Coordinated Business Systems Blog

Is your office a breeding ground for germs?

How to disinfect your copier and other commonly used office technology devices in your office.

Bacteria and germs often lurk in office equipment and are easily transferred. In a detailed study conducted by Chuck Gerba Ph.D., he found that the average desktop has 400 times more bacteria than a toilet bowl, simply because people usually don't clean their desks regularly. Imagine the amount bacteria on your office’s copier, something that everyone touches throughout the week and probably rarely gets cleaned. Viruses such as the flu can survive for two to three days on desktops, phones, and computer keyboards. Hand sanitizers, disinfecting soaps, and sprays are popular methods of cleaning your hands and office spaces; however, these options will damage your copier and other technology devices in your office.



Sprays can get inside your copier and end up causing damage or interfering with sensors. Disinfecting wipes won’t damage your copier and allow for you to be able to wipe all surfaces on the outside of your copiers and printers, including the touchscreen. Do not spray anything directly on the screen or operation panel buttons and do not use a gel hand sanitizer.



Remove dirt, dust, and crumbs from the keyboard by using a can of compressed air and holding it approximately 6 inches from the keyboard, spray along the perimeter of each key. You can disinfect your keyboard by using a disinfectant wipe on the top and sides of each key and then clean the surface and bottom of the keyboard thoroughly. You should always use a new disinfectant wipe to clean the mouse thoroughly. Your monitor or laptop screen can be cleaned by Dampening a microfiber cloth with plain water and gently wiping the monitor to remove dirt and fingerprints. Avoid placing pressure on the monitor screen as pushing on the screen can damage the pixels of a flat-screen monitor. Disinfect the monitor by using a disinfectant wipe specifically designed for LCD and laptop screens.



Remove dirt from the keypad and speaker by using a can of compressed air and holding it approximately 6 inches from the surface when spraying. Wipe the entire surface of the phone by using a disinfectant wipe. Use a separate disinfectant wipe to clean the whole surface of the headset, including the speaker and microphone.



Everyone should try to do their bit to keep the office environment as clean as possible:

  • Implement a clean desk policy. If empty food storage containers or coffee cups are lying around on desks or the break room, dirt and germs could quickly follow.
  • If your co-workers are at work when they're ill, it could spread throughout the office. Try and contain the problem encouraging them to stay home or by sending sick people home.
  • Consider installing anti-bacterial hand sanitizers or wipes in convenient areas around the office or building premises
  • Encourage everyone at your office to periodically wipe down their desks, keyboards, and phones.
  • Discourage everyone from using other employees' phones, desks, and computers.
  • Don’t forget to frequently wipe down and disinfect the copiers, printers, computers, and phones that are in co-working spaces.

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