Your employees are the foundation of your company, so their health and well-being should be a top priority. The last thing you want is for a large portion of your team to call in sick, preventing them from meeting weekly goals. As a responsible employer, it's important to raise awareness about proper hygiene practices. The good news is that educating your staff on office hygiene doesn't have to be difficult or costly. With simple actions, clear communication, and a bit of creativity, you can promote good habits and foster a culture of wellness in your workplace. In this article, we'll provide valuable strategies to combat germs.
The hybrid workplace is a place for productivity - and germs
There are always two sides to every coin, and the hybrid workplace is no exception. It’s incredibly flexible to work from home when needed and to set your own schedule. However, certain work protocols must be established for the company to thrive, as each employee is part of a team. While coming together creates new opportunities, it also brings new challenges.
The ability to transition seamlessly between these two work environments is essential. In the office, a sufficient number of desks must be provided to ensure both maximum productivity and flexibility. The greatest challenge is balancing freedom and autonomy with responsibility and safety.
This raises the question: How do you offer a practical, hygienic, and appropriate workspace? We have several solutions up our sleeve, but this time, we will focus on hygiene in the flexible office. First, though, let’s define hot desking.
What is the hot desking work model?
Hot desking has recently become a popular topic for supporters of the hybrid work model. Essentially, this desk management concept refers to a system where a number of desks are available on a first-come, first-served basis. Each day or week, a different employee can use a desk, rather than having a permanent workstation for just one person.
The concept has grown in popularity due to the rise of hybrid workers and is an effective tool for managing room occupancy rates. Instead of offering a large number of office desks, the number of workspaces is optimized.
The result? Ideally, reduced rental costs, as well as lower expenses for maintenance, heating, and cleaning.
What are the implications of hot desking?
As mentioned, there is a hygienic downside to hot desking, as different people are likely to use the same workspace each day. As a result, germs can spread easily, especially since people frequently touch the keyboard after having touched their faces or other contaminated surfaces.
Common diseases include the following:
- Stomach flu: a viral infection that causes stomach problems
- Legionnaires’ disease: a lung infection from Legionella bacteria in water droplets.
- Strep throat: a bacterial infection that causes a sore throat
- Skin infections and rashes, such as impetigo
- Influenza: a respiratory illness that leads to a sore throat, runny nose, and fever.
What are some hygienic work practices?
In all fairness, everyone falls ill from time to time. The real question is: how do we ensure that not everyone gets sick at once, and how can we keep the most serious illnesses at bay? Here are some strategies.
Clear policies on hygiene standards
Get everyone on board—this is a team effort!
Encourage your employees to be mindful of their hand hygiene and to always wash their hands before visiting the lunchroom. Ensure they leave the hot desk clean and tidy after a long day. Consider placing hand sanitizers on each desk, along with extra wipes for cleaning the surface.
Other ideas to improve employee wellbeing
- Always stay home when you're sick.
- If you become ill during the workday, wear a face mask before exiting the building.
- Always cover your mouth and nose when you sneeze.
- Avoid eating at your desk to prevent leaving stains and crumbs.
- Use separate cutting boards for chicken and vegetables to ensure safe food handling.
- Ensure kitchen staff are trained to follow proper hygiene protocols.
- Implement a clean desk policy
Yes, we get it—some of this might sound obvious. However, many adults still engage in behaviors that contribute to the spread of bacteria. It's important not to single anyone out; instead, remind people of these practices at a group level.
Consider taking the opportunity to brief new hires on hygiene protocols, and send out light-hearted but informative emails a few times a year. A friendly reminder can go a long way in combating germs, especially during the seasonal flu.
If you're worried about repeating yourself, why not bring in an expert on the topic? They can educate employees about potential workplace risks and how to eliminate them.
What responsibility does the company have?
While individual responsibility is important, there is also room for improvement in office layout and equipment. When implementing hot desking, it's essential to consider employees' needs to create a healthy and productive work environment.
Poor ventilation can contribute to the spread of germs, but improving airflow enhances indoor air quality and reduces pathogen levels.
Ensure an appropriate number of restrooms
The first and most obvious factor is restroom availability. It's the company's responsibility to ensure there are enough restrooms, ideally one on each floor. The less crowded they are, the better.
Make sure restrooms are well-lit to facilitate maintenance and cleaning, and establish a frequent cleaning schedule.
Provide both hand sanitizer and soap by the sink, along with disposable towels. Additionally, put up visual reminders encouraging people to wash their hands—it's easy to forget during a busy day. Mistakes happen, so give people the opportunity to correct them.
Well-equipped workstations
Give your employees a warm welcome when they arrive at their assigned desk in the morning.
In addition to the usual desktop and ergonomic furniture, why not place a hand sanitizer next to the mouse pad and a mini vacuum cleaner to tackle those annoying bread crumbs or other small debris? You know, just dirt in general.
A holistic approach to employee health and hygiene
Besides keeping the office clean and tidy, there are additional ways to ensure employees stay healthy and safe.
Take the opportunity to boost their immune systems by placing a beautiful fruit basket in the cafeteria and encouraging everyone to stay active.
Why not offer ginger and apple juice shots during the weekly morning breakfast? Make it so inviting that you never have to call it mandatory!
Let technology lead the way
Germs love to hide on surfaces, and when we interact with our environment, it often involves touching physical objects.
Just think about all the people who press a door handle to enter a building—it’s mind-blowing to consider the number of germs living on it. While Salmonella bacteria can survive for a few hours, other bacteria can last for months, as mentioned in the article: "How Long can Bacteria Survive on a Doorknob?"
A more seamless office experience goes beyond hot desking, and automation offers a practical solution. It not only saves time, money, and energy, but also reduces the number of critical touchpoints.
Touchless fixtures in restrooms and sensor-activated doors are excellent choices if you want to minimize the spread of germs.
Seamless hybrid working
Thanks to Flowscape’s Workplace Analytics, connected to the Room Booking System, you can extract room occupancy data to help plan the office layout accordingly.
It provides insight into the number of restrooms required and the level of cleaning needed. This allows you to ensure sufficient stock of soap, wipes, and toilet paper.
Make employee physical and mental health a top priority
In conclusion, maintaining a healthy and hygienic workplace is crucial, especially in the context of a hybrid work model.
By implementing clear hygiene policies, creating well-equipped and clean workstations, and leveraging technology to minimize contact with shared surfaces, you can protect your employees' health and ensure a productive work environment.
It’s no surprise that fostering a culture of wellness not only benefits your team but also contributes to the overall success of your company.
Want guidance on how to set up your hybrid office for success?
Feel free to schedule a meeting with one of our product experts to learn more about our solutions and how technology can help you streamline your office processes without interfering with employees' day-to-day work.