A strategic approach to winter-proofing the workplace

FOR THOSE that work in the professional cleaning industry, the winter season always brings additional challenges. The combination of inclement weather when seasonal bugs are rife mean that businesses must adopt a proactive approach to cleanliness and hygiene, to ensure a safe and healthy environment for employees and customers alike.

Planning ahead is key, giving facilities managers (FMs) the time to get everything in order – from stocking up on supplies to undertaking rigorous staff training – so that they are prepared to deal with the inevitable issues that will arise with ease and little stress.

The first step is to understand the specific challenges and their impacts by undertaking a risk assessment. This will identify potential hazards and assess the risk to all occupants, enabling FMs to develop a winter risk management plan, as well as contingency plans for extreme weather. Once plans have been formed, communicate them so that supervisors and cleaning staff know exactly what is expected.

Weather warning

Ensure that any risk management strategies account for the inclement weather experienced in winter. In the UK, this is mainly wet, rainy days, which significantly increase the risk of slips, trips, and falls, especially on hard floors. Drips from wet coats and umbrellas can very quickly become a slip hazard – so it is critical that schedules incorporate ample time to clean or wipe floors more frequently than usual to prevent accidents. Make sure that wet floor signs are always used too.

As well as being key to health and safety, diligent cleaning reduces the likelihood of any legal consequences caused by hazards yet enhances the establishment’s reputation as a whole. Flooring is one of the first things people notice when they enter a building, so it is important to keep it clean. 

There is great value in taking preventative measures against the elements to stop dirt from entering a building in the first place. Installing a barrier matting system is one of the most effective ways to prevent a quick build-up of dirt and grime on the floor. An air-shower at the entrance will also prevent soil from entering the building by producing a powerful but comfortable downward draught that dislodges any loose soil particles from people’s clothes. These are forced downwards, towards the floor, where they can then be trapped and contained within the fibres of the barrier mats.

Germ season

One of the greatest challenges during the winter months is infection prevention since this time of year traditionally sees an increase in viral illnesses. Combined with the increased Christmas footfall, viruses have the opportunity to spread quickly and easily. 

Infection outbreaks of any kind not only impact the health of customers and employees but can have long-lasting implications for the reputation of any business, especially in healthcare or hospitality establishments. The threat of negative publicity, especially in today’s world of social media, means that excellent hygiene must be upheld at all times. 

In addition to healthcare and hospitality settings, office, retail, trade, and, in fact, all types of workplaces are at risk of increased rates of absenteeism, lower levels of productivity – both of which impact the bottom line.

These dangerous seasonal pathogens are difficult to contain, circulating easily and rapidly – and not just through airborne droplets from infected coughs and sneezes. A significant number of infectious diseases can be transmitted through hand-to-hand contact or by touching contaminated surfaces, so an effective hand hygiene programme is essential. 

Hand hygiene considerations

Firstly, FMs should choose solutions that are effective. Opt for hygiene products that conform to key standards including EN 1499, EN1276 and EN13727, and have been proven to tackle pathogens effectively. Importantly, they should offer a positive user experience to encourage compliance. Beware low-cost solutions which may not live up to their claims though. Instead, be sure to always trade with a CHSA Accredited Distributor to ensure that the products purchased are fit-for-purpose, meet industry standards, and are reliable both in terms of their high quality and the exact quantity promised on the packaging. 

Secondly, consider the placement of hand hygiene stations. Placing a sanitising dispenser at the main entrance can help prevent germs from being brought into facilities. There is also value in providing opportunities for hand hygiene at other high traffic touchpoints too, such as reception areas, point of sale counters, lift buttons, as well as in shared spaces like meeting rooms, staff break-out areas and communal kitchens. 

Also, consider placing a notice above or next to the hand sanitiser. This has been shown to boost compliance, actively reminding people to clean their hands, when they might otherwise walk straight past the dispenser.

Washrooms

Of course, for obvious reasons, hand hygiene is also critical in washrooms. Winter plans should incorporate frequent monitoring to ensure that soap dispensers, toilet tissue and paper hand towels are well-stocked, and that the space is kept clean and hygienic.

Now is a good time to check that all sanitary ware and dispensing units are in good working order and if not, repair or replace them. Opt for toilet-tissue dispensers that hold several rolls or packets of tissue to decrease the number of refills required and minimise the risk of running empty. Soap and sanitiser levels should also be scrutinised during each check. If these dispensers run dry, then good hand hygiene practice becomes impossible, and the risk of germs being transmitted around the building increases.

Enhanced cleaning protocols

FMs should introduce additional cleaning measures for the winter months and adjust schedules to focus on high-risk areas throughout the workplace. 

Check that workloads will be realistic and manageable, and if not, take steps to lighten the load. One strategy is to temporarily omit tasks or move them around on certain days, if this does not compromise health, safety, and user experiences. Taking on seasonal staff is also a great way to alleviate the burden. By planning early, businesses have plenty of time to recruit additional workers.

Stock up on supplies

Don’t get caught short by running out of essentials. Make a list of the cleaning supplies required for the wet, cold and germ-filled season (ensuring that they are effective against the most common winter viruses). 

FMs should ensure that they have a robust system for inventory management to ensure adequate stock levels, at a time when a higher frequency of cleaning and hand sanitising will be required. It is a great idea to partner with a trusted, CHSA accredited supplier, who can offer quality solutions at competitive prices and replenish stock at speed if required.

Training and knowledge

Training staff on winter-specific cleaning techniques and protocols is a must. After all, staff following best practice produce the most effective results and greatest productivity, whilst protecting health and safety. 

This is especially pertinent for flooring during the winter months. Different types of flooring require different care, so it is important that operatives know the correct cleaning agents and products to use. For example, whilst carpets generally require a powerful shampoo to work out the dirt and grime trodden into them, hard flooring comes in many forms, from wood and stone, to laminate and vinyl, and therefore have different cleaning needs. 

Training needn’t be expensive or time-consuming. For example, all Jangro customers have access to its award-winning, versatile, and accessible e-learning platform, the ‘Learning Management Solution’ (LMS), which features modules on Carpet Care and Floor Care. 

Preparing ahead and implementing a training schedule now means that staff will have the knowledge and techniques at their fingertips once winter arrives.

Early planning enables FMs to be proactive rather than reactive, ensuring a clean, safe, and healthy environment throughout the challenging winter season. During this time, it is imperative that they continuously monitor the effectiveness of implemented measures, listen to feedback and observe outcomes, adjusting their plans and tweaking busy schedules accordingly for the optimum results.

Joanne Gilliard is CEO at Jangro

For more information visit www.jangro.net