Office maintenance is an essential behind-the-scenes investment. Monitoring the condition of equipment and systems to prevent damage and reacting in a timely fashion when damage does occur are integral to keeping the work processes running smoothly.
It also reduces costs long-term: for example, in Australia, a business is entitled to tax deductions for their repairs and maintenance expenses. Here’s an overview of the three main categories of office maintenance tasks and how they affect the overall success of a business.
This is the most obvious category because its negative consequences are the most immediate. It encompasses the monitoring, repair, and replacement of everyday workplace equipment, such as:
- Office computers,
- Office phones,
- Copy machines and scanners,
- Water fountains and water coolers,
- Lighting fixtures,
- Kitchen and leisure appliances,
- Building IT equipment, etc.
Proper technical maintenance in the office contributes to employee productivity. The workers operate better when they have proper lighting, optimal temperature, and an organized workspace free of clutter. In other words, the goal of technical office maintenance is to eliminate as many distractions as possible. It is to facilitate increased focus so that the quality of work rises and business goals are met more efficiently.
In other words, these are the sanitation and janitorial services. They include the cleaning of the general space: hallways and floors, stairways, etc. as well as sanitary facilities of all types: toilets, showers, and changing rooms.
Windows and balcony panes fall under this category as well. Flexible rope access is a frequent choice for external window cleaning in Sydney, along with other methods like scaffolding, adjustable mobile elevated platforms, and suspension mechanisms like booms, davits, and bosun chairs.
In addition, hygienic maintenance refers to the upkeep of sanitation-related systems which aren’t all that visible, like:
- Water supply pipelines,
- Water treatment points,
- HVAC setups,
- Ventilation ducts,
- Storage spaces, etc.
Each of these requires the attention of a licensed professional who specializes in that particular type of maintenance work, and is usually affected by specific legislation. For instance, Australian laws for business refrigeration and air-conditioning dictate what appliances and substances can be used in accordance with environmental protection policies.
Proper hygienic maintenance is a primary factor in employee welfare, as it directly affects people’s health. It also results in an increased feeling of comfort in the workplace, which in turn makes for a more pleasant and therefore more work-conducive office environment. Finally, it impacts the image of the business: it shows a company that meets the daily needs of its staff with care and dignity. Such positive impressions greatly contribute to the company’s reputation among current and potential future employees, as well as competition.
Maintaining office safety in the technical sense encompasses the inspection and upkeep of equipment, tools, and systems which pertain to the life and physical well-being of employees and all related staff. These include:
- Physical access and safety
- obvious and easily reachable exits,
- denotations of evacuation routes,
- safe staircases, fire escape ladders, and such,
- diligent lift maintenance, etc.
- Security measures
- identity confirmation points,
- checkpoints for items brought into and out of the office,
- external and internal surveillance, etc.
- Hazard response solutions
- fire extinguishers,
- antidotes to common workplace chemicals,
- accessible first-aid kits,
- easy access for arriving emergency services, etc.
There is also the matter of data safety, which encompasses individual employee information in addition to standard company files and business processes. This, however, circles back to technical maintenance, i.e. the upkeep of the office IT setup, hardware and software alike.
By its very nature, monitoring office safety systems falls under preventive maintenance work. The focus is on making certain that security systems and equipment function before they’re acutely needed, in order to prevent such a need in the first place – especially in terms of hazard scenarios.
Although not at the forefront of business efforts, office maintenance still affects a company’s bottom line. It directly contributes to employee safety and satisfaction, which in turn improves focus, motivation, productivity, work quality, and the business’s reputation. Proper maintenance also reduces operational costs: it may be exempted from tax and it can save money on large repairs by preventing significant damages in the first place.