10 Essential Office Maintenance Tips

8th January 2020

Neglected by business owners, office maintenance can be costly. To leave fixes for later can pose multiple risks for any company, as a small leak may lead to flooded premises and unnecessary overtime.

Imagine working in the perfect eco-friendly and sustainable office environment where every employee is secure, motivated, productive, and follows the healthy office etiquette. As a business organization, you can achieve this but it requires proper planning and hefty effort.

That’s why at HR Online we share the most valuable office maintenance tips and tricks essential for any office.

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1. Consider Pros and Avoid DIY Office Maintenance

The most valuable maintenance tip that the experienced handyman professional Lonnie R. Walker shares: “Always be a step ahead of your problems. Tackle issues whilst in the early stage, because these can become an unexpected disaster. That’s why it’s always best to have a pro to take a look.”

No employee enjoys the sight of a flooded toilet, right? Such events impact your entire company workflow and might cause a large financial loss. To add to this, poor office maintenance may place employees’ health at risk.

And whether you need office or home maintenance, prevention does cost less.
Equally important, an emergency maintenance service may cost up to £115 per hour!

It’s crucial to understand that efforts on a DIY fix, as tempting as they might be, are not always the wise choice. 

Often, business owners prefer to carry repairs on the surface, however: 

  • If you don’t know what you are dealing with, it may become time-consuming.
  • A DIY fix may not last long. 
  • A DIY fix may not even work right. This results in loss of time, effort and unnecessary stress.
  • DIY projects aren’t always easy. It’s a great idea to invest in a qualified specialist and insurance, whether a plumber or electrician. Professionals guarantee the repair at all costs.

It’s best to communicate with a tradesman and schedule repairs as soon as possible.

2. Keep Your Office Environment Clean and Healthy

Do you want good hygiene in your office facilities? 

Then, make sure that each employee knows the benefits of working in a clean, healthy environment, and what hygiene factors to follow.

When your workplace is clean, health gains aren’t the only benefits. According to studies, workers’ cognitive performance may increase by more than 60%. 

And a little-known fact – up to 7500 bacteria organisms may linger around your computer keyboard. What are your thoughts on that?

  • You’d better give employees enough cleaning materials. 
  • Ensure that they have easy access to disinfecting wipes and harmless disinfectants. 
  • Install a decent fridge or even a few. Everyone should be able to store food. Leftovers around the office bring foul smells and may attract mice and insects. 
  • Make sure that every employee is aware of the food and drink policy, which permits eating only in the designated areas. 
  • Choose the right cleaning equipment. A HEPA-filtering vac takes care of pollutants and aids employees with anti-allergic needs.
  • Microfiber mops use fewer or no chemicals at all. Yet, they’re amazing for hygiene. Microfibre traps heavy particles instead of tossing those around. You may wash and use a microfiber mop many times.
  • Whether you have a cleaning crew or you use professional cleaning services,  opt for clean office desks and empty trash bins. Always plan a cleaning checklist for restrooms, lunchrooms, and break rooms.

3. Modernize and Refurbish Office Facilities

To give the whole office a new look might be expensive but according to BRC office clearance experts, dealing with a large quantity to recycle or rubbish will require expert assistance to reduce stress and minimize the waste of time.

That’s acceptable, and in this case, it’s best to re-organize your office. 

  • Provide more open areas for your team and thus make their life easier.
  • Old computers slow gears down and the slower pace does harm turnover and profit. 
  • Follow procedures to maintain your office equipment.
  • Use a feedback tool to review requests and provide the necessary. 
  • Repaint the walls and refresh the office facilities once in a while. Bright and warm colours, like yellow and orange, are considered as “happy colours” known to increase productivity.

That being said, how your office building looks affects how employees feel about work. A neat and tidy workspace sets the standard for conscientious attitude and behaviour.

When you modernize your premises, review plumbing, air conditioning systems,  electrical installations, and other decorations such as ceiling panels, lightbulbs, lightswitch units, sockets, and the list goes on. 

That’s why a regular maintenance service is an investment rather than cost. There are many great companies for services of skilled tradesmen that specialise in office design and office design can help you retain staff.

4. Office Furniture Inspections & Maintenance

To have well-functioning furniture is fundamental for general office maintenance. Carry regular inspections of chairs. Broken old furniture can frustrate employees and disrupt the workflow, not to mention cause physical problems. A wacky office chair can hurt your waist in the long term.

Of course, you can always look into creative ways of repurposing furniture to brighten up the interior but upkeep is a must.

5. Check for Heating Problems & Air Conditioning Issues

According to a study by the BBC, warmer temperatures contribute to an increase in analytical thinking. Whilst the cooler degrees, make us more alert and are ideal for creative tasks. 

  • Кeep the office temperature between 17 and 24°C. Keep thermostats in sync with the season, of course.
  • Since smart thermostats have an automated climate control schedule consider upgrading to smart technologies. To save time and effort, run and monitor via an app.
  • Your utility bills drop if your HVAC system distributes air conditioning the right way.
  • A well-designed HVAC system can improve office productivity and thus results at the end of the day.

Yet again, if you think that your HVAC doesn’t work right, call reliable professionals. 

6. Keep Air Quality in the Office Great

The easiest tip that anyone will ever give you is – open the windows. Electronics and dust affect the quality of air and breathing emissions leads to no good. It won’t aid employees with projects either.

Yet, winter might not allow you to keep windows open but make sure that your air vents are in good working condition. Here’s the expert Air Conditioner Lab advice:

  • Don’t place any large items near the air ducts. 
  • Don’t block the vents with furniture and office equipment as it may disrupt the movement and lead to unwanted heat in your facilities.
  • Schedule technical inspections once every quarter.
  • Use fans if you’d like to have efficient airflow unless office temperatures are in the lows.
  • Air purifiers are often great when there’s excessive dust in your working premises. Note that it may be inefficient to use those in vast rooms.

7. Choose the Right Office Lighting 

Proper lighting increases engagement. Sunlight helps the brain to produce serotonin, which contributes to our mood and focus. Use this to your advantage and let the sunlight in. 

Avoid darkening the office with light curtains or blinds. Darkness forces our brain to produce melatonin, which makes employees feel sleepy, even if it’s in the middle of the day.

According to a study by Light Right Consortium, 91% of interviewees prefer direct and indirect lighting, along with the well-lit vertical surfaces.

Proper lighting is crucial for a good office environment. Adapt it towards what employees need.

LED lights are often a smart choice because:

  • LED lights use 90% less electricity than filaments
  • Smart LED bulbs’ brightness and colours are adjustable
  • Your monthly bill will be much lighter
  • Since LEDs are more durable, It’s a neat long term investment
  • LED lights are environment-friendly
  • They’re safer to use due to the low voltage running through them

If you find any failed and flickering light bulbs:

  • Replace them straight away, as those may lead to uneven distribution of power
  • Thus, the constant flickering can become a nightmare
  • Make sure the new light bulb has the required voltage rating
  • Switch off the chain to avoid electrocution
  • If you aren’t certain of your actions, always contact a certified electrician

8. Follow a Checklist for Regular Inspections

Build and maintain a regular office facilities maintenance checklist for each area of your facilities, for example:

  • Inspect architectural or construction elements – roofing, walls, arches, and masonry works, emergency exits and exterior building features
  • Check plumbing systems – water supply, distribution, soil, and waste pipes, all water-using equipment and sewage systems
  • Inspect small and large openings – doors and windows, and their smaller components
  • Examine fire safety equipment – smoke, fire and CO2 alarms, sprinkler systems and fire extinguishers
  • Investigate HVAC system – heating, vent, and air conditioning, along with air ducts
  • Know your office equipment – furniture, electronics, and other appliances
  • Check the lighting systems – light fixtures, wiring, and switch control

A small leak or a crack on the wall may become a crisis in the office. Such an event may interrupt the workflow and it could place employees’ health at danger.

9. Implement a Maintenance Plan

When ready to carry regular checks, make a plan to schedule those. 

Businesses have checks of all internal systems each month and It’s estimated that maintenance is one of the largest utility expenses. This is essential if you don’t plan to spend a ton more when bigger issues arise.

For larger premises with over 25 employees, it’s best to hire an office maintenance worker to supervise the processes.

10. Bring Nature in & Set Plant Maintenance in Place

As a piece of final advice, try to add a touch of mother nature to your work environment. Researchers at Exeter University found that plants contribute to a 15% increase in employees’ productivity. Also, air-purifying plants to detoxify the office and improve the physical and mental health of employees.

Extra tip: Play nature sounds, such as bird songs and running water. These can increase positive thoughts, brainpower, and will help everybody relax during breaks.

Don’t about office plant maintenance, tho! 

Plants need watering, at least a bit of fertilizer every once in a while, enough sunlight and at least moderate temperature to survive.

Takeaways

  • Opt for office maintenance repairs ahead of time and avoid DIY disasters
  • Keep your premises clean and maintain the good health of employees
  • Refurbish your working facilities and upgrade outdated elements
  • Regulate temperatures and ensure that HVAC works fine
  • Add improvements to the air quality of your office facilities
  • Pay attention to your lighting setup and positioning
  • Follow regular inspections with a checklist
  • Create and follow a maintenance plan
  • Let nature help with the maintenance