Workplace Hygiene: Key Concepts and How to Implement Them

Impeccable hygiene – why it is crucial in the workplace

A well-maintained, clean working environment ensures a pleasant atmosphere for everyone involved. There are many factors that show why thorough hygiene in the workplace is so valuable for companies:

• Employee health: Hygienic working conditions minimize the spread of germs. Regular cleaning and disinfection reduce the risk of infection and protect employees, especially in shared areas such as canteens, washrooms and conference rooms.
• Working atmosphere and team efficiency: A clean workplace increases concentration and creates structure. If the team works in a well-kept environment, motivation and productivity increase.
• Professional image: Hygiene at the workplace reflects the values and quality standards of a company. Well-kept rooms and facilities leave a positive impression on business partners, customers and potential employees. They underscore respectability and create trust.
• Legal compliance and safety: Depending on the industry, special regulations apply with regard to hygiene in the workplace, such as the hygiene regulations in gastronomy and compliance with HACCP concepts. Employers must comply with these regulations to avoid legal and health consequences.
• Sustainability and resource protection: Care and cleaning extend the lifespan of furniture, floors and appliances. This reduces the consumption of resources in the long term and thus saves money. Environmentally friendly cleaning agents also promote sustainable operational management.
• Psychological effect: clutter and dirt can foster stress and impair concentration. A clean workplace signals clarity and structure, which strengthens the general well-being and mental performance of employees.

What are the regulations on workplace hygiene?

The Labor Act (ArG) is a central basis for safety and health in the workplace. It obliges employers to design workplaces in such a way that no health hazards arise from a lack of cleanliness or other causes. This is supplemented by specific regulations, such as ordinances on food hygiene, which prescribe high hygienic standards in industries that handle food.

Industry-specific requirements

The legal requirements differ depending on the work environment. For example, workplace hygiene in an office is based on concepts that aim to ensure cleanliness in communal areas such as kitchens and sanitary facilities. In contrast, disinfection routines and the strict separation of work areas are paramount in production facilities or laboratories. The requirements in food processing plants or in the healthcare sector are particularly demanding, where even the smallest hygiene deficiencies pose serious risks.

Responsibilities and employer obligations

Responsibility for ensuring compliance with workplace hygiene lies with the company management. Employers therefore have a duty to create hygienic standards and ensure that they are implemented. This includes providing suitable cleaning agents, creating clear cleaning plans and training employees. Continuous monitoring and documentation of hygiene measures ensure reliable compliance with the requirements. A well-implemented hygiene concept has a preventive effect and demonstrates responsibility towards employees and the company as a whole.

Concepts for hygiene measures in the workplace

A well-thought-out hygiene concept forms the basis for clean and safe workplaces. It creates clear structures, reduces the risk of infection and improves employee well-being. When creating such a concept, the respective requirements of the workplace should be taken into account and measures for regular cleaning and disinfection should be clearly defined.

Creating a hygiene concept

The first step is to analyze the workplace. Which areas are used frequently? Where is there an increased risk of infection? Detailed cleaning and disinfection plans are then created based on this analysis. These plans specify exactly which areas are to be cleaned at which intervals and which agents are to be used. Consistency and reliability are crucial when it comes to maintaining a high level of hygiene in the workplace.

Integration into everyday work

A hygiene concept only works if it is integrated into everyday work. Routines such as daily disinfection measures, weekly deep cleanings and monthly checks create structure. Checklists in which responsibilities and deadlines are recorded facilitate implementation. Training sessions familiarize employees with the measures and promote acceptance of the corresponding concepts.

Example: Hygiene concept for the office as a workplace

1. Daily measures

• Cleaning and disinfecting desks and keyboards
• Emptying rubbish bins in all rooms
• Refilling soap dispensers and disinfectants

2. Weekly measures

• Deep cleaning of kitchen and sanitary areas
• Vacuuming and mopping all floors, for example with an industrial vacuum cleaner or an automatic scrubber dryer
• Cleaning of windows and partition walls

3. Monthly measures

• Deep cleaning of carpets and upholstered furniture with suitable textile and carpet cleaners and a steam vacuum cleaner
• Inspection and maintenance of ventilation systems
• Review of cleaning plans to ensure they are up to date
• Cleaning of storage and utility rooms
• Inspection and disinfection of commonly used equipment (e.g. coffee machines, water dispensers)

A clearly structured hygiene concept makes it easier to maintain hygienic standards and signals a sense of responsibility to employees and business partners. It is an essential tool for ensuring long-term workplace hygiene.

Workplace hygiene – practical examples

Effective hygiene measures are the backbone of a clean and safe workplace. Different work areas require their own approaches that are tailored to their requirements. Whether in the office, in production facilities, common rooms or canteens – targeted hygiene measures ensure order and minimize health risks. Below are practical examples that show how hygiene can be effectively implemented in different areas of the workplace:

Office

• Disinfection of desks, keyboards and telephones at regular intervals
• Weekly or monthly cleaning of carpets, floors and upholstered furniture
• Provision of disinfectant dispensers at entrances and in meeting rooms

Production areas

• Installation of hygiene sluices with washing and disinfection stations
• Color-coded separation of work zones for different activities
• Daily cleaning of machines and work surfaces according to established plans

Storage and logistics

• Inspection and cleaning of packaging materials before storage
• Dust and dirt removal in storage racks and on floors
• Regular ventilation and air conditioning maintenance

Canteen

• Daily cleaning and disinfection of tables, chairs and work surfaces
• Ongoing review of hygiene regulations for the storage and preparation of food
• Use of disposable gloves and hairnets by kitchen staff
• Provision of contactless waste containers and regular emptying

Reception areas

• Disinfection of reception counters and chairs
• Provision of disinfectant wipes for external visitors
• Daily cleaning of floors and decorative elements

Sanitary area

• Cleaning and disinfection of toilets, washbasins and fittings several times a day
• Cleaning the floor tiles once a day (e.g. with a steam cleaner for tiles)
• Regularly restocking soap, disinfectants, toilet paper and paper towels

Outdoor area

• Cleaning entrance areas, walkways and parking lots
• Emptying outdoor trash cans and removing leaves and dirt

Challenges and solutions for workplace hygiene

Implementing consistent workplace hygiene poses challenges for many companies, which differ depending on the industry and work environment. Frequent visitor areas, seasonal waves of infection or insufficient resources require flexible and effective solutions. However, with the right planning and appropriate measures, these hurdles can be overcome:

Hygiene in high-traffic areas: Germs and bacteria can quickly accumulate in high-traffic areas. Contact points such as door handles, elevator buttons or handrails provide ideal conditions for the transmission of pathogens.

Solution: It is often necessary to clean several times a day to prevent the accumulation of germs. Hygiene at the workplace can be significantly improved by using disinfectants at the most common contact points and providing hand disinfectants at strategic locations such as entrances or in meeting rooms. Raising employee awareness of their own actions (e.g. by washing or disinfecting their hands) also helps to minimize the spread of germs.

Dealing with seasonal challenges: Especially in the winter months, there is an increased risk of viruses spreading in the office. Close collaboration in large teams and the shared use of devices such as photocopiers or coffee machines increase contact with viruses and bacteria and favor the spread of pathogens.

Solution: To meet these seasonal challenges, hygiene measures must be strengthened. In addition to repeated cleaning, increased disinfection measures can be introduced during the flu season. For example, disinfecting cleaning solutions for frequently used surfaces are particularly important. In addition, the option of working from home when symptoms of illness arise can help to effectively interrupt chains of infection and protect employees from contagion.

Insufficient resources for cleaning: A common problem in workplace hygiene is a lack of resources, whether in the form of personnel or materials. Smaller companies or offices in particular often do not have the necessary capacity to enable seamless cleaning and disinfection. As a result, certain areas are neglected and cleaning intervals become too long.

Solution: Optimizing cleaning plans to create and implement them helps to counteract the lack of resources. By prioritizing particularly high-traffic areas, such as kitchens or restrooms, it can be ensured that increased hygienic measures are implemented there. Efficient cleaning products and technologies, such as disinfectant sprays with a long-lasting effect or automatic cleaning robots for quick cleaning, maintain hygiene even with fewer personnel.

Lack of acceptance of hygiene measures: One of the biggest challenges for hygiene in the workplace is the lack of acceptance of hygiene measures by employees. Despite clear guidelines and communication, some employees ignore hygiene rules or do not follow them properly. This is often due to lack of knowledge, awareness or convenience.

Solution: Introducing training and information campaigns is an important step in raising employee awareness of hygiene in the workplace. The advantages of a clean and hygienic environment should be clearly communicated. A transparent presentation of the cleaning processes and objectives motivates employees to actively participate in their implementation.

Promoting well-being and motivation with workplace hygiene

Hygiene in the workplace is essential to a healthy, productive and pleasant working environment. A well-designed hygiene concept that takes into account individual requirements and is consistently implemented minimizes health risks and ensures clear structures in the workplace.

When companies take responsibility, establish hygiene standards and actively involve their employees, they promote well-being, trust and motivation among all concerned. Thorough cleaning, targeted disinfection and modern technologies are essential for sustainable workplace hygiene – and thus for a professional working environment and a company's long-term success.