The impact of workplace cleanliness on employee productivity

Cleanliness in the workplace is important not only from a sanitary and aesthetic point of view, but also because it greatly influences the productivity of employees, which is the basis of the success of any business. With it, employee morale and self-esteem are kept high, the work done is qualitative and no longer requires extra supervision, customer needs are better managed and sales and revenues increase.

This guide will help you to better understand the benefits of a clean and organized office and how a focus on the cleaning and sanitizing process impacts employee productivity.

How a clean workspace influences productivity

Reduces the risk of sickness and absenteeism in the workplace

Illness means decreased productivity for employees who continue to come to work and zero productivity for those who have to take sick leave. It has been noted that unclean spaces and lack of adherence to hygiene rules accounted for 60% of employee illnesses requiring sick leave (Dr. Charles Gerba, University of Arizona) (Initial, 2016).

According to a 2023 survey conducted byThe Chartered Institute of Personnel and Development(CIPD), the average employee loses almost 10 working days a year due to sickness (Sinclair & Suff, 2023). Two of the leading causes of this are stress and sickness caused by various pathogens transmitted through direct contact with contaminated surfaces. In addition, clutter can cause physical injuries (employees can be injured by falling objects or slip on a floor not cleaned in time) leading to possible absence from work.

Employees who decide to come sick to work can infect their colleagues, which can lead to chain sickness and losses for the company. Microbiologist Charles Gerba, a professor at the University of Arizona, presented at one of the American Society for Microbiology Conferences that, following the contamination of a doorknob in an office building at the beginning of the program, it was found that between 40 and 60% of the employees in the building had already been contaminated after 2 hours (Gerba, 2014). He also specified that following the use of surface disinfectant wipes containing quaternary ammonium compounds, as well as rigorous hand hygiene, reduced the spread of the virus by 80 to 99%.

The five most commonly contaminated surfaces in an office building are: door handles, keyboards, telephones, microwave oven door handles and water dispenser handles.

After examining 33 keyboards, a microbiologist found bacteria such as E. coli and Streptococcus aureus on their surfaces. (Jones, 2008)

Two other important steps in the workplace cleaning process are regular pest control (once every three months or as often as needed) and deratization (twice a year or as often as needed). This complements cleaning and disinfection, preventing people from becoming infected with various pathogens transmitted by crawling, flying and rodent insects.

Studies have shown that there are up to 46 bacterial species in all rats and each rodent produces up to 40 pathogen-carrying droppings per night. (Flemer, et al., 2017) Cockroaches can also transmit up to 33 types of bacteria, such as E. coli, Salmonella species, parasitic worms, and seven other types of human pathogens. (***, 2013)

Dust, pollen and other allergens found on furniture, carpets, blinds, curtains and other surfaces contribute to respiratory problems such as asthma, rhinitis and allergic conjunctivitis as well as contact dermatitis allergies.

To maintain a healthy working environment, office hygiene is essential. This reduces sickness and absenteeism from work.

Better air quality

With effective cleaning of the workspace, dust is removed which leads to better air quality, thereby increasing productivity, according to a study published in the Journal of the Association of Environmental and Resource Economists (Cook, Heyes, & Rivers, 2023).

A study by researchers at Harvard and Syracuse Universities also showed that a well-ventilated workplace increases productivity by 61%, with employees having nearly 27% higher cognitive performance. (Allen, et al, 2015)

Unpleasant odors in the workplace can harm overall mood, leading to distraction and thus impacting employee productivity. Sometimes an aromatherapy diffuser can help in this situation, in addition to effective cleaning. Using the right essential oils can positively influence the emotional state, helping to improve concentration, relieve stress, overcome fatigue and improve mood. Imagination, creativity and productivity increase.

Reduces distraction

According to a survey of 1000 employees, Hybrid Workplace Habits & Hangups, conducted by The Harris Poll (Corrigan, 2022), an average employee wastes almost 2 hours a day (25% of the work week) searching for documents and information needed to complete tasks.

A disorganized office and messy work environment distracts employees, and they are unable to focus as well as they should when completing tasks. The brain can no longer process information quickly and we can be easily distracted by our surroundings, according to a study by researchers at the Princeton Neuroscience Institute (McMains & Kastner, 2011). When a room is cluttered with objects that are not useful, the brain works harder to process the necessary information, according to a study published in The Journal of Neuroscience (Seidl, Peelen, & Kastner, 2012).

Increases creativity

When the workspace is organized, the mind is no longer distracted and creativity can flourish, resulting in great ideas and solutions.

Reduces stress and improves morale

A study in the Netherlands has shown that a clean and organized work environment increases employees’ job satisfaction, which also leads to increased productivity on their part (Horrevorts, Ophem, & Terpstra, 2017).

According to a 9-year study of 60 women, published in the Personality and Social Psychology Bulletin, a link has been shown between clutter and elevated cortisol (the stress hormone) levels, which can lead to fatigue, anxiety, and depression. (Saxbe & Repetti, 2010) This is why it is important to maintain a high level of cleanliness in the workplace, just like at home.

Increases employee efficiency

An organized workspace means quick access to the items needed. Otherwise, the time wasted finding things can cause delays and errors in completing important tasks.

A study by the National Association of Professional Organizers (NAPO) found that disorganization can lead to financial losses equivalent to 10% of a manager’s salary. (Nair, 2017)

Researchers at Harvard University conducted a study to demonstrate the productivity of over 100 college students as a function of workspace, and they were divided into two groups. The first group had clean and organized desks, while the second group had to work in messy offices. The students who worked in a clean and organized environment were able to complete their tasks, working 7.5 minutes longer than the others. (Kolvitz, 2019)

Denotes professionalism and motivates employees

A clean and tidy office sends a message about the importance of meticulousness and discipline in the workplace, which influences the quality of work done by the employee. This will also leave a strong impression on customers, which will increase confidence in the business. Employees will be motivated to maintain the same high standards.

Stimulates teamwork

A clean workplace can contribute to good collaboration between colleagues. They may be more willing to use common spaces for discussions and brainstorming sessions, leading to increased productivity.

According to a study from the University of Michigan, a cluttered office can give the impression of a less agreeable and neurotic employee, which negatively affects professional relationships and career prospects. (Horgan, Herzog, & Dyszlewski, 2018)

Employee loyalty

A work environment that is not to the employees’ liking is one of the reasons that may cause them to quit. Reduced attention to cleanliness in the workplace tells them that the employer does not value its human resources and changing jobs is their savior solution.

According to a survey by CEBR (Center for Economic and Business Research) in London, 72% of employees are reluctant to recommend a business with poor hygiene to job seekers and 70% believe it affects their overall job satisfaction.

Protects and improves longevity of equipment

Dust and dirt can more easily cause breakdowns. Regular cleaning of furniture and equipment (computers, printers, air conditioners, etc.), and using the right products, prolongs their lifespan, which will also reduce wasted time and money.

The importance of a cleaning plan

Whether you outsource cleaning services or use in-house staff, keeping a space clean is not possible without a well-thought-out plan. According to the Janitorial Manager, it’s important to first determine what needs to be cleaned, where it is located, how it should be cleaned, and when it should be cleaned. (Williams, 2019)

To maintain a high degree of cleanliness, cleanliness should always be started from top to bottom, done daily and certain actions on a weekly and monthly basis.

Daily cleaning is the minimum actions required for a clean environment and includes the following tasks:

• Vacuuming and mopping stairs and floors in hallways, offices, kitchens and bathrooms
• Cleaning frequently touched windows and mirrors
• Emptying waste bins
• Cleaning and disinfecting all surfaces, with particular emphasis on frequently touched surfaces in common areas and offices: tables, chairs, computers, keyboards, printers, doors, handles, elevator buttons, handrails, light switches, refrigerator, microwave, water dispenser, etc.)
• Cleaning and disinfecting surfaces in sanitary facilities (including sinks, soap dispensers, disinfectant dispensers, hand dryers) and toilets, followed by filling the dispensers with paper towels, soap and disinfectant

Weekly cleaning involves a more thorough approach:

• Disinfecting all work surfaces
• Washing windows and entrances
• Emptying and disinfecting waste bins
• Cleaning, disinfecting and polishing all floors
• Emptying and disinfecting the refrigerator

Monthly cleaning tasks may include:

• Cleaning air conditioning and ventilation systems
• Vacuuming and cleaning textiles (carpets, rugs, upholstered chairs, sofas, etc.)
• Cleaning and disinfecting frequently touched and hard-to-reach surfaces

Once every few months, pest control and extermination, are mandatory to maintain a healthy working environment.

Use professional, high-quality products

A very important aspect to keep in mind when cleaning is to avoid cross-contamination. Therefore, one way to prevent this is to use cleaning trolleys that help organize and manage products and equipment. They should also be cleaned and disinfected regularly to avoid becoming vectors for cross-transmission of pathogens.

To keep your employees and customers safe on your premises, stocking professional cleaning and disinfecting products and equipment authorized by the Ministry of Health is essential. For increased efficiency and safety, products should always be used according to the manufacturer’s recommendations. Storage of cleaning products is recommended to be done in special places after each use, with only authorized persons having access to them.

With the right strategies and resources, you will create a pleasant and healthy environment for your employees, which will also be reflected in the projects they work on. Invest in professional, quality products, remembering that your company’s image is also influenced by how your workspaces look.

Photo: shutterstock.com

Sources:

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Allen, J. G., Piers, M., Usha , S., Suresh , S., Vallarino, J., & Spen, J. D. (2015). Associations of Cognitive Function Scores with Carbon Dioxide, Ventilation, and Volatile Organic Compound Exposures in Office Workers: A Controlled Exposure Study of Green and Conventional Office Environments. Environmental Health Perspectives, 124, pg. 805-812.

Cook, N., Heyes, A., & Rivers, N. (2023). Clean Air and Cognitive Productivity: Effect and Adaptation. Journal of the Association of Environmental and Resource Economists, 10. Retrieved from https://www.journals.uchicago.edu/doi/epdf/10.1086/724951

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