The impact of workplace cleanliness on employee productivity

Cleanliness in the workplace is important not only from a sanitary and aesthetic perspective but also because it significantly influences the productivity of employees, who represent the foundation of any business's success. Along with this, employee morale and self-esteem are kept at a high level, the work performed is of higher quality and requires less additional supervision, customer needs are better managed, and sales and revenues increase.

This guide will help you better understand the advantages of a clean and organized office and how increased attention to the cleaning and disinfection process influences employee productivity.

How a clean workspace influences productivity

Reduces the risk of illness and workplace absenteeism

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

According to a 2023 survey by "The Chartered Institute of Personnel and Development (CIPD)," an employee loses on average almost 10 working days per year due to illness (Sinclair & Suff, 2023). Two of the causes for this are stress and illnesses caused by various pathogens transmitted through direct contact with contaminated surfaces. Furthermore, clutter can cause physical injuries (employees can be hurt by falling objects or slip on a floor that was not cleaned in time), which leads to their potential absence from work.

Employees who decide to come to work while sick can infect their colleagues, which can lead to chain reactions of illness 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 workday, between 40 and 60% of the employees in the building had been contaminated after 2 hours (Gerba, 2014). He also specified that through the use of disinfectant wipes for surfaces containing quaternary ammonium compounds, as well as rigorous hand hygiene, the spread of the virus was reduced by 80 to 99%.

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

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

Two other important stages in the workplace cleaning process are carrying out regular disinsection (once every three months or whenever needed) and deratization (twice a year or whenever needed). These complement the cleaning and disinfection operations, preventing human infection with various pathogens transmitted by crawling insects, flying insects, and rodents.

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). Additionally, cockroaches can 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 the onset of respiratory issues such as asthma, rhinitis, and allergic conjunctivitis, as well as contact dermatitis allergies.

To maintain a healthy work environment, office hygiene is essential. Thus, illnesses and workplace absenteeism are reduced.

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).

Furthermore, a study conducted by researchers from Harvard and Syracuse Universities demonstrated 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 have a negative impact on overall mood, leading to distraction and thus influencing employee productivity. Sometimes, in addition to effective cleaning, an aromatherapy diffuser can be helpful in this situation. By using the right essential oils, the emotional state can be positively influenced, helping with better concentration, eliminating stress, overcoming fatigue, and triggering good spirits. Imagination and creativity increase, and with them, productivity.

Reduces distraction

According to a study of 1,000 employees, "Hybrid Workplace Habits & Hangups," conducted by The Harris Poll (Corrigan, 2022), an employee loses on average almost 2 hours a day (25% of the workweek) searching for documents and information needed to complete tasks.

A disorganized office and a dirty work environment distract the employee, who can no longer concentrate as they should on completing tasks. The brain no longer processes information quickly and can easily be distracted by what surrounds us, according to a study conducted by researchers at the Princeton Neuroscience Institute (McMains & Kastner, 2011). When a room is crowded with objects that are not useful, the brain expends more effort to process the necessary information, according to a study published in "The Journal of Neuroscience" (Seidl, Peelen, & Kastner, 2012).

Boosts creativity

When the workspace is organized, the mind is no longer distracted and creativity can flourish, giving rise to extraordinary ideas and solutions.

Reduces stress and improves morale

A study in the Netherlands demonstrated that a clean and organized work environment increases employee satisfaction with their work, which also leads to an increased level of productivity from them (Horrevorts, Ophem, & Terpstra, 2017).

According to a 9-year study on 60 women published in the "Personality and Social Psychology Bulletin," a link was demonstrated between clutter and a high level of cortisol (the stress hormone), which can lead to fatigue, anxiety, and depression (Saxbe & Repetti, 2010). Therefore, it is important to maintain a high level of cleanliness in the workplace, just as one would at home.

Increases employee efficiency

An organized workspace means quick access to searched items. Otherwise, time lost finding various things can cause delays and errors in completing important tasks.

Following a study by the National Association of Professional Organizers (NAPO), it was 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 students based on their workspace, dividing them 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 finish tasks, working 7.5 minutes longer than the others (Kolvitz, 2019).

Denotes professionalism and motivates employees

A clean and orderly office sends a message regarding the importance of meticulousness and discipline in the workplace, which influences the quality of the activity performed by the employee. This aspect will also leave a strong impression on clients, which will increase confidence in the business. Thus, employees will be motivated to maintain the same high standards.

Stimulates teamwork

Cleanliness in the 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 messy office can give the impression that an employee is less agreeable and neurotic, which negatively affects professional relationships and career prospects (Horgan, Herzog, & Dyszlewski, 2018).

Increases employee retention

A work environment that is not to the employees' liking is one of the reasons that can cause them to resign. Reduced attention paid to workplace cleanliness tells them that the employer does not value their human resources, and changing jobs is their saving solution.

According to a survey conducted by CEBR (Centre for Economics and Business Research) in London, 72% of employees are reluctant to recommend a business with a low level of hygiene to people looking for a job, and 70% believe it affects their overall job satisfaction.

Protects and improves equipment longevity

Dust and dirt can cause malfunctions more easily. Periodically cleaning furniture and equipment (computers, printers, air conditioning units, etc.), using the right products, extends their operational life, which will also result in reduced losses of time and money.

The importance of a cleaning plan

Whether you use external cleaning service providers or your own in-house staff, maintaining a clean space is not possible without a well-developed plan. According to Janitorial Manager, it is important to first establish what needs to be cleaned, where it is located, how it should be cleaned, and when this should happen (Williams, 2019).

To maintain a high level of cleanliness, it must always be started from a higher level towards a lower one, being performed daily, with certain actions done weekly and monthly.

Daily cleaning represents 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
• Wiping windows and frequently touched mirrors
• Emptying trash cans
• Cleaning and disinfecting all surfaces, focusing on frequently touched ones in both common areas and offices: tables, chairs, computers, keyboards, printers, doors, handles, elevator buttons, railings, light switches, refrigerator, microwave, water dispenser, etc.
• Cleaning and disinfecting surfaces in restrooms (including sinks, soap dispensers, disinfectant dispensers, hand dryers) and toilets, followed by refilling paper towels, soap, and disinfectant dispensers

Weekly cleaning involves a more thorough approach:

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

Tasks for monthly cleaning may be:

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

Every few months, disinsection and deratization take place, which are mandatory processes for maintaining a healthy work environment.

Using professional and high-quality products

A very important aspect to monitor during the cleaning process is the avoidance of cross-contamination. Therefore, one way to prevent it is using cleaning carts, which contribute to the organization and management of products and equipment. These must be cleaned and disinfected periodically themselves to avoid becoming vectors for the cross-transmission of pathogens.

To ensure your employees and clients are safe on company premises, keeping stocks of professional cleaning products and equipment and disinfectants authorized by the Ministry of Health is essential. For increased efficiency and safety, products must always be used according to the manufacturer's recommendations. It is recommended that used cleaning products be stored in special areas after each use, with access granted only to authorized personnel.

With the right strategies and resources, you will create a pleasant and healthy environment for your employees, which will also reflect on the projects they are working on. Invest in professional, high-quality products, remembering that the company's image is also influenced by how the workspaces look.

Photo: shutterstock.com

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