How to Prevent the Spread of Germs in Shared Workspaces

Stop Germs: A Guide for Shared Workspaces

Shared workspaces and coworking environments are designed for collaboration and innovation. However, they can also become breeding grounds for germs, leading to higher rates of employee sickness. Illness-related absenteeism costs U.S. employers an estimated $575 billion annually in lost productivity and wages. Protecting your team's health isn't just a matter of well-being; it's a smart business decision.

At Cleaning Technologies Inc., we’ve seen firsthand how a few simple, consistent practices can transform a workplace from a high-risk zone into a healthy, productive environment. Our guide will provide actionable steps to prevent the spread of germs in your shared workspace, ensuring your team stays healthy and focused. By implementing these strategies, you can reduce sick days, boost morale, and maintain a safer space for everyone.

Understanding Germ Spread in Shared Workspaces

Germs are microscopic organisms that can cause illness. In a professional setting, they primarily spread through three main routes: direct contact with an infected person, touching contaminated surfaces, and inhaling airborne droplets from coughs or sneezes.

Shared workspaces are particularly susceptible to the rapid spread of germs. The constant flow of people, shared equipment like keyboards and printers, and common areas such as kitchens and meeting rooms create countless opportunities for germs to travel. High-touch surfaces — doorknobs, elevator buttons, and coffee pot handles — can harbor viruses and bacteria for hours or even days. Without proper hygiene and cleaning protocols, it's easy for one person's cold to become an office-wide outbreak.

Personal Hygiene Practices

The first line of defense against germ transmission is personal responsibility. Encouraging and enabling good hygiene habits among all employees is crucial.

1. Handwashing

Frequent and thorough handwashing is one of the most effective ways to prevent the spread of germs. Hands should be washed with soap and water for at least 20 seconds, especially after coughing, sneezing, using the restroom, and before eating. If soap and water aren't available, an alcohol-based hand sanitizer with at least 60% alcohol is a good alternative.

2. Coughing and Sneezing Etiquette

To contain respiratory droplets, always cover your mouth and nose with a tissue when you cough or sneeze. Dispose of the tissue immediately and wash your hands. If you don't have a tissue, use your upper sleeve or elbow, not your hands.

3. Avoiding Face Touching

We often touch our faces without even realizing it. This habit can transfer germs from our hands directly to our eyes, nose, and mouth, which are primary entry points for pathogens. Making a conscious effort to avoid touching your face can significantly reduce your risk of getting sick.

4. Staying Home When Sick

A strong "stay home when sick" policy is essential. Encourage employees to take sick days without fear of penalty. Coming into the office while ill not only delays recovery but also puts the entire team at risk. It’s a shared responsibility to protect the health of the workspace.

Cleaning and Disinfecting Protocols

While personal hygiene is key, it must be supported by a robust cleaning schedule. Regular disinfection of surfaces is critical to eliminate germs that have been left behind.

5. Daily Wipe-Downs

Every employee should be encouraged to wipe down their personal workspace daily. This includes their desk, keyboard, mouse, and phone. Providing disinfectant wipes makes this easy to incorporate into the daily routine.

6. High-Touch Areas

Beyond individual desks, common areas require special attention. Create a schedule for regularly disinfecting high-touch surfaces such as:

• Doorknobs and light switches

• Elevator buttons

• Kitchen appliances (refrigerator handles, microwaves, coffee makers)

• Shared office equipment (printers, copiers)

• Conference room tables and chairs

7. Correct Use of Disinfectants

Not all cleaning products are created equal. Use an EPA-registered disinfectant and follow the manufacturer’s instructions for use. This often includes leaving the disinfectant on the surface for a specific amount of time (known as "dwell time") to ensure it effectively kills germs.

Encouraging a Clean Workspace Culture

A clean office is a team effort. Management plays a vital role in fostering a culture where everyone feels responsible for maintaining a healthy environment.

8. Provide Accessible Supplies

Keep cleaning supplies like disinfectant wipes and hand sanitizer in highly visible, easily accessible locations throughout the office. When supplies are readily available, employees are more likely to use them.

9. Implement Clear Schedules

Establish a clear cleaning schedule for common areas and assign responsibilities. This ensures that no area is overlooked and that cleaning is performed consistently.

10. Lead by Example

Management should actively participate in and promote these hygiene practices. When leaders demonstrate their commitment to a clean workspace, employees are more likely to follow suit.

11. Promote Awareness

Use signs, emails, and team meetings to remind everyone of hygiene best practices and cleaning protocols. Consistent communication keeps health and safety top of mind.

Ventilation and Air Quality

The air we breathe can also be a source of germ transmission. Proper ventilation is essential for diluting and removing airborne contaminants.

12. Importance of Good Ventilation

A well-maintained HVAC system helps ensure a steady flow of fresh air, which can reduce the concentration of airborne germs. Schedule regular maintenance and filter changes for your system.

13. Improving Air Quality

Where possible, open windows to increase the circulation of outdoor air. If this isn't feasible, consider using fans to improve air movement within the space.

14. The Role of Air Purifiers

High-efficiency particulate air (HEPA) purifiers can be an effective supplement to your ventilation system. These devices are designed to capture airborne particles, including bacteria and viruses, further reducing the risk of transmission in shared workspaces.

Building a Healthier Workplace Together

Creating a healthy, germ-free workspace is an ongoing commitment that requires participation from everyone. By combining strong personal hygiene habits with consistent cleaning protocols and a supportive company culture, you can significantly reduce the spread of germs and keep your team thriving.

At Cleaning Technologies Inc., we specialize in creating customized cleaning solutions that keep your shared workspaces safe and productive. By implementing the strategies outlined in this guide, you can take a proactive step toward a healthier future for your business. Contact us today to learn more about our cleaning services.