UK sickness absence has hit a 15-year high, costing employers £103 billion per year.
Offices spread germs through shared surfaces, air, and person-to-person contact. The most effective controls are consistent hand hygiene, regular disinfection of high-touch surfaces, good ventilation, a supportive sickness policy, and a professional cleaning programme.
Hot desking increases risk significantly, shared workstations should be wiped down between users.
Sickness absence is costing UK businesses more than many realise.
The ONS reports that 148.9 million working days were lost to illness or injury in 2024, and the CIPD’s 2025 Health and Wellbeing at Work report puts average absence at 9.4 days per employee, a 15-year high that costs UK employers an estimated £103 billion per year.
Some of that absence is unavoidable.
But a significant proportion stems from infections that spread in shared workplaces, and many of those infections are preventable with the right measures in place.
Understanding how germs travel through an office, and where they concentrate, is the first step towards building a healthier working environment for your whole team.
Why Offices Are High-Risk Environments for Germ Transmission
Offices bring multiple people into close contact for extended periods, often in spaces with recirculated air, shared equipment, and limited natural ventilation.
These conditions make them effective environments for the spread of respiratory viruses, gastrointestinal infections, and bacterial contamination.
The risk has increased alongside the rise of flexible working.
Hot desking, where employees share workstations rather than have a permanently assigned desk, has become a fixture of many modern offices. Research by Initial Washroom Hygiene in 2024 found that microbiological activity is 18% higher in hot desking environments than in offices with assigned seating.
Despite this elevated risk, fewer than half of employees (48%) regularly use antibacterial wipes on shared surfaces before use.
Germs spread through three main routes in an office setting: contact with contaminated surfaces, airborne droplets and particles, and direct person-to-person contact. A thorough approach to infection prevention addresses all three.
Know Your Highest-Risk Touchpoints
Not all surfaces in an office carry equal risk.
The highest concentrations of bacteria and viruses tend to be on surfaces that many people touch repeatedly throughout the day.
Research from Lysol Pro Solutions identifies the most contaminated surfaces in office environments as keyboards, desk phones, lift buttons, refrigerator handles, door handles, light switches, shared printers, and kitchen appliances.
What these surfaces share is frequent use combined with infrequent cleaning.
A keyboard used by five different people across a hot desking environment carries significantly more contamination than a permanently assigned one; yet it is rarely disinfected between users.
Pay close attention to kitchen areas. Shared facilities including communal fridges, kettle handles, microwave touchpads, and coffee machine buttons are touched by virtually every member of staff throughout the day, yet they are often the last surfaces to receive regular attention.
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Do I need an Office Deep Clean?
Make Hand Hygiene a Genuine Workplace Habit
Hand hygiene is consistently identified as the most effective single measure for reducing the spread of infectious illness.
Hands transfer pathogens from contaminated surfaces to faces, and from person to person. Disrupting that transfer breaks the chain of transmission.
The challenge is sustained compliance. Making hand hygiene easy and automatic is more effective than relying on awareness campaigns alone.
Place Sanitiser Where It Will Be Used
Position hand sanitiser dispensers at building entrances, beside shared equipment, in kitchen areas, and at meeting room entrances.
Products should meet BS EN 1500 standards for alcohol-based hand rubs. If hand washing facilities are available, remind staff that soap and water remains the most effective method when hands are visibly soiled.
Reinforce Through Training, Not Just Signage
Annual refresher training on hand hygiene keeps standards front of mind and gives staff the context to understand why it matters.
Under the Health and Safety at Work Act 1974 and COSHH Regulations 2002, employers have a legal duty to provide appropriate training on hygiene and safe working practices. Making this practical and specific (rather than a box-ticking exercise) produces better outcomes.
Cleaning and Disinfection Are Not the Same Thing
These two terms are often used interchangeably, but they describe distinct processes.
Cleaning removes visible dirt and debris from a surface. Disinfection uses chemical agents to destroy or deactivate pathogens.
Both are necessary: disinfectants work less effectively on visibly soiled surfaces, so cleaning should always come first.
For high-touch surfaces in particular, a clean-then-disinfect protocol applied at appropriate frequency makes a measurable difference. In practice, this means daily disinfection of touchpoints such as door handles, lift buttons, kitchen surfaces, and shared equipment, with more frequent attention during periods of circulating illness in the building.
All cleaning products used in the workplace should comply with COSHH Regulations 2002 and be appropriate for the surface and setting.
Using the wrong product at the wrong concentration is a common reason disinfection does not achieve the protection it should.
Office Carpets Are Part of the Picture
Office carpets take more punishment than most surfaces and receive less cleaning attention.
Foot traffic tracks in bacteria, dirt, and contaminants from outside. Combined with the warmth and humidity that occupied offices generate, this creates conditions where bacteria and allergens can establish themselves deep in carpet fibres, well beyond the reach of daily vacuuming.
Regular vacuuming removes surface debris, but it does not reach embedded contamination.
Standard vacuum cleaners can also redistribute fine particles back into the air when used. Machines fitted with HEPA filtration prevent this and are worth specifying for any office cleaning programme.
“Carpets are one of the most overlooked surfaces in any office cleaning programme. They can harbour bacteria, allergens, and contaminants that vacuuming simply does not remove. We use hot water extraction to reach what daily cleaning misses. For high-traffic areas, we recommend a professional clean every three to six months as a minimum.”
Max Yorke, Chief Operating Officer
When Professional Carpet Cleaning Is Needed
Routine vacuuming should be supplemented with periodic professional cleaning using hot water extraction, also known as steam cleaning.
This method forces hot water and cleaning solution into carpet fibres under pressure, then extracts it along with the contaminants it has loosened. It removes bacteria and allergens that vacuuming leaves behind.
For high-traffic areas such as reception zones, corridors, and open-plan floors, a professional carpet clean every three to six months is worth building into your facilities schedule.
Lower-traffic areas can be done once a year. Clean carpets also contribute to better air quality: less trapped debris means fewer particles becoming airborne when the carpet is walked on or disturbed.
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Indoor Air Quality and Ventilation
Airborne transmission of respiratory viruses is a significant route of spread in enclosed spaces.
Good ventilation reduces the concentration of viral particles in the air and lowers overall infection risk. The Workplace (Health, Safety and Welfare) Regulations 1992 require employers to provide effective and suitable ventilation in all enclosed workplaces.
A Fellowes 2024 Clean Air Survey found that 64% of British workers are concerned about the impact of indoor air quality on their health, and 90% stated that clean air is important for delivering their best performance at work.
These concerns are well-founded: research from the Royal Academy of Engineering indicates that improving ventilation can increase indoor air quality by around 50% and improve productivity by 1 to 4%.
Practical Steps to Improve Office Ventilation
Opening windows, even briefly, introduces fresh air and dilutes the concentration of airborne particles.
In offices where windows are fixed or air conditioning is the primary system, HVAC maintenance becomes more important: filters should be changed on the manufacturer’s recommended schedule and the system serviced at least annually.
CO2 monitors are an inexpensive and practical tool for identifying poorly ventilated areas.
Rising CO2 levels indicate that air is not circulating adequately, a condition that correlates with increased infection risk and reduced cognitive performance.
Meeting rooms are particularly prone to this, as a group of people in an enclosed space deplete fresh air quickly. Running ventilation or opening windows for a few minutes after a meeting is a simple habit worth building in.
Where air purification units are in use, models fitted with HEPA filtration provide the most effective removal of airborne particles, including respiratory droplets.
A Note on Office Plants
Plants are frequently recommended in discussions about air quality, but the evidence does not support the “air-purifying” claim at realistic office densities.
What plants do offer is a genuine wellbeing benefit: research from the University of Exeter found that employees in offices with visible greenery report reduced stress, higher concentration, and greater job satisfaction.
In dry, climate-controlled offices, plants also contribute modestly to humidity regulation, which can help reduce dry throats and susceptibility to respiratory infections.
These are meaningful benefits to staff wellbeing. They are simply different from the air-cleaning claims that circulate widely.
A Sickness Policy That Actually Works
The most thorough infection prevention approach is undermined if people feel unable to stay home when they are unwell.
Presenteeism (attending work while ill) is a significant driver of workplace infection spread. An employee with a respiratory illness who comes in to the office can expose dozens of colleagues over the course of a single day.
A clear, supportive sickness policy removes ambiguity and the unspoken pressure to attend.
Staff should understand when they are expected to stay home, how to notify their manager without fear of penalty, and that absences will not be held against them in performance conversations.
The CIPD’s 2025 research shows that mental ill health is now the leading cause of long-term absence, accounting for 41% of cases. A policy that covers both physical illness and mental health with equal clarity will have a broader and more lasting impact.
When to Bring in a Professional Cleaning Company
The measures above can all be implemented internally.
But day-to-day cleaning carried out by staff has real limitations. Not because of effort or intent, but because professional cleaning addresses areas and standards that general housekeeping does not.
What Professional Office Cleaning Adds
A professional cleaning programme delivers consistent, verified results against agreed specifications.
Trained operatives work to BICSc industry standards, use COSHH-compliant products at correct concentrations, and give systematic attention to the high-risk touchpoints that are easy to overlook in a busy office.
Staff development through structured training programmes also underpins the consistent quality of service.
Deep cleaning services go further, addressing accumulated contamination that regular cleaning does not remove.
These include HEPA filtration dust extraction, full sanitation of surfaces and fixtures, and electrostatic disinfection, a method that delivers disinfectant as a fine, charged mist that coats surfaces evenly, including sides and undersides that spray-and-wipe methods miss entirely.
Electrostatic disinfection kills 99.999% of pathogens and continues to work for 28 days after application.
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How Alliance Cleaning Can Help
Alliance Cleaning has delivered commercial cleaning services since 1998, working with organisations across the UK from their Hertfordshire base.
All services are carried out under ISO 9001 (Quality Management), ISO 14001 (Environmental Management), and ISO 45001 (Health and Safety Management) certification. Every site is managed by a dedicated contract manager responsible for fewer sites than the industry average, which means your site receives genuine, consistent attention.
“In our experience, the businesses that see the greatest reduction in workplace illness are those that combine good daily hygiene habits with a professional cleaning programme. It is not one or the other; it is both working together. We build our service around what each client’s site genuinely needs rather than fitting them into a standard package.”
Max Yorke, Chief Operating Officer
Whatever your requirements, whether daily cleaning, periodic deep cleans, or both, Alliance Cleaning will build a service to match.
To speak with the team, call 01992 700073 or email [email protected].
Conclusion
Offices create ideal conditions for infection spread: shared surfaces, recirculated air, and close contact. Hot desking makes it worse, with microbiological activity 18% higher than in offices with assigned seating.
Effective prevention combines hand hygiene, regular disinfection of high-touch surfaces, and good ventilation. A supportive sickness policy matters too: staff who feel safe staying home protect the whole workforce.
For consistent, professional-standard results, Alliance Cleaning provides highly trained operatives, COSHH-compliant products, and specialist services including electrostatic disinfection and HEPA filtration.
Frequently Asked Questions
What are the most germ-contaminated surfaces in an office?
Research identifies keyboards, desk phones, lift buttons, fridge handles, door handles, light switches, shared printers, and kitchen appliances as the highest-risk surfaces. These are touched frequently by multiple people but cleaned infrequently, allowing bacteria and viruses to accumulate.
Does hot desking increase the risk of germ spread?
Yes. A 2024 study by Initial Washroom Hygiene found that microbiological activity is 18% higher in hot desking environments than in offices with assigned seating. Shared workstations should ideally be wiped down with antibacterial products before each new user, though fewer than half of employees currently do this.
How often should office touchpoints be disinfected?
High-touch surfaces such as door handles, lift buttons, shared equipment, and kitchen surfaces should be disinfected at least once daily. During periods of circulating illness, increasing that frequency to two or three times per day is a sensible precaution.
What is the difference between cleaning and disinfection?
Cleaning removes visible dirt and debris. Disinfection uses chemical agents to kill or deactivate pathogens. The two processes work together: surfaces should be cleaned before being disinfected, as residual soiling reduces the effectiveness of disinfectant products.
What hand hygiene products should we provide in the office?
Alcohol-based hand rubs meeting BS EN 1500 standards are appropriate for general office use. Position dispensers at building entrances, beside shared equipment, and in kitchen areas. Soap and water remains the preferred method when hands are visibly soiled.
How does ventilation reduce the spread of germs?
Good ventilation dilutes and removes airborne viral particles from the indoor environment, reducing the concentration that other occupants breathe in. The Workplace (Health, Safety and Welfare) Regulations 1992 require employers to provide effective ventilation in all enclosed workplaces. Regular HVAC servicing and filter changes are the most practical ways to maintain air quality.
Can office plants help with air quality?
Not in the way they are often claimed. Research shows that plants cannot remove pollutants from office air at any realistic density: you would need hundreds per square metre to match what a building’s ventilation system already achieves. Plants do, however, offer genuine wellbeing benefits. University of Exeter research links visible greenery to reduced stress, better concentration, and higher job satisfaction, and plants can help regulate humidity in dry office environments.
What is electrostatic disinfection?
Electrostatic disinfection delivers disinfectant as a fine, electrically charged mist. The charge causes the particles to cling to surfaces, coating them evenly, including sides and undersides that conventional spraying misses. It kills 99.999% of pathogens and provides residual protection for up to 28 days after application.
How often should an office have a professional deep clean?
This depends on the size of the building, footfall, and sector. Most commercial offices benefit from a thorough deep clean at least once or twice per year, with more frequent deep cleaning in high-footfall or shared areas. Your cleaning provider can advise based on your specific environment.
What does a professional cleaning company do that in-house cleaning does not?
Professional cleaners work to BICSc industry standards, use COSHH-compliant products at verified concentrations, and give systematic attention to the high-risk touchpoints that are easy to overlook. They can also carry out specialist services such as HEPA filtration dust extraction and electrostatic disinfection that are not practical for in-house teams.
How much is sickness absence costing UK employers?
The CIPD’s 2025 Health and Wellbeing at Work report found that sickness absence has reached 9.4 days per employee on average, a 15-year high. Across the UK workforce, this costs employers an estimated £103 billion per year. Reducing preventable illness in the workplace is one of the most direct actions an employer can take to reduce that cost.
How often should office carpets be professionally cleaned?
High-traffic areas such as reception zones, corridors, and open-plan floors benefit from professional cleaning every three to six months. Lower-traffic areas can be done once a year. Hot water extraction is the most effective method, removing bacteria and allergens embedded deep in carpet fibres that regular vacuuming cannot reach.
How can I tell if my office is adequately ventilated?
CO2 monitors are a reliable and inexpensive indicator. Levels above 1,000 parts per million suggest air is not refreshing adequately; above 1,500 ppm, cognitive performance and wellbeing are measurably affected. Meeting rooms are particularly prone to poor ventilation. Stuffy conditions, persistent odours, or staff reporting frequent headaches are also practical warning signs worth taking seriously.
