Ed: this article was originally published on 2019-10-31 and has been updated for 2021

Fall 2021 has been a busy time for Canadian businesses, particularly as many commercial, retail and institutional facilities open more fully for the public, and as staff return, at least part time, to offices.

Cleaning continues to be a high priority in addition to maintenance activities. If you haven’t already prepared for the holiday season, the following checklist will help ensure you’ve got everything covered:

1.    Schedule Ahead (start now!)

In addition to staff returning to work, the upcoming holiday season will likely see the return of in-person events (likely smaller groups), which means extra hours to schedule before, after, and perhaps during the event. Office and institutional facilities that have seen the return of staff, visitors, even students, will also be requesting deep cleaning services during the holiday break.

Let your commercial cleaning company know:

  • Changes, cancellations, and in particular, additions expected to your regular schedule.
  • Cleaning needs for a specific area, e.g., carpets, bathroom grout, ceilings and ceiling fans, air vents, etc.
  • Additional end-of-season deep cleaning and/or disinfecting requirements to prepare for the new year, possibly during holiday shut-downs. (These are likely going to be necessary for public facilities in industries such as healthcare, retail, education, and government, which may be required (or wish) to do a total disinfection because of COVID and flu viruses.)
  • Whether you need to book in cleaning during a holiday event in order for surfaces to be kept clean throughout the gathering.
  • Speciality equipment cleaning (more about this on checklist below!)

2. Check COVID protocols and general measures for cold and flu prevention

Now more than ever, facility managers and their tenants, customers, employees and visitors are aware of germs that lead to flu and colds, in addition to the COVID virus. For retail, hospitality and healthcare facilities, the holiday season may mean an increase in foot traffic, which impacts the cleanliness of your indoor facility, washroom supplies and your waste management system.

Check the following:

  • Request extra cleaning on door handles, reception areas and washrooms.
  • Anticipate additional time to clean areas such as touch-down stations, elevators and shared workspaces, and items such as Plexi-glass dividers, sneeze guards and hand sanitizing stations.
  • Consider a disinfectant clean for shared common areas like meeting rooms, reception areas, shared workspaces and kitchens.
  • For all facilities: put out bottles of hand sanitizer and boxes of tissues at reception areas and make sure extra masks are available.

3. Schedule preventative maintenance of general areas and equipment.

Reduced schedules and shutdowns/closures over the holidays are always a great time to take advantage of the reduced number of people to catch up and do some preventative maintenance. A full-service commercial cleaning and facility maintenance company will offer services such as high dusting, painting, carpet and window washing, floor stripping, and other maintenance and repairs that you can schedule to care for your facility.

Let your commercial cleaning company know your maintenance and specialty cleaning needs:

  • Proper equipment cleaning keeps manufacturing equipment free of dirt and grime. Equipment cleaning, in particular, equipment and areas subject to winter conditions, such as ice, snow and cold
  • Additional cleaning because of salt being used to clear walkways and driveways (depending on your location)
  • A thorough cleaning of electrical cabinets. Dust can impair the performance and even cause a fire of electrical equipment.

4. HVAC Cleaning and air quality checks

Since COVID, we now know that properly functioning HVAC systems have a direct impact on the spread of virus laden particles. As a result, public health in all jurisdictions are asking that HVAC system(s) are properly maintained; many provide specific guidance in terms of air quality.

In addition, air quality has always been a big contributor to employee productivity, health and well-being.

  • Schedule HVAC equipment servicing, which includes cleaning or replacing filters
  • Schedule air quality tests to assure tenants and customers that your HVAC system meets or exceeds current standards for ventilation, filtration and COVID reduction
  • This may be a good time to ask about high efficiency filters and whether they would provide cost savings in addition to better air quality at your facility.

5.Health and safety review

Every workplace today has a comprehensive health and safety plan that requires regular review to ensure staff are protected from accidents and illness. Use down time at the end of the year to check the following:

  • Are all COVID protocols in place, and functioning? E.g., hand sanitizing stations, socially-distanced workstations, proper signage, etc. in place?
  • Are all safety control systems up-to-date and working? If not, this can have disastrous consequences in terms of a workplace accident.
  • Are fire and emergency exits clear from clutter?
  • Are fire extinguishers up-to-date and training provided to employees?
  • If you have an increase in seasonal employees during the holiday period, do you have a plan in place to train them effectively in your safety practices and procedures?
  • Use signage to remind tenants that promoting personal health is the best way to protect others around them from getting sick.
  • Promote hand washing, social distancing, and encourage better food hygiene either through email reminders or posted signage.

6. Be prepared for inclement weather.

It’s time to make sure you’ve got all the right tools, equipment and supplies to deal with whatever comes your way. Depending on the weather (and climate area), your facility needs to keep snow and ice cleared in parking areas and walkways. Remember, the use of salt impacts an internal facility because it leaves wet patches on floors, which are a slipping hazard.

Check your inventory (and clear a space) for the following:

  • Wet floor signage
  • Extra matting to prevent slips and falls
  • Areas at entrances for people to store wet boots, perhaps a bench to sit on
  • Containers of salt to reduce slipping on icy walkways
  • Shovels and snow removal equipment (blowers, ploughs, etc.)
  • Additional services that might be required during a holiday event, such as exterior snow and ice removal, or extra carpets.

7. End of year “de-clutter” and organize

Holiday season is the perfect time to empty the clutter and start the year fresh.

  • Announce a “throw out” date and discard everything left in the refrigerator
  • Remove clothing left in closets, donate to charity what isn’t claimed
  • Arrange for an extra clean of common areas, including appliances, garbage cans, storage areas, closets, etc.
  • Decide whether decorations need to be cleaned before they are installed, and then cleaned before they are packed up for another year

8. Communicate office closures and reduced hours

More than ever, people look to social media and online resources to get the latest news about the hours of operation at a facility, as well as the cleaning protocols in place to keep visitors and employees safe.

  • Update your website, Google Business, and social media opening hours as well for people checking online.
  • At the same time, post a bulletin about cleaning and disinfecting activities during the holiday season so tenants, employees, customers and visitors know that you are up-to-date with current regulations and are truly committed to their health and safety.
  • Make sure to provide all the relevant emergency and maintenance contacts in case something goes wrong while you’re away.

It can be a long list of tasks to prepare your facility for the holiday. This is particularly the case now that cleaning has become a recognized vital component of a safe and healthy indoor environment. From equipment maintenance to a clean, well-organized indoor space, give your tenants and employees the assurance that you are ready for the new year ahead.