more effectively, especially in high-touch areas. These products offer a higher level of sanitation, comparable to what is required in medical facilities.

• Use Different Cleaning Tools for Different Zones

To prevent cross-contamination, use different cleaning tools like mops and cleaning cloths for critical areas like the pantry or washrooms. You can colour-code them to distinguish which tools are for which zone easily.

• Opt for Eco-Friendly, Non-Toxic Cleaning Solutions

Harsh chemicals can harm both employees and the environment. Choosing eco-friendly, non-toxic cleaning solutions supports long-term health and sustainability.

• Customise Cleaning Plans per Office Layout

Every office layout requires a different cleaning approach. A small office has unique needs compared to large office buildings with shared spaces. Tailor cleaning plans to ensure hygiene standards are met, and all areas and time are covered efficiently.

• Non-Intrusive Scheduling for Minimal Disruption

Plan your office cleaning schedules during low-traffic times to significantly reduce disruptions to work productivity. Strategic, non-intrusive scheduling ensures a clean workspace without hindering daily operations.

• Hire Cleaning Professionals

Certified cleaning services are trained to handle complex and high-traffic office environments. Their expertise ensures a thorough, safe, and efficient cleaning process. Full-service commercial sanitation and office disinfection services provide ample protection beyond what in-house teams can achieve.

Differences between Routine Office Cleaning and Deep Cleaning

When planning how to keep your office clean, it’s essential to understand the two main types of professional office cleaning: routine cleaning and deep cleaning. Each serves a different purpose and is suited to various business demands.

What is Routine Office Cleaning?

Routine cleaning refers to general cleaning services, focusing on maintaining daily hygiene and overall appearance within commercial office buildings. It covers essential recurring tasks to establish a baseline cleanliness level and prevent dust, dirt, and germ buildup. 

Typical tasks include:

• Sweeping and mopping floors

• Emptying rubbish bins

• Dusting surfaces, fans, and fixtures 

• Regular carpet and window cleaning

• Cleaning restrooms

What is Office Deep Cleaning?

Deep cleaning is a more intensive process that targets hard-to-reach, high-touch, and heavily used areas. It often involves specialised equipment and methods to sanitise spaces thoroughly from grime, pathogens, and contaminants. Deep cleaning is ideal for commercial buildings such as office spaces and corporate facilities.

This service is usually done for:

• Post-renovation or office fit-outs

• Periodic sanitation schedules

• • Illness outbreaks or pandemic protocols
    • Inspections or special events preparation
      

This type of cleaning includes:

• • • Medical-grade and high-touch surface disinfection
  • • Floor-to-ceiling cleaning
  • • HVAC and ventilation cleaning 
  • • Upholstery and carpet deep cleaning
  • • Waste disposal and sanitation
  • • Degreasing for industrial zones

Routine vs. Deep Cleaning: A Side-by-Side Comparison

Uni-Hygiene’s expert cleaning services use specialised methods such as ultrafine sanitising fogging, hospital-grade disinfection, cutting-edge equipment, and strict safety measures, tailored to meet industrial and commercial needs. This approach ensures high levels of hygiene, compliance, and a safe, professional environment.

How to Choose the Right Office Cleaning Service

Looking to streamline your office cleaning routine? Partnering with a professional and reliable commercial office cleaning service can significantly improve hygiene, efficiency, and employee satisfaction. 

Since every provider offers different service levels and specialisations, it’s crucial to choose one that aligns with your office business requirements.

Here’s what to consider when selecting the best professional office cleaning partner:

1. Experience 

Choose an experienced cleaning company that understands how to clean different 

office layouts and industries effectively.

2. Certifications

Look for companies with health and safety certifications to ensure that they follow industry best practices. 

3. Flexibility 

Work with a cleaning team that is flexible around your working hours to reduce disruption.

4. Reviews 

Consistent reviews signal customer trust and quality service. 

5. Range of Services

From routine cleaning to deep disinfection and floor care, cleaning providers with a complete service range prevent the need to juggle multiple vendors.

Issues to Look Out for

Not all cleaning service providers deliver the same standard. 

Be cautious of cleaning providers that lack transparency, have inconsistent communication, or fail to provide proof of insurance and proper training.

Hiring an experienced and certified commercial cleaning service like Uni-Hygiene can save time, reduce long-term costs, and ensure your office is thoroughly cleaned from top to bottom.

Here’s how Uni-Hygiene compares with other typical cleaning providers:

At Uni-Hygiene, we are committed to delivering unmatched cleaning services, striving to be the most credible and recognised service provider in the industry.

Enjoy a Hygienic and Professional-Looking Office with Our Commercial Cleaning Experts

Compromising on your office cleaning routine can lead to health risks, regulatory issues, and a less productive work environment. 

By partnering with a trusted and experienced commercial cleaning service like Uni-Hygiene, you gain peace of mind knowing that every corner of your office is maintained to the highest standards.

From flexible cleaning plans to industry-certified methods, our team is committed to helping you create a hygienic, safer, and more efficient workplace.

Let our experts keep your office clean and safe for a better and healthier workplace. 

Contact us today to discover the best cleaning solutions tailored to your business needs.

FAQ

How often should an office be professionally cleaned?

For optimal effectiveness, routine cleaning is recommended daily or weekly, especially in high-traffic areas and high-touch surfaces of commercial and office settings. Deep cleaning services are crucial every 3  to 12 months.

What’s the difference between janitorial and office cleaning services?

Janitorial services typically cover daily, basic upkeep like rubbish removal and restroom cleaning. Professional office cleaning services offer a more comprehensive range of commercial cleaning services. This includes both routine tasks and specialised, intensive deep cleaning services.

What cleaning chemicals are safe for office use?

Prioritise eco-friendly and non-toxic cleaning products for a healthier indoor environment. For effective germ elimination, opt for hospital-grade disinfectants that use certified agents that kill 99.9% of germs, including viruses, bacteria, and other harmful pathogens.

How can we prepare for an office deep clean?

Declutter workspaces and ensure easy access to all areas, especially hard-to-reach areas, high-touch surfaces, and heavily contaminated zones. This allows the cleaning team to perform a thorough disinfection of all surfaces.

How much does professional office cleaning typically cost, and what affects the price?

The cost of professional office cleaning services varies based on your office size and layout, operational needs, cleaning frequency, and the specific services required, such as routine, deep cleaning or sanitising services.