Maintaining the pristine condition of refurbished office spaces is essential for creating a productive and inviting work environment. As building and facilities managers, it’s your responsibility to ensure these spaces remain in top-notch condition. Here are some practical tips to help you keep your refurbished offices looking new for years to come.
- Regular cleaning routine
Establish a comprehensive cleaning schedule that includes daily, weekly, and monthly tasks. Daily cleaning should cover high-traffic areas such as entrances, lobbies, and restrooms. Weekly tasks might include dusting and wiping down office furniture, while monthly deep cleans could focus on carpets, windows, and less frequently used spaces.
- Preventive maintenance
A preventive maintenance plan that includes regular inspections and timely repairs could prevent higher repair bills down the line. Check for signs of wear and tear, such as peeling paint, loose tiles, or malfunctioning fixtures. Addressing these issues promptly can prevent minor problems from escalating into major repairs. Ensure that heating, ventilation and air conditioning systems (HVAC), electrical installations, and plumbing are regularly serviced to avoid unexpected breakdowns.
- Use of protective measures
Protect your refurbished spaces by using mats and rugs in high-traffic areas to minimise floor damage. Some offices install chair mats under desks to prevent scratches and dents, and protective plastic covering around the corners of walls that could get knocked. Branded coasters prevent water rings on wooden surfaces as well serving as a reminder of the brand values or as gifts to customers. Additionally, applying protective coatings to surfaces such as countertops and walls in bathrooms can provide an extra layer of defence against spills, stains and splashes.
- Regular touch-ups
Minor touch-ups can go a long way in maintaining the fresh look of your office space. Keep extra paint, wallpaper, and floor tiles in storage for quick fixes – or your contractor may have noted the product codes in your refurbishment manual/asset register. Regularly inspect and touch up scuffed walls, chipped paint, and other minor imperfections. This attention to detail will keep the office looking well-maintained and new.
- Employee engagement
Educate employees about the importance of maintaining the office environment. Encourage them to keep their workspaces tidy and report any maintenance issues promptly. Providing adequate waste disposal options and promoting a culture of cleanliness can significantly reduce the amount of maintenance required.
- Periodic professional maintenance
You may wish to consider scheduling periodic professional maintenance services for tasks beyond the scope of regular cleaning staff. Professional carpet cleaning, window washing, and upholstery cleaning can rejuvenate the office space, whereas roof and gutter inspections and gardening services can go a long way to prevent damage from the environment.
- Health and safety inspections
Check signage is in place and in good order, inspect doors, windows and any other hinged articles for proper function, report potholes or other hard surface damage and ensure all alarms are periodically tested: carbon monoxide, fire, smoke and intruder alarms are all included…
- Electrical systems
Electrical systems are determined as safe by BS7671. Wiring systems within commercial spaces are required to be checked every five years, or sooner if there is a change of use to the building, or alteration /addition to the electrical systems. This inspection should be carried out by a competent and qualified electrician, and records kept for five years or more.
Portable appliance testing (PAT) is not legally required, but it is recommended by the Health and Safety Executive (HSE) that it should take place between every 3 and 12 months.
- Adapt to seasonal changes
Seasonal changes can affect the condition of your office space. Prepare your commercial space for winter by ensuring insulation and heating systems are in good condition, pathways are clear of snow and ice and pipes are safe from freezing. In summer, maintain air conditioning units and ensure proper ventilation to prevent overheating.
By implementing these maintenance tips, building and facilities managers can ensure that their refurbished office spaces remain in excellent condition. A well-maintained office promotes a positive work environment and makes for a pleasant place to meet with customers and suppliers, contributing to the overall success of the organisation.
