How to Maintain Your Workspace Between Janitorial Visits: A Simple Guide

How to Maintain Your Workspace Between Janitorial Visits: A Simple Guide

Discover how simple daily habits can transform your workspace into a beacon of productivity and health, minimizing the gap between professional cleanings.

How to Maintain Your Workspace Between Janitorial Visits A Simple Guide

Maintaining a Clean Workspace: Enhancing Productivity, Health, and Professionalism

Maintaining a clean and organized workspace in today's fast-paced work environment is more than a matter of personal preference—it's a cornerstone of professional success.

A tidy workspace isn't just visually appealing; it is critical in enhancing productivity, promoting better health, and projecting a professional image that can inspire confidence among colleagues and clients alike.

The benefits of a clean office extend beyond the surface, impacting everything from mental clarity to overall job satisfaction.

While professional janitorial services are invaluable in keeping our offices pristine, their efforts alone aren't enough to maintain the day-to-day cleanliness that can support a dynamic work environment.

The rhythm of daily operations, from impromptu meetings to the hustle and bustle of deadline-driven projects, can quickly undo the pristine condition left by professional cleaners.

This reality underscores the need for individual and collective practices to maintain workspace cleanliness between those essential janitorial visits.

In this guide, we delve into practical and effective strategies to keep your workspace tidy and hygienic, complementing the deep cleaning provided by professional services.

Employees and employers can contribute to a healthier, more productive, and professionally appealing work environment by adopting simple, effective daily maintenance practices.


Understanding the Basics of Workspace Hygiene

Maintaining a clean and healthy workspace is essential for productivity and well-being.

It's not just about making a good impression; it's about creating an environment where ideas flourish and health is prioritized.


Key Areas That Require Regular Attention

  • Desks: Your desk is more than just a work surface; it's the command center of your productivity. However, it's also a hotspot for germs, especially areas frequently touched, like keyboards, mice, and phone handsets. Regularly disinfecting these surfaces can prevent the buildup of bacteria and viruses.
  • Electronics: Devices such as laptops, tablets, and smartphones are integral to our daily work but can harbor a surprising amount of germs. Cleaning and disinfecting electronics with appropriate wipes or sprays can keep them hygienic without damaging sensitive components.
  • Common Areas: Break rooms, meeting rooms, and restrooms are shared spaces that can contribute to the spread of germs if not properly maintained. Focusing on high-touch surfaces like door handles, light switches, and shared appliances is crucial for preventing cross-contamination.


The Importance of Personal Hygiene

Personal hygiene plays a pivotal role in maintaining a clean workspace.

Regular handwashing, the use of hand sanitizer, and adhering to coughing and sneezing etiquette are foundational practices that can significantly reduce the spread of germs.

Personal items like coffee mugs, water bottles, and lunch containers should be cleaned regularly to avoid becoming breeding grounds for bacteria.

Implementing and adhering to hygiene protocols contributes to individual health and fosters a culture of cleanliness and respect for shared spaces.

Encouraging employees to stay home when sick or providing flexible work arrangements can mitigate the risk of spreading illness within the office.

By understanding the basics of workspace hygiene and recognizing the areas that require regular attention, we can create healthier, more productive environments.

Personal commitment to hygiene complements professional cleaning services, ensuring our workspaces remain conducive to our physical health and professional achievements.


Daily Cleaning Checklists for Employees

Maintaining a clean workspace is a shared responsibility that enhances the office environment and promotes a healthy, productive work culture.

A daily cleaning checklist can serve as a simple yet effective tool for employees to ensure their workspaces remain tidy and hygienic.

Additionally, adhering to best practices for maintaining cleanliness in common areas is essential for preventing the spread of germs and ensuring these spaces are welcoming and safe for everyone.


Daily Cleaning Checklist for Individual Workspaces

  • Wiping Down Surfaces: Begin each day by wiping down your desk, including the surface, keyboard, mouse, and any other frequently touched items, with disinfectant wipes. This helps remove germs and dust that can accumulate quickly.
  • Organizing Desk Space: Organize papers, office supplies, and personal items for a few minutes. A clutter-free desk looks better and makes cleaning and finding what you need more accessible, reducing stress and increasing efficiency.
  • Managing Cables and Electronics: Ensure cables are neatly arranged and out of the way to prevent dust accumulation and tripping hazards. Regularly dust off your computer monitor, phone, and other electronic devices to keep them in good working order.


Tips for Maintaining Cleanliness in Common Areas


  • Always clean up after yourself, whether washing dishes, wiping down countertops, or putting away food items.
  • Use disposable paper towels or dedicated cloths for drying hands and cleaning up spills to reduce the risk of cross-contamination.


  • Practice good hygiene by washing hands thoroughly and using a paper towel to turn off faucets and open doors.
  • If you notice supplies, such as soap or toilet paper, are running low, notify the appropriate person or department to replenish them.

Meeting Rooms:

  • After meetings, take a moment to tidy up the space, removing trash or leftover materials.
  • Wipe down tables and chairs, especially if food or drinks were consumed during the meeting.

Creating a culture of cleanliness starts with individual actions.

By following these simple daily cleaning checklists and maintaining common areas, employees can significantly contribute to a healthier, more inviting workspace.

This collective effort supports professional janitorial services and fosters a sense of pride and responsibility for the shared work environment.


Organizing Your Workspace for Easy Maintenance

An organized workspace is aesthetically pleasing, conducive to productivity, and easier to maintain.

By decluttering and organizing your desk, you can simplify cleaning and create a more efficient work environment.


Strategies for Decluttering and Organizing Desks

  • Adopt a Minimalist Approach: Begin by removing unnecessary items from your desk. Keep only what you need daily within reach. This approach makes it easier to clean your desk and reduces distractions, allowing you to focus better on your tasks.
  • Use Drawer Organizers: Drawer organizers can help separate items and keep them in their designated spots, preventing the drawers from becoming cluttered catch-alls. This makes it easier to find what you need and keeps the desk surface clear.
  • Implement a Document Management System: Use filing cabinets, document holders, or digital solutions to manage paperwork. Regularly review and organize documents, archiving or discarding those no longer needed. This reduces paper clutter and the risk of losing or damaging important documents.
  • Designate Specific Areas for Different Tasks: Assign areas on your desk for specific activities, such as a space for writing, a place for your computer, and a spot for personal items. This organization can help streamline your workflow and keep your desk tidy.


Recommendations for Storage Solutions

  • Utilize Vertical Space: Use shelves, wall-mounted holders, or vertical file organizers to keep essential items accessible without wasting valuable desk space. This can significantly reduce clutter and make cleaning easier.
  • Invest in Under-Desk Storage: Under-desk drawers or cabinets can provide additional storage without contributing to surface clutter. They're ideal for storing more oversized items or office supplies that aren't used daily.
  • Choose Closed Storage Options: Closed storage solutions, such as cabinets with doors or desk organizers with lids, help protect items from dust and create a neater appearance. They also make it easier to clean the workspace, as you won't have to move as many items to dust or wipe down surfaces.
  • Keep Cables Tidy: Use cable management solutions like clips, ties, or trays to keep cables organized and off the floor. This improves the look of your workspace and makes it easier to clean around and under your desk.

By implementing these strategies and recommendations, you can organize your workspace to simplify maintenance and enhance your overall work experience.

An organized desk supports cleanliness and promotes a more focused and efficient workday.


Selecting the Right Cleaning Supplies

Choosing cleaning supplies is crucial for maintaining a clean workspace and ensuring employees' health and safety.

With a growing emphasis on sustainability, selecting eco-friendly and effective cleaning products is more important than ever.


Choosing Eco-Friendly and Effective Cleaning Products

  • Look for Green Certifications: Opt for certified products from reputable organizations like Green Seal or EcoLogo. These certifications ensure that the products meet strict environmental standards and are effective in cleaning.
  • Consider Ingredient Transparency: Choose brands that are transparent about their ingredients. Avoid products containing phosphates, phthalates, volatile organic compounds (VOCs), and artificial fragrances, as these can harm health and the environment.
  • Prioritize Concentrated or Refillable Options: Concentrated cleaning products reduce the need for plastic packaging and lower the carbon footprint associated with shipping. Refillable options also minimize waste and often come in eco-friendly packaging.
  • DIY Solutions: For a cost-effective and eco-friendly alternative, consider cleaning solutions using vinegar, baking soda, and essential oils. These natural ingredients can be effective for many cleaning tasks without the harsh chemicals.


Essential Cleaning Tools for Every Employee's Desk

  • Microfiber Cloths: Microfiber cloths are effective for dusting and cleaning surfaces without leaving streaks or lint. They can be washed and reused, making them an eco-friendly alternative to paper towels.
  • Disinfectant Wipes: Keep a container of disinfectant wipes handy for quick cleanups, especially for high-touch items like phones, keyboards, and mice. Opt for wipes that are biodegradable and free from harmful chemicals.
  • Hand Sanitizer: A small bottle of alcohol-based hand sanitizer can help maintain hand hygiene, especially when soap and water are not immediately available.
  • Screen Cleaner: A specialized screen cleaner or a soft, damp cloth can gently clean computer monitors, smartphone screens, and other electronic displays without causing damage.
  • Small Duster or Dusting Brush: A compact brush removes dust from hard-to-reach areas like keyboard keys and behind monitors.

Selecting the right cleaning supplies is not just about keeping your workspace clean; it's also about making responsible choices that benefit the environment and ensure a healthy office atmosphere.

Companies can promote a culture of sustainability and cleanliness by equipping employees with the essential tools and encouraging eco-friendly cleaning products.


Implementing a Cleaning Rota Among Employees

Creating a collaborative environment where all employees contribute to maintaining cleanliness can significantly enhance the overall atmosphere of the workplace.

Implementing a cleaning rota is an effective way to organize and distribute cleaning tasks fairly among team members.


Guidelines for Setting Up a Cleaning Schedule

  • Identify Common Areas and Tasks: List all common areas in the office, such as the kitchen, restrooms, meeting rooms, and shared workspaces. Next, identify specific tasks to keep these areas clean, such as wiping down surfaces, removing trash, and restocking supplies.
  • Create a Rota Template: Develop a cleaning rota template that outlines the tasks, the frequency they need to be performed (daily, weekly, etc.), and space to assign employee names. This template should be easily accessible and editable to accommodate changes.
  • Involve Employees in the Planning Process: Encourage employee input regarding the cleaning schedule. This fosters a sense of ownership and ensures the plan is realistic and considerate of individual workloads and schedules.
  • Rotate Tasks Regularly: Assign tasks rotating to prevent any single person or group from being burdened with the least desirable tasks. Regular rotation also promotes a fair and inclusive approach to workplace maintenance.
  • Communicate Expectations Clearly: Ensure all employees understand their responsibilities and the importance of following the cleaning schedule. Provide clear instructions on performing each task and where cleaning supplies are located.


Examples of Fairly Dividing Cleaning Responsibilities

Example 1: Small Office Setting

  • Divide employees into small teams, each responsible for a specific area (e.g., Team 1 handles the kitchen, Team 2 manages the restrooms) on a weekly rotation.
  • Within each team, individuals can choose or be assigned specific tasks for that week, ensuring that all aspects of the area are covered.

Example 2: Larger Teams or Departments

  • Assign each team or department a week where they are responsible for all common area maintenance. This allows for more team flexibility to manage who does what and when.
  • Create a checklist of tasks to be completed each day of the week, allowing team members to sign up for tasks that fit their schedules.

Example 3: Hybrid Work Environments

  • For teams that work remotely part of the time, coordinate cleaning responsibilities for days when they are in the office.
  • Implement a digital sign-up sheet where remote workers can choose tasks for their in-office days, ensuring that responsibilities are shared evenly regardless of physical presence.

Implementing a cleaning rota among employees helps maintain a clean and healthy work environment and fosters teamwork and community.

By setting clear guidelines and fairly dividing responsibilities, companies can ensure that all employees contribute to the upkeep of shared spaces, enhancing the overall quality of the workplace.


Professional Touches You Can Do Yourself

Even in between professional janitorial services, you can adopt several techniques and best practices to maintain a high standard of cleanliness in your workspace.


Techniques for a Professionally Cleaned Feel

  • Proper Carpet Spot Cleaning: Address spills and stains on carpets immediately to prevent them from setting. Use a clean, absorbent cloth to blot the spill gently, working from the outside to avoid spreading the stain. A solution of water and mild dish soap can be effective for everyday stains. Avoid scrubbing, as this can damage carpet fibers.
  • Dusting Techniques: Use a microfiber cloth to dust surfaces, as it traps dust particles instead of dispersing them into the air. Start dusting from the top of the room (e.g., shelves, tops of cabinets) and work your way down to ensure you capture all dust. Use a soft, dry brush or compressed air for electronics and delicate items to remove dust without causing damage.
  • Decluttering Before Cleaning: A clutter-free space looks better and is easier to clean. Before starting your cleaning routine, take a few moments to organize papers, tools, and personal items. This allows for more thorough cleaning of surfaces and reduces the likelihood of dust and dirt accumulation.
  • Sanitizing High-Touch Areas: Use a disinfectant cleaner to sanitize high-touch surfaces such as doorknobs, light switches, and phone handsets. This helps reduce the spread of germs, especially during cold and flu season.


Recognizing the Need for Professional Janitorial Services

While many cleaning tasks can be effectively handled in-house, there are situations where professional janitorial services are necessary.

  • Deep Cleaning Carpets and Upholstery: Over time, carpets and upholstered furniture accumulate dirt and debris that can't be removed with regular vacuuming. Professional cleaners have the equipment and expertise to service these surfaces properly, extending their life and improving air quality.
  • Window Cleaning: In multi-story buildings, exterior windows require specialized equipment and techniques for safe and effective cleaning. Professional services can ensure that windows are cleaned without streaks or damage.
  • Handling Hazardous Materials: Situations involving hazardous materials, such as chemical spills or mold growth, should be addressed by professionals with the necessary training and protective equipment to handle these safely.
  • Post-Construction Cleaning: After renovation or construction projects, professional cleaners can efficiently remove dust, debris, and other difficult residues to manage without specialized tools and knowledge.

By incorporating professional touches into your daily cleaning routine and recognizing when to rely on the expertise of janitorial services, you can maintain a clean and healthy workspace that reflects a high level of professionalism and care.


The Role of Mindfulness in Workspace Cleanliness

The cleanliness of our workspaces goes beyond mere physical tidiness; it reflects a deeper level of mindfulness that has significant implications for our mental health and productivity.

This mindfulness—a conscious effort to maintain cleanliness and order—can transform our work environment into a catalyst for well-being and efficiency.


Psychological Benefits of a Clean Workspace

  • Reduced Stress and Anxiety: Clutter and disorganization can lead to increased stress and anxiety, making it difficult to focus and complete tasks efficiently. A clean and organized workspace, on the other hand, can create a sense of calm and control, helping to lower stress levels and promote a more focused work approach.
  • Enhanced Creativity: A tidy environment can clear the mind, making room for creativity and innovation. Without the distraction of clutter, we can think broadly, approach problems creatively, and generate new ideas.
  • Improved Mental Health: Cleaning can be therapeutic, offering a sense of accomplishment and immediate improvement in our surroundings. This can boost mood and self-esteem, contributing to overall mental health and well-being.
  • Increased Productivity: A clean workspace minimizes distractions and makes finding the tools and documents we need easier, directly impacting our efficiency and productivity. Organizing our space can also help organize our thoughts, leading to more structured and productive work sessions.

Encouraging a Culture of Cleanliness and Respect for Shared Spaces

  • Lead by Example: Leadership and management can set the tone for a clean work environment by maintaining their own spaces and encouraging others to do the same. Leading by example is a powerful way to instill a culture of cleanliness.
  • Provide the Necessary Tools: Make it easy for employees to keep their workspaces clean by providing access to cleaning supplies, organizing tools, and clear guidelines on maintaining cleanliness.
  • Recognize and Reward Efforts: Acknowledging and rewarding efforts to keep the workplace clean can motivate employees to continue these practices. Whether through formal recognition programs or simple gestures of appreciation, showing that cleanliness is valued can reinforce its importance.
  • Foster Teamwork: Encourage teamwork in maintaining shared spaces clean and organized. This distributes the responsibility and builds a sense of community and collective pride in the workplace.
  • Educate on the Benefits: Share information about a clean workspace's psychological and productivity benefits. Understanding the impact of cleanliness on mental health and work output can motivate employees to adopt and maintain these practices.

By embracing mindfulness in the approach to workspace cleanliness, we can create environments that look good and feel good, enhancing our overall quality of work and life.

Encouraging a culture of cleanliness and respect for shared spaces is not just about maintaining physical tidiness; it's about fostering an atmosphere that supports mental health, productivity, and mutual respect.



Maintaining a clean workspace is essential for aesthetic appeal and fostering a productive, healthy, and professional environment.

The interim period between professional janitorial visits is critical; during these times, individual and collective efforts truly shape the cleanliness and hygiene of our workspaces.

Adopting daily maintenance practices, from decluttering desks to sanitizing high-touch areas, plays a significant role in creating a pleasant and efficient work setting.

These habits complement the deep cleaning performed by janitorial services and contribute to a culture of mindfulness and respect for the shared work environment.

Taking proactive steps towards cleanliness can significantly enhance our overall well-being and job satisfaction.

We encourage you to incorporate these cleaning and organizing strategies into your daily routine and share their impact on your work life.

Have you discovered any effective tips or hacks for maintaining a pristine workspace?

Or perhaps you've recognized the need for professional cleaning services to address certain challenges?

Share your experiences and insights with us.

Your contributions can inspire others to adopt practices that promote a healthier, more productive work environment.

Let's all play a part in maintaining spaces that reflect our professional standards and contribute to our collective well-being.

Vanguard Cleaning Systems® of the Ozarks' franchise-owned custodial service provider business cleans more than 8M sq. ft. weekly, maintaining an industry topping 95+% of its customer base, year-over-year, and boasting more than 60 5-star Google reviews.

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Vanguard Cleaning Systems of the Ozarks.

Vanguard Cleaning Systems of the Ozarks.