Workplace Cold and Flu Prevention: Expert Tips to Keep Your Team Healthy

The changing leaves and cooler weather is nice, however it’s the perfect setup for cold and flu season to make its unwelcome return, especially in our workplaces. For business owners and facility managers, this isn’t just a minor annoyance; it’s a serious hit to the wallet. Seasonal flu alone costs U.S. businesses over $11 billion every year in lost productivity, with about $8 billion of that coming directly from employees calling in sick. When you factor in “presenteeism”—where sick workers are still at their desks but barely productive—the costs just keep going up. Throw in the common cold and other respiratory bugs, and you’re looking at another $25 billion annually in lost productivity from both missed days and lower efficiency. These aren’t just numbers on a page; they translate to real-world problems like extra overtime, delayed projects, and lost sales.

Here at Jani-King, we’ve seen time and again how taking action early to help workplace cold and flu prevention can really make a difference. As leaders in commercial cleaning, our teams do more than just clean—they protect everyone’s health. In this article, we’ll break down practical steps to slow the spread of germs, explain why your cleaning staff should be top-notch at stopping germ transmission, and answer important questions to help your facility stay ahead of the game. No matter if you run an office, a store, or a warehouse, these tips can help keep your team healthy and your business running smoothly.

Why Janitorial Staff Need to Be Germ-Spread Detectives

Think of your cleaning crew as the quiet guardians keeping colds and flu out of your workplace. They’re the ones handling the germ hotspots we all touch daily – doorknobs worn smooth by countless hands, elevator buttons hit in a rush, and meeting tables used by people who might be coughing. But here’s the thing: why does it matter if they know how germs actually spread? Understanding isn’t just about knowing; it’s about knowing *exactly* how to fight them.

Colds and flu viruses travel on tiny droplets from sneezes, coughs, or even just talking, and they can hang around on surfaces for hours – sometimes even days for the flu. Research suggests that up to 80% of infections are passed on by touching contaminated spots, not just through the air. When your cleaning team knows this, they can focus their efforts smarter: a quick disinfectant spray on a keyboard could stop a chain reaction that would otherwise keep three people out of work.

Take busy areas like break rooms or bathrooms, for example. Cleaners who know that viruses thrive in dry conditions can tweak their cleaning schedules to include keeping things more moist, along with using disinfectants. This focused way of working means less waste of cleaning products, gets the job done faster, and makes your team feel more confident. At Jani-King, we teach our cleaners to spot these germ magnets, making sure every clean we do helps keep illnesses at bay. When our staff are well-informed, it means fewer outbreaks, fewer sick days, and a workplace where everyone feels safer and healthier.

How Do Germs Spread in the Workplace? Common Questions Answered

Workplace cold and flu prevention starts with demystifying the enemy. Let’s tackle some burning questions with straightforward answers, backed by science and our cleaning expertise.

What’s the Difference Between a Cold and the Flu, and Why Does It Matter for Prevention?

A common cold is typically caused by rhinoviruses, often resulting in sniffles, a sore throat, and some mild tiredness. In contrast, the flu (or influenza) hits much harder, bringing on symptoms like fever, body aches, and exhaustion that can leave someone feeling completely wiped out for a week. Both illnesses spread in similar ways—through respiratory droplets and by touching contaminated surfaces—but the flu is generally more contagious and severe, particularly in places where lots of people gather.

Why should we pay attention to this? While the prevention methods for colds and flu overlap, the flu requires extra caution. According to the CDC, getting a flu shot can reduce your risk of getting the flu by 40 to 60 percent. Meanwhile, washing your hands regularly can cut down your chances of catching either illness by 20 to 30 percent. In workplaces, for example, just one case of the flu can quickly spread and infect up to 10 percent of the staff within a few days. This is why it’s crucial to combine various strategies—such as improving ventilation and keeping things clean—to help stop the spread.

How Long Do Germs Live on Surfaces, and Which Ones Are the Worst Offenders?

Flu viruses can survive on hard surfaces like doorknobs for up to 48 hours, while cold viruses hang on for 24 hours or less. Soft spots like fabrics? Up to a week. The worst offenders? High-touch areas in busy workplaces.

Here’s a quick list of the top 10 germ hotspots Jani-King teams target daily:

1. Doorknobs and handles – Touched 100+ times daily; harbor 80% more bacteria than toilets.
2. Keyboards and mice – Personal but shared in open offices; flu viruses detected on 25% of them.
3. Elevator buttons – Vertical highways for germs; one study found 40 types of bacteria per button.
4. Coffee machine handles – Morning ritual gone wrong; E. coli traces in 50% of samples.
5. Conference room remotes and phones – Silent spreaders; viruses live 72 hours on plastics.
6. Vending machine buttons – Impulse buys, impulse infections; high viral load from hands.
7. Restroom flush valves – Obvious but overlooked; aerosolized droplets travel 6 feet.
8. Copy machine screens – Quick copies, lasting contamination; 90% of users skip sanitizing.
9. Break room microwaves – Shared sponges breed bacteria; flu droplets inside for days.
10. Stair railings – Underrated; in multi-floor buildings, they’re germ expressways.

Regular disinfection with EPA-approved cleaners can eliminate 99.9% of these threats. Pro tip: Time your deep cleans for after peak hours to catch the day’s grime.

7 Proven Strategies to Implement Workplace Cold and Flu Prevention Today

Knowledge is great, but action wins. Here’s an actionable list of seven strategies, drawn from our decades of commercial cleaning experience. Mix hygiene, habits, and professional support for maximum impact.

1. Mandate Hand Hygiene Stations: Place sanitizer dispensers at entrances and high-touch zones. Studies show this cuts illness by 16-21%. Opt for 70% alcohol-based formulas for flu-killing power.
2. Upgrade to Touchless Tech: Motion-sensor faucets, doors, and trash cans reduce contact by 70%. It’s a one-time investment that pays off in fewer sick days.
3. Schedule Routine Disinfections: Daily wipes for horizontals, weekly deep cleans for verticals. Use microfiber cloths to avoid spreading germs—Jani-King’s Green Clean program uses eco-friendly, virus-busting solutions.
4. Promote Personal Wellness: Encourage flu shots on-site (boost uptake by 25%) and remind staff to stay home if sick. Wellness challenges, like “hydration heroes,” build habits.
5. Optimize Layout for Distance: Rearrange desks for 6-foot spacing and use barriers in waiting areas. In retail, floor markers guide safe queues.
6. Monitor and Educate: Track absenteeism patterns and run monthly workshops on germ myths. Knowledge empowers—our Jani-King training modules make it easy.
7. Partner with Pros: Don’t DIY everything. Commercial cleaners like Jani-King handle the heavy lifting, from electrostatic fogging in large spaces to customized audits that identify hidden risks.

Implementing even three of these could slash your flu-related costs by 20-30%, keeping your team at full strength.

The Bigger Picture: Building a Resilient Workplace

Workplace cold and flu prevention isn’t a seasonal chore—it’s a year-round commitment to health and hustle. By understanding germ dynamics, your janitorial staff becomes a strategic asset, turning routine cleans into outbreak blockers. We’ve equipped thousands of businesses with these tools, from small startups to Fortune 500 giants, proving that a cleaner space is a healthier, more profitable one.

At Jani-King, we’re more than cleaners; we’re your allies in this fight. Our franchise network delivers consistent, science-backed services tailored to your needs—whether it’s a one-off flu-season blitz or ongoing maintenance. Ready to fortify your facility? Contact us today for a free consultation and let’s slow down those bugs together.