In day-to-day office life, maintenance tasks can often fade into the background or be forgotten simply because they’re not daily or are immediately pressing tasks. Putting tasks like these off for too long, however, can lead to a less-than-pleasant working environment or possibly lead to more significant and expensive problems further down the road. Whether you’re an office manager responsible for the operational finesse of your location’s workplace or a small business owner trying to keep that professional edge, below is a guide that can help you jog your memory and prioritize these forgotten but still critical maintenance activities.
Regular Wiping and Dusting of Common Surfaces
Common areas like the break room and meeting rooms are prime locations for both social engagements and productivity, which means that germs can easily spread at the drop of a hat. When the time comes to clean these rooms, it’s important to make sure that every surface is wiped down to remove the accumulated dirt and dust lingering around. This way, your cleaning team can prevent the spread of germs, allergens, and filth throughout the office. It’s probably best to aim for weekly cleaning of the common areas of your office, making sure to hit every surface where someone might have touched or set down something. Along with this, you can encourage your team to clear and clean their desks weekly as well so as to keep individual areas just as clean as the common ones.
Deep Clean Carpets and Upholstery
When it comes to maintaining a clean work environment, it’s crucial to remember that hygiene doesn’t only extend to common surfaces and individual desks. Carpets and upholstery are often overlooked, but they are notorious magnets for dust mites and allergens that can harm people’s health. To ensure that these unseen allergens are properly removed, it’s essential to perform regular deep cleaning of carpets and floors at least twice a year. This will allow for the layers of dust and dirt to be fully eliminated, avoiding any potential health hazards that may have been present before. Don’t underestimate the importance of deep cleaning carpets and upholstery to maintain a healthy and safe workspace.
Check and Replace Air Filters
Air quality in an office is more important than most people might realize. It’s actually a contributor in making the work environment more productive and comfortable – something that’s important for keeping up morale among the team. That’s why maintaining your central heating, ventilation, and air conditioning (HVAC) unit is such a critical component of office maintenance, especially when it comes to things like your HVAC unit’s air filter, which is what removes pollutants, dust, and allergens from the air. Without a properly functioning air filter, these irritants can accumulate quickly, leading to larger issues for your HVAC system over time as the filter becomes clogged to the point that it’s difficult for air to filter through to the workspace. To avoid this, it’s essential to make it company policy to change filters at least every three months. If your office is in a dusty or high-traffic area, you should do this more frequently.
Declutter Desk Spaces
Something you could try to push for or encourage as the office manager or business owner is regular cleaning and decluttering of individual workspaces. Whether it’s stacks of papers, random knick-knacks, or outdated office supplies, it can all become distractions for your employees. Possibly once a month, maybe more often or less often, depending on what works for your team; you can try to set aside time for your office to clean up and declutter the workspace. While it doesn’t have to be a complete overhaul of their setup, the chance to throw out the old and usher in the new can be a great way to refresh and reenergize the office. Even if it’s just taking out the trash, your team is sure to feel better about where they work, which can only help going forward.
Organize Digital Files
Digital disorganization can be just as disruptive as physical clutter if left for too long as it often leads to wasted time as you’re forced to sift through files. If your office’s digital database is disorganized, it may be time for a digital spring cleaning. Regularly scheduling these cleanings can help ensure that files are correctly named, stored in the right places, and safely backed up. The benefits don’t stop there either, as keeping up with these practices can help maintain order and efficiency in your team’s workflows going forward. Don’t overlook the power of digital organization; take the time to teach your team how to keep up these practices and reap the benefits of a streamlined and efficient workspace.
Plumbing Checks and Repairs
Plumbing checks and repairs might not be the most exciting aspect of facilities management, but they are crucial for ensuring smooth operations in any building. Your office bathrooms and kitchenettes are particularly susceptible to plumbing issues if a large number of people frequently use them. Still, any space with plumbing fixtures requires regular attention in order to keep things running smoothly. Leaks and inefficient fixtures may seem like minor problems at first, but they can also be the beginning of more significant issues. By performing quarterly checks for leaks, drips, or signs of water damage, you can address any plumbing issues promptly and prevent further disruption. Encouraging the reporting of even the most minor anomalies is crucial, as it can prevent more significant issues and promote a safe and efficient workplace. So, while plumbing may not be glamorous, it’s undoubtedly crucial for keeping things running smoothly.
Maintain the Exterior Business Space
They say that first impressions are everything, and that’s especially true when you’re running a business. One of the ways to make sure your business makes the best first impression possible is to make sure you maintain the exterior areas of your building. From the parking lot to the landscaping, even if there isn’t much landscaping to be done, it can have a significant effect on how clients view your company. To do this, you can start by paying attention to key areas like your parking lot, entrance, outdoor break areas, and landscaping. Take care of these areas by removing debris and maintaining walkways, ensuring safe and clear access to your business property. Additionally, when it comes to business property tree care, pruning and trimming your trees can significantly improve the appearance of your location while also minimizing potential damage to the building. Regular maintenance of your business property will help increase its curb appeal, make it look more professional, and guarantee your visitors feel safe and welcome upon arrival.
While these maintenance tasks may not seem like the most important or exciting parts of office life, they can go a long way toward making sure your workspace is clean, healthy, and efficient. Regularly performing these maintenance tasks can prevent potential issues and create a more pleasant environment for employees and visitors alike. By setting a schedule or otherwise finding ways to make these tasks a priority when the time comes, you can ensure that they don’t slip your mind in the future. Remember, a well-maintained office is a happy and productive one.
