Implementing Effective Workplace Cleaning and Disinfection Protocols

Maintaining a clean and disinfected workplace is essential during infectious disease outbreaks. Effective protocols require understanding the difference between routine cleaning and disinfection, targeting high-risk surfaces, and establishing sustainable procedures that protect employees without creating unnecessary disruption.

Cleaning vs. Disinfecting: Understanding the Difference

These terms are not interchangeable:

• Cleaning removes dirt, dust, and some germs from surfaces using soap or detergent and water. It reduces the number of germs but does not kill them all.
• Disinfecting uses EPA-registered chemical products to kill germs on surfaces. Disinfecting does not necessarily clean dirty surfaces but kills germs after cleaning has occurred.
• Sanitizing reduces germs to a level considered safe by public health standards. This term is most commonly used for food contact surfaces.

For maximum effectiveness, clean surfaces first to remove debris, then apply disinfectant according to label directions.

Identifying High-Touch Surfaces

Focus disinfection efforts on surfaces that multiple people touch frequently:

• Door handles and push plates
• Elevator buttons
• Light switches
• Shared equipment (copiers, coffee machines, microwave handles)
• Handrails and stair railings
• Restroom fixtures (faucet handles, toilet flush levers, paper towel dispensers)
• Breakroom tables and countertops
• Shared phones, keyboards, and mice
• Conference room furniture and AV equipment
• Time clock keypads or touchscreens
• Vending machine buttons

Selecting the Right Products

Use only EPA-registered disinfectants. The EPA maintains List N, a searchable database of products that meet criteria for use against specific pathogens. When selecting products:

• Check the contact time. Every disinfectant has a specified contact time (dwell time) printed on the label. The surface must remain visibly wet for the entire contact time to be effective. Products range from one to ten minutes.
• Consider surface compatibility. Some disinfectants damage certain materials. Verify compatibility with your furniture, equipment, and fixtures.
• Evaluate safety. Some products require ventilation, gloves, or eye protection. Choose products appropriate for your environment and the staff applying them.
• Avoid mixing chemicals. Never combine different cleaning or disinfecting products, as this can create toxic fumes.

Establishing a Cleaning Schedule

Routine daily cleaning

• Clean and disinfect all high-touch surfaces at least once during each shift
• Clean restrooms thoroughly at least twice daily
• Empty trash receptacles before they overflow
• Vacuum or mop floors daily

Enhanced cleaning during outbreaks

• Increase high-touch surface disinfection to every two to four hours during business hours
• Assign specific employees to regular cleaning rounds with documented completion logs
• Provide disinfecting wipes at shared equipment stations for employee use between professional cleanings

After a confirmed illness case

• Close off the affected area for at least 24 hours if possible before cleaning and disinfecting
• Clean and disinfect all surfaces in the area, not just high-touch points
• Ensure adequate ventilation during and after cleaning
• Document the date, time, areas cleaned, and products used

Employee Responsibilities

Empower employees to maintain their own workspaces:

• Provide disinfecting wipes or spray and paper towels at accessible locations throughout the workplace
• Require employees to wipe down shared equipment before and after use
• Establish a clean-desk policy so surfaces can be effectively cleaned by custodial staff
• Post clear instructions on proper cleaning technique (spray, let sit for contact time, wipe)

Staff Training and Safety

Anyone performing cleaning and disinfection must be properly trained:

• Correct use and dilution of cleaning products
• Required PPE for each product (gloves, eye protection, respiratory protection)
• Proper hand washing after removing gloves
• Hazard communication requirements under OSHA's HazCom standard, including access to Safety Data Sheets
• Proper ventilation requirements during and after disinfection

Documentation and Compliance

Maintain records that demonstrate your cleaning protocols are being followed:

• Daily cleaning checklists signed by the person completing each task
• Product inventories and Safety Data Sheets for all chemicals used
• Training records for cleaning staff
• Incident logs for any confirmed illness cases and the cleaning response

Budgeting for Enhanced Cleaning

Enhanced cleaning protocols carry additional costs:

• Additional supplies: Budget for increased consumption of disinfectants, paper products, and PPE
• Labor hours: More frequent cleaning requires additional custodial hours or reallocation of existing staff duties
• Equipment: Consider touchless dispensers, electrostatic sprayers for large-area disinfection, and HEPA-filtered vacuums
• Contracted services: Professional deep cleaning services may be appropriate after confirmed cases or for periodic supplemental cleaning

These costs are an investment in workforce health and operational continuity. Reduced absenteeism and sustained productivity typically offset the expense.