The essentials of a workplace hygiene programme
Mike Boxall, Managing Director at Sitemark, on how workplaces can ensure safe and hygienic operation.
The Government’s latest workplace guidance has made one thing clear – the onus is on businesses to ensure that their workplaces are safe for use. That may feel like quite the burden for some with the stakes being so high, but implementing a comprehensive workplace hygiene programme can allay any concerns.
We recognised the impact that COVID-19 would have on the UK long before the lockdown. That’s why we developed and released a workplace risk assessment in February, and made it free to download.
That’s also why we were quick to follow that up with a workplace hygiene programme. Released during the lockdown, the programme gives businesses an in-depth tool to measure risk areas, manage cleaning and drive behaviour change among building occupants, all with the end goal of creating a workplace that meets or exceeds the Government's health and safety guidelines.
While the specifics of a hygiene programme may vary depending on the industry and the site, there are some core elements that are applicable to any business.
Risk assessment
A workplace risk assessment tool is the first step to help facilities managers identify the control measures that are needed to minimise the risk of workplace infections and contamination.
Our assessment has five categories of control measures:
• Site control (access points, visitor restrictions, visitor hygiene, dispensers).
• Cleaning provision (specification frequency, schedule definitions, service provider contingency, chemical use).
• Signage and education (hand washing, update alerts).
• Building user behaviours (home working, dress code, travel reduction, handshaking, workspace hygiene).
• Contingency plans (such as building closures, contract clarification, deep clean methodology, sick pay policy, etc).
A risk assessment should be reviewed on a weekly basis so that a hygiene programme can be adapted as necessary. This is also important as Government guidance may continue to change, and the return to the workplace will
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be a gradual process for many. As a building increases in occupancy, further risk assessments should take place.
High-risk touchpoints
The risk assessment should identify all areas of a building where the risk of contamination to its users is high. This will include door handles, IT equipment, utensils and stationery, kitchen appliances, bathroom taps, vending machines, handrails, furniture, reception desks, dispensers and bins. Labels can warn building users that these are high-risk areas, and cleaning teams can be tasked with cleaning them at a higher frequency than other areas.
Cleaning specification
Cleaning frequency needs to be higher than pre-lockdown times, even in areas that have not been designated as high-risk. While deep cleans can take place during quiet times, ongoing cleaning during the day will help to keep the workplace hygienic, and having cleaning teams visible throughout the day will provide reassurance to building users that the space is being kept safe.
An effective hygiene programme will help facilities managers schedule and keep track of cleaning routines, and make adjustments as necessary. For example, while still in lower occupancy many businesses may be able to keep parts of the workplace closed and off-limits to employees and customers. As more people come back and more of a building reopens, FMs will be able to adapt their cleaning rotas to address the new demands.
Building users can be encouraged to keep their space clean. Make virucidal sprays and other cleaning materials available throughout the building so people can continually self-clean their work areas. This will give occupants control over how clean they keep their own workspace – but cleaning teams should still clean every area under the assumption that no other cleaning has taken place.
Signage and labels
Improved signage is a key part of preparing the workplace for reoccupation, whether that’s for employees or customers. Handwashing signage should be placed throughout a building, in prominent places and with big, bold copy and images. Use positive language for a greater impact – ‘Please wash your hands’ as opposed to ‘Don’t forget to wash your hands’ – and rotate the signage images
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