How to Reduce Germs and Bacteria in Shared Office Spaces

3 days ago

5 min read

In today’s fast-paced business world, maintaining a clean and healthy work environment is more important than ever. Shared office spaces, in particular, can become breeding grounds for germs and bacteria due to high foot traffic, frequent contact with shared surfaces, and the presence of multiple individuals using the same equipment and amenities.

At Pro Alliance Cleaning Services, we understand the unique challenges that come with keeping shared office environments clean and sanitized. Based in Fort Lauderdale, Florida, and proudly serving businesses throughout the state, our goal is to help you create a workplace that is not only spotless but also safe for your employees and clients.

In this article, we’ll break down the most effective ways to reduce germs and bacteria in shared office spaces, using best practices from the commercial cleaning industry, backed by science and experience.

Why Germs Thrive in Shared Office Environments

Before diving into solutions, it’s helpful to understand why germs spread so quickly in shared office spaces. These areas are usually packed with:

Shared desks and workstations
Conference rooms
Restrooms
Break rooms and kitchens
Door handles, elevator buttons, and handrails

These surfaces are touched multiple times a day by different individuals, creating the perfect conditions for bacteria and viruses to multiply.

According to the Centers for Disease Control and Prevention (CDC), common office items like keyboards, phones, and desks can harbor more bacteria than a toilet seat. In fact, the average desk contains over 10 million bacteria—that’s 400 times more bacteria than a toilet seat!

The Importance of Reducing Germs in the Workplace

Reducing germs in the office isn’t just about cleanliness—it’s about employee health, productivity, and morale.

Fewer Sick Days: A cleaner office means fewer germs and less risk of spreading illnesses like the flu, colds, and even COVID-19.
Improved Air Quality: Proper cleaning practices also reduce allergens, dust, and mold that contribute to poor indoor air quality.
Higher Employee Satisfaction: Employees are more likely to feel valued and motivated in a clean, well-maintained environment.
Positive Business Image: Clients and visitors associate cleanliness with professionalism and reliability.

Now that we’ve addressed the why, let’s explore the how.

1. Implement a Regular Commercial Cleaning Schedule

The first and most effective step is to hire a professional commercial cleaning service like Pro Alliance Cleaning Services. Our trained cleaning staff use industry-grade disinfectants and proven cleaning protocols tailored to your office’s specific needs.

Key cleaning areas include:

High-touch surfaces: Doorknobs, light switches, elevator buttons, phones, and keyboards
Restrooms: Toilets, sinks, and faucet handles must be sanitized daily
Common areas: Break rooms, kitchen counters, microwaves, and fridges
Workstations: Desks, chairs, and shared office equipment

A consistent cleaning routine ensures bacteria don’t get the chance to multiply.

2. Use EPA-Approved Disinfectants

Not all cleaning products are created equal. To effectively kill viruses and bacteria, it’s important to use EPA-registered disinfectants that are proven to eliminate pathogens.

At Pro Alliance Cleaning Services, we exclusively use hospital-grade disinfectants approved by the Environmental Protection Agency (EPA). These products are safe for office environments and effective against a broad spectrum of bacteria and viruses, including MRSA, E. coli, and influenza.

3. Encourage Proper Hand Hygiene

Hand hygiene plays a critical role in preventing the spread of germs. Encourage your staff to wash their hands frequently, especially:

After using the restroom
Before and after meals
After coughing, sneezing, or blowing their nose
After using shared equipment

Install hand sanitizer dispensers in high-traffic areas such as entrances, conference rooms, and near elevators.

You might also consider posting signs that remind employees of proper handwashing techniques, especially during flu season.

4. Disinfect Shared Equipment Daily

Shared equipment like phones, keyboards, printers, and conference phones should be disinfected at least once a day.

We recommend providing disinfectant wipes or alcohol-based sprays near shared items so employees can clean them before and after use. Better yet, Pro Alliance Cleaning Services can take this task off your plate with our daily disinfecting service.

5. Improve Air Circulation and Ventilation

Clean air is just as important as clean surfaces. Poor ventilation can trap airborne germs, making them more likely to spread.

To enhance your office’s indoor air quality:

Replace air filters regularly
Use HEPA filters when possible
Keep HVAC systems serviced and cleaned
Consider portable air purifiers in enclosed rooms

Our team can work with your facilities manager to ensure your air systems are clean and functional, reducing allergens, mold spores, and other airborne irritants.

6. Implement a Clear Desk Policy

Cluttered desks make it difficult to clean thoroughly. A clear desk policy ensures that surfaces are free of paperwork, food wrappers, and personal items, allowing your cleaning team to sanitize desks properly.

Encourage employees to:

Tidy up at the end of the day
Avoid storing food or beverages at their desks
Limit shared supplies to reduce cross-contamination

7. Promote a Culture of Cleanliness

It’s not just the cleaning crew’s responsibility to keep the office clean—everyone plays a role. Promote a culture where hygiene is valued.

Simple actions include:

Encouraging employees to wipe down their own workstations
Holding short training sessions on cleanliness
Providing access to cleaning supplies
Recognizing and rewarding teams that maintain clean environments

This collaborative approach increases accountability and keeps your office consistently clean.

8. Schedule Deep Cleanings Monthly

While daily cleaning addresses immediate concerns, deep cleaning is essential for targeting hidden germs in hard-to-reach areas.

Monthly deep cleaning by Pro Alliance Cleaning Services includes:

Carpet and upholstery sanitization
Air duct cleaning
Grout and tile disinfection
Steam cleaning furniture

This service is particularly valuable for high-traffic offices and businesses in healthcare, education, and hospitality.

9. Don’t Forget the Floors

Floors are often overlooked, but they can harbor dirt, bacteria, and even viruses tracked in on shoes.

We recommend:

Daily vacuuming and mopping of tile, vinyl, and hardwood surfaces
Regular carpet cleaning using hot water extraction or steam
Disinfecting mats and rugs at entry points

Clean floors not only reduce germs but also improve your workplace’s appearance.

10. Hire a Certified Commercial Cleaning Partner

Lastly, the easiest and most effective way to maintain a germ-free office is by partnering with a trusted, professional commercial cleaning company.

At Pro Alliance Cleaning Services, we offer:

Customized cleaning plans
Trained and insured cleaning staff
Green cleaning options
Flexible scheduling (daily, weekly, bi-weekly)
Emergency disinfection and fogging services

We serve Fort Lauderdale and businesses throughout Florida, ensuring your office is always clean, safe, and welcoming.

Final Thoughts

Maintaining a clean and healthy office space is not a one-time task—it’s an ongoing commitment. By combining professional cleaning services, employee education, and strategic planning, you can significantly reduce germs and bacteria in your shared office space.

At Pro Alliance Cleaning Services, we’re here to help you every step of the way. Whether you need daily office cleaning, deep disinfection, or customized janitorial solutions, you can trust our team to deliver results you can see—and feel.

Frequently Asked Questions (FAQs)

1. How often should shared office spaces be professionally cleaned?

Ideally, shared office spaces should be cleaned daily. High-touch surfaces may require multiple cleanings per day, especially during cold and flu season.

2. What are the most common areas where germs hide in an office?

Keyboards, phones, doorknobs, break room counters, elevator buttons, and restroom fixtures are the top culprits for harboring bacteria.

3. Can Pro Alliance Cleaning Services disinfect during business hours?

Yes! We offer flexible scheduling, including daytime and after-hours cleaning, to minimize disruptions to your team.

4. What kind of cleaning products do you use?

We use EPA-approved, hospital-grade disinfectants that are safe for employees but powerful against harmful germs and viruses.

5. How can I get a quote for commercial cleaning in Fort Lauderdale or other Florida locations?

Simply contact us through our website or call us directly to request a free, no-obligation quote tailored to your business needs.