This guide equips you with the essential etiquette and a handy checklist to turn your conference room from a messy wasteland of coffee rings and crumpled notes, to a sparkling clean one that invites innovation and collaboration.
The Ultimate Conference Room Cleaning Etiquette And Checklist
| Task | Who's Responsible | Frequency | Instructions |
|---|---|---|---|
|
Wipe Down Surfaces: Tables, chairs, countertops, light switches, door handles |
Last person to use the room |
After each meeting |
Disinfect or spray common high-touch areas like doorknobs, light switches, equipment buttons, chair arms, remotes, and the like. |
|
Erase Whiteboard and Flip Charts |
Last person to use them |
After each meeting |
Erase all markings from the whiteboard. If there are still marks, use a whiteboard cleaner or dampen a clean microfiber cloth and wipe off the marker residue |
|
Collect and Dispose of Trash |
Meeting attendees |
After each meeting |
Collect all post-meeting trash, like wrappers, cups, disposable containers, paper scraps, and the like. Throw them all away in the proper garbage bin designation.
|
|
Put Away Supplies: Markers, pens, remotes, etc. |
Meeting attendees |
After each meeting |
Put away all used supplies to their original storage locations. Neatly place all pencils, markers, and stacked papers in the proper containers/shelving. Return any equipment that needs charging back to their charging stations. |
|
Arrange Chairs |
Meeting attendees |
After each meeting |
Push in all chairs and ensure they are evenly spaced around the table. This gives a sense of uniformity and professionalism. |
|
Report Spills or Stains |
Meeting attendees |
Immediately |
Spot clean spills or stains or alternatively, report them to the office admin or cleaning staff for immediate action. This prevents tough stains in the future and also draws away pesky pests like cockroaches. |
|
Restock Supplies: Markers, notepads, water, etc. |
Designated person/office manager |
As needed |
If stocks are low for writing materials, papers, and various conference room essentials, remind the office admin immediately. They will be able to maintain a stable stockpile to keep the conference room ever-ready. |
|
Deep Clean Carpets |
Professional cleaners
|
Quarterly |
Schedule regular deep cleaning of carpets and upholstery with the cleaning crew or have the office admin do this. Professional cleaning once in a while is essential to keep the conference room smelling fresh and looking at its best state. |
|
Clean Windows |
Professional cleaners
|
Bi-annually |
|
|
Clean Air Vents |
Professional cleaners |
Annually |
Any ventilation systems like HVACs, HEPA filters, and the like, should also undergo professional cleaning to prevent dust accumulation and ensure a breathable space. |
Going Beyond The Checklist To Keep Any Conference Room Looking Its Best
Respect the Space
Treat the conference room as you would treat your personal workspace. Do not leave personal belongings behind as it can be quite unprofessional, especially if your company is hosting a high-ticket client. Return furniture to their original position as well, to give it a sense of organization.
Use Coasters and Napkins
If food and beverages are permitted, remind all attendees to clean up after themselves and use coasters and napkins. They should be told any spills need to be immediately cleaned. Consider designating a separate area of the room for food and drinks to minimize messes.
Control Noise Pollution
Practice spatial awareness by controlling voice inflection. This is especially relevant if other meetings nearby are in progress. Conversations should be kept at a reasonable volume and disruptive behaviors like loud phone calls or blasting music should be avoided.
Equipment Etiquette
Most conference rooms are equipped with projects, screens, or video conferencing equipment— make sure everyone knows how to use them properly. Return remotes to their designated spaces, log out and turn off computers, and don’t leave the lights turned on when leaving the room.
Key Takeaway
The basic tenet of conference room etiquette— treat it as you would want your workspace to be treated if other people were using it. That means no leaving of trash, keeping everything set in its proper place, a clean and dust-free environment— well, you get the picture.
Following this simple checklist, you can make any conference room into a welcoming space where everyone can enjoy and collaborate. A little bit goes a long way.