Practice Note 303
Enhanced Workplace Hygiene Protocol (EWHP)
Document Status
This practice note represents current best practices as established by Clean Workspaces UK. It is designed to provide practical implementation guidance for facility managers and workplace hygiene coordinators. While voluntary, adherence to this protocol is recommended for organizations seeking Clean Workspaces UK certification.
1. Introduction
The Enhanced Workplace Hygiene Protocol (EWHP) provides a comprehensive framework for establishing, implementing, and maintaining effective hygiene practices in commercial office environments. Developed in consultation with environmental health scientists, facilities management experts, and occupational health specialists, this protocol represents an evidence-based approach to workplace hygiene that balances effectiveness, practicality, and sustainability.
This practice note:
- Defines the five core components of the EWHP framework
- Outlines implementation procedures for each component
- Provides guidance on adaptation for different workplace environments
- Establishes quality assurance measures and performance indicators
- References supporting research and technical specifications
2. Scope and Application
The EWHP is designed primarily for standard commercial office environments including:
- Open-plan and private office spaces
- Meeting rooms and collaborative areas
- Reception and visitor zones
- Staff amenity areas (kitchens, break rooms)
- Circulation spaces (corridors, lobbies, stairwells)
While the core principles apply to all workplace types, specialized environments such as healthcare facilities, laboratories, food preparation areas, and manufacturing spaces may require additional measures beyond the scope of this protocol. Supplementary guidance for these environments is available in separate practice notes.
The protocol is applicable to:
- Organizations developing new workplace hygiene programs
- Facilities seeking to enhance existing hygiene measures
- Property managers establishing building-wide standards
- Companies preparing for Clean Workspaces UK certification
3. EWHP Framework Components
The EWHP consists of five integrated components that work together to create a comprehensive approach to workplace hygiene:
3.1 Risk Assessment and Planning
This foundational component involves systematic identification and evaluation of hygiene-related risks in the workplace environment. Key elements include:
- Comprehensive workplace hygiene audit using standardized assessment tools
- Identification of high-touch surfaces and critical control points
- Occupancy pattern analysis and peak usage mapping
- Documentation of existing hygiene infrastructure and protocols
- Gap analysis against EWHP standards and best practices
- Prioritization of intervention areas based on risk level and impact potential
The output of this component should be a documented Hygiene Risk Assessment and a prioritized Hygiene Enhancement Plan.
3.2 Infrastructure and Resource Provision
This component focuses on establishing the physical and resource infrastructure necessary to support enhanced hygiene practices:
- Strategic placement of hand hygiene facilities (minimum specifications defined in Appendix A)
- Selection and provision of appropriate cleaning and disinfection products (approved list in Appendix B)
- Specification of suitable cleaning equipment and tools
- Implementation of touch-minimization measures where feasible
- Adaptation of waste management systems to support hygiene protocols
- Establishment of adequate storage and preparation areas for cleaning operations
Resources should be selected based on efficacy, safety, sustainability, and appropriateness for the specific environment.
3.3 Protocol Development and Documentation
This component involves creating clear, detailed hygiene protocols and procedures:
- Development of standard operating procedures (SOPs) for routine cleaning and disinfection
- Creation of specialized protocols for high-risk areas and touchpoints
- Establishment of clear frequency schedules and responsibility matrices
- Documentation of product usage instructions and safety requirements
- Development of escalation procedures for hygiene-related incidents
- Integration with other workplace policies (e.g., illness reporting, visitor management)
All protocols should be documented in accessible formats and maintained in a centralized Hygiene Management System.
3.4 Training and Communication
This component focuses on ensuring that all workplace users understand and can implement appropriate hygiene practices:
- Comprehensive training program for cleaning personnel (curriculum outlined in Appendix C)
- Role-specific hygiene education for all staff members
- Clear communication of hygiene expectations and responsibilities
- Strategic placement of hygiene guidance and reminders in key locations
- Regular updates and refresher training to maintain awareness
- Mechanisms for two-way communication on hygiene matters
Training should utilize multiple methods (in-person, digital, visual) to accommodate different learning styles and ensure comprehensive understanding.
3.5 Monitoring and Continuous Improvement
The final component establishes systems for ongoing evaluation and enhancement of hygiene practices:
- Implementation of regular hygiene audits using standardized tools
- Establishment of key performance indicators (KPIs) for hygiene effectiveness
- Collection and analysis of feedback from workplace users
- Documentation and investigation of hygiene-related incidents
- Regular review and update of hygiene risk assessments
- Continuous improvement processes to address identified gaps
A formal review cycle should be established with clear responsibilities for implementing improvements identified through monitoring activities.
4. Implementation Guidance
4.1 Phased Implementation Approach
For organizations new to the EWHP, a phased implementation is recommended:
| Phase | Focus Areas | Typical Duration |
|---|---|---|
| 1. Foundation | Risk assessment, basic infrastructure, essential protocols | 1-2 months |
| 2. Development | Enhanced infrastructure, comprehensive protocols, initial training | 2-3 months |
| 3. Integration | Full protocol implementation, complete training program, monitoring systems | 3-4 months |
| 4. Optimization | Refinement based on monitoring, advanced training, continuous improvement | Ongoing |
4.2 Resource Requirements
Successful implementation typically requires:
- Designated Hygiene Coordinator with allocated time (minimum 0.2 FTE for organizations <100 people, scaling upward for larger facilities)
- Implementation budget for infrastructure enhancements (typical range: £5-15 per m² depending on existing facilities)
- Ongoing operational budget for consumables and maintenance (typical range: £2-5 per m² annually)
- Training time allocation for all staff (initial: 1-2 hours per person; refresher: 30-60 minutes quarterly)
- Administrative support for documentation and record-keeping
4.3 Adapting to Different Environments
While maintaining the core framework, implementation should be adapted based on:
Facility Characteristics
- Size and layout complexity
- Age and condition of building
- Existing hygiene infrastructure
- Shared vs. dedicated facilities
- Ventilation systems and air quality
Occupancy Patterns
- Density and distribution of users
- Operational hours and peak periods
- Visitor frequency and access areas
- Activity types and movement patterns
- Special events or seasonal variations
Organizational Factors
- Management structure and responsibilities
- Existing policies and procedures
- Staff engagement and culture
- Resource availability and constraints
- Industry-specific requirements
Risk Profile
- Vulnerable populations present
- Business continuity requirements
- Regulatory or compliance obligations
- Public interface and reputational factors
- Historical hygiene challenges
5. Quality Assurance and Verification
5.1 Performance Indicators
The effectiveness of EWHP implementation should be measured using multiple indicators:
| Indicator Type | Example Metrics | Measurement Method |
|---|---|---|
| Process Compliance | Protocol adherence rate, training completion percentage, audit frequency | Documentation review, process audits |
| Physical Verification | Surface cleanliness standards, ATP readings, air quality parameters | Visual inspection, scientific testing |
| User Experience | Satisfaction ratings, perception of cleanliness, reported concerns | Surveys, feedback systems |
| Outcome Measures | Absenteeism rates, reported illness, productivity metrics | Organizational data analysis |
5.2 Verification Methods
Organizations should implement a multi-level verification approach:
Level 1: Routine Monitoring
Daily/weekly checks performed by operational staff:
- Visual inspections using standardized checklists
- Verification of completion of scheduled activities
- Supply level monitoring and replenishment checks
- Immediate issue identification and resolution
Level 2: Periodic Audits
Monthly/quarterly reviews by hygiene coordinator:
- Comprehensive hygiene audits using EWHP framework
- Documentation review and compliance assessment
- Staff knowledge verification through spot checks
- Trend analysis and performance tracking
Level 3: Scientific Validation
Quarterly/biannual objective measurements:
- ATP testing of critical surfaces (standards in Appendix D)
- Air quality assessment using calibrated equipment
- Microbiological sampling in high-risk areas
- Independent laboratory analysis of results
Level 4: Management Review
Annual comprehensive evaluation:
- Full EWHP implementation assessment
- Review of all verification data and trends
- Cost-benefit analysis of hygiene program
- Strategic planning for continuous improvement
6. EWHP Certification
Organizations implementing the EWHP may pursue certification through Clean Workspaces UK's recognition program:
6.1 Certification Levels
| Level | Requirements | Validity |
|---|---|---|
| Bronze | Implementation of all EWHP core components at basic level | 1 year |
| Silver | Comprehensive implementation with documented monitoring system | 2 years |
| Gold | Advanced implementation with scientific validation and excellence in all components | 3 years |
6.2 Certification Process
- Self-assessment using EWHP Readiness Tool (available on Clean Workspaces UK website)
- Application submission with supporting documentation
- Independent verification audit by certified assessor
- Remediation of any identified gaps
- Certification award and public recognition
- Periodic surveillance audits to maintain certification
Certified organizations receive recognition materials, listing in the Clean Workspaces UK directory, and access to advanced resources and networking opportunities.
7. Supporting Resources
The following resources are available to support EWHP implementation:
7.1 Implementation Tools
- EWHP Implementation Handbook (comprehensive guidance document)
- Risk Assessment Tool (standardized audit format with scoring system)
- Protocol Templates (customizable procedures for common workplace types)
- Training Materials (presentation decks, handouts, assessment tools)
- Monitoring Toolkit (verification checklists, KPI tracking templates)
7.2 Technical Appendices
Detailed technical information is provided in the following appendices:
- Appendix A: Hand Hygiene Facility Specifications
- Appendix B: Approved Cleaning and Disinfection Products
- Appendix C: Training Curriculum Standards
- Appendix D: Surface Cleanliness Standards and Testing Protocols
- Appendix E: Sample Documentation Templates
7.3 Additional Support
Organizations implementing the EWHP can access:
- Technical advisory service through Clean Workspaces UK
- Implementation workshops (scheduled quarterly in major cities)
- Peer networking through the Hygiene Leaders Forum
- Directory of accredited consultants and service providers
8. References and Further Reading
- Clean Workspaces UK (2024). Enhanced Workplace Hygiene: Evidence Review and Implementation Framework. London: CWUK Publications.
- British Standards Institute (2023). BS 8628:2023 - Cleaning and Hygiene Management in Non-Healthcare Settings. London: BSI.
- World Health Organization (2023). Healthy Workplaces: A Model for Action. Geneva: WHO.
- Royal Society for Public Health (2024). Workplace Hygiene Standards for the 21st Century. London: RSPH.
- Health and Safety Executive (2024). Managing Workplace Health Risks: Approved Code of Practice. London: HSE Books.
- International WELL Building Institute (2023). WELL Building Standard v3. New York: IWBI.
- Mitchell, S. et al. (2024). Effectiveness of Enhanced Hygiene Protocols in Commercial Office Environments. Journal of Environmental Health, 86(4), 8-17.
- Thompson, C. and Nakamura, P. (2023). Cost-Benefit Analysis of Strategic Hygiene Interventions. Facilities Management Journal, 35(2), 28-36.