Health and Safety Executive

Reducing slip and trip accidents caused by floor cleaning

SIM 03/2008/03

Author unit / section:
STSU, Utilities Section, Nottingham
Target audience:
All HSE and LA visiting staff

Summary

This SIM provides information to HSE as well as LA Enforcement Officers, who may be carrying out visits in relation to reducing slip and trip accidents caused by floor cleaning. This work forms part of the planned delivery of the HSC/E Fit3 Strategic Delivery Programme.

Aim

1 The aim of the project is to reduce slips and trips associated with floor cleaning activities at premises across all sectors (primarily education, health and manufacturing for HSE and the hospitality and retail industries and warehousing for LAs).

2 The primary objectives are:

  1. To target staff resources at slip and trip accidents in those premises we can have the greatest impact and so raise the standards of cleaning at such premises;
  2. Where cleaning is contracted out, to influence cleaning companies to improve their cleaning regimes through, for example, better liaison with their clients; and to influence clients to manage and monitor the health and safety performance of their cleaning contractors;
  3. To improve inspector, HSAO and LA Enforcement Officer knowledge of the standards expected for cleaning; and
  4. To advise and enforce according to the enforcement management model (EMM).

3 We are also asking visiting staff to raise awareness of other risks in cleaning associated with dermatitis, manual handling and falls from height (particularly low falls (below head height)).

4 Where appropriate, we are also asking visiting staff to consider the issue of temporary or migrant labour (including language issues).

5 Further information/links on these issues can be found in Appendices 2 and 3.

Background

6 Cleaning is a key factor in the control of slips and trips because it affects the surface properties of the floor, the safety of pedestrians (including the cleaners themselves) and the control of contamination and obstacles. Cleaning removes the contamination and obstacles, but it can also introduce them. Cleaning is undertaken in all premises, and by targeting cleaning we are impacting on accidents both to cleaners and to other personnel who work in the zone where cleaning is taking place. There is also a potential impact on accidents to members of the public caused by slips/trips (primarily in the LA enforced sectors).

7 During 2007/08 FOD/LAs ran (17) half-day seminars for contract cleaning companies, clients, facilities managers etc aimed at raising awareness of the issues as well as giving information on other cleaning related topics Dermatitis, Manual Handling and Falls. These seminars were supported by targeted visits to contract cleaners and in-house cleaning teams (raising awareness, giving advice and guidance) and investigations of a number of RIDDOR incidents arising from cleaning activities. (For more information see OM 2007/01).

8 The ST&F Programme Team is planning to carry out a fuller evaluation of the seminars during 2008/09 by contacting a representative sample of those who attended the seminars.

9 For 2008/09 we want FOD/LA visiting staff to continue the visit programme begun in 2007/08. This instruction provides guidance on types of duty holders to visit and includes a simple aide memoir that can be used at visits (Appendix 1).

Resource required

10 The FOD Delivery Plan confirms the resource allocation by division.

Action required

Visits

11 HSE and LA visiting staff should NOT visit those companies that attend the seminars.

12 HSAOs should carry out advisory visits to smaller contract cleaning companies (those with fewer than 10 employees: the aim is to promote the messages in the cleaning information sheet (S&T2)).

13 B3s and B4s should undertake visits to the larger contract-cleaning companies as well as dealing with those clients who have their own in-house cleaning teams. We acknowledge that in factories there may not be any cleaning teams but simply operators cleaning their own area(s). Visits to in-house cleaning teams should be targeted at food, manufacturing and public sectors (including health, education and local government, subject to agreement by the Public Services Programme). Inspectors might also find it useful to visit actual cleaning operations following a head-office type visit.

14 We have not defined larger contract cleaning companies. These could well be multi-site or multi-sector companies, or facilities management companies.

15 LA Enforcement Officers should arrange visits on similar principles. As many contract cleaning companies work in LA and HSE enforced premises it is important that visiting officers liaise with their HSE/LA counterparts to ensure that the same company is not visited by different authorities.

16 HSE staff should also check the LOPP/FOILE status of some of the larger companies/clients before undertaking any visits. As at Christmas 2007, there are no large cleaning contractors that are pilot companies as part of the LOPP/FOILE initiatives.

17 For visits to public sector clients, HSE staff should also contact the relevant National Account Manager or Point of Contact.

18 Although we have little information on the number of contract cleaning companies in the UK, Safety Unit, with the assistance of the Cleaning & Support Services Association (CSSA), has produced a list of larger national contract cleaning companies that can be used to plan visits. This is attached at Appendix 4.

19 We have identified the Head Offices of the large companies, many of which have subsidiary companies (e.g. Mitie Group plc, OCS Ltd). Inspectors should seek information about the autonomy of the subsidiary companies before deciding whether visits should be made to such subsidiary companies. However, Divisions will still need to carry out some searches on local databases or websites and gather intelligence on contract cleaning companies used via large and service sector employers and facilities management companies.

Investigations

20 Staff should continue to apply the selection criteria for mandatory investigations for slip/trip incidents. In addition, staff should identify RIDDORs for non-mandatory Over Three Day and major injuries where a slip has occurred during or as a result of cleaning practice. The accident kinds are:

  • 0610 Slips - wet,
  • 0620 Slips - dry,
  • 0680 Slips other, and
  • 0690 Slips - unknown.

21 Inspectors and LA Enforcement Offices should use any identified non-mandatory accidents as a tool to initiate dialogue with the duty holder on managing the risks from slips and trips rather than investigating the incident. If there are no F2508s or reported incidents, then visiting staff can ask dutyholders to identify where they have had near misses. The Surtronic duo could be used in such cases to demonstrate slip risks.

22 Accidents to contract cleaners themselves are normally recorded under SIC 7470 (industrial cleaning) or SIC 7032 (management of real estate) but may sometimes appear under other SICs.

Enforcement

23 Inspectors/LA Enforcement Officers should consider the use of Enforcement Notices where appropriate, using the inspection topic pack and EMM.

Sector and programme team support

24 The cleaning project is supported by the S&T Team and STSU.

Work recording

25 COIN recording details will be notified by FOD.

Other issues to be aware of

26 The topic packs on Migrant Working , Duty to Manage Asbestos, and Worker Consultation and Involvement may be relevant and useful when engaging with this sector, and also the Diversity & Delivery pages on the intranet.

Appendix 1 - Preventing slips and trips in floor cleaning - Visit pro-forma

Introduction

This visit pro-forma has been developed to help visiting staff when addressing slips and trips arising out of floor cleaning.

Company details

Name  
HO Address  
Name and position of person seen  
Number of employees  
Type of premises cleaned (e.g. offices, factories etc)  
Type of work undertaken (e.g. regular cleaning, shutdown, one-off job)  
Member of trade association (e.g. BICSc)  
Date of Visit  
COIN Reference  

Management systems

  • Premises
    • Do customers/clients explain hazards associated with premises?
    • If not, do you ask about these?
    • How do you pass information to employees? (see also Communications below)
  • Planning
    • What type of floor is it - e.g. smooth vinyl, tiles, safety tiles etc?
    • What type of contamination e.g. dry/wet, from the work and/or spillages?
    • How are the premises used - e.g. are they used by vulnerable people, members of the public?
  • Organising
    • When do you carry out cleaning e.g. are premises occupied during cleaning?
    • What is done to deal with spillages?
    • Have you carried out risk assessments? Has building owner/customer provided one for you?
  • Controlling
    • What type of cleaning method do you use? Is it a safe system of work?
    • Who supervises the work/cleaners and are the supervisors competent?
    • What type of equipment do you use - e.g. mops/buckets; electrical (buffers, scrubber driers)? How do you maintain it?
    • Do you keep people out of the area?
  • Communications
    • How do you get information from the client? How do you pass information onto employees? What information do you provide to your client (e.g. copies of risk assessments etc)?
  • Training
    • Are you/your employees trained? Who does this training e.g. external company or internal? How is this training done and do you keep records and provide refresher training?
  • Monitoring and review
    • Do you have a system for reporting incidents or near misses? Do you keep reports of them? How do you manage changes to equipment or materials (e.g. chemicals), alterations in premises etc? Does your risk assessment need amending

Contamination control

  • Do you or your client have a system for dealing with or preventing contamination e.g. use of spot cleaning; effective matting at entrances?
  • Do you use the correct cleaning method? Things to consider include:
    • Detergent (amount and contact time)
    • Spot cleaning
    • Mopping (wet and dry)
    • Sweeping/brushing
    • Hose/power washing
    • Wet/dry vacuum
    • Scrubber-drier machines.
  • How do you avoid creating additional risks?
    • Cleaning can introduce additional risks e.g. leaving a smooth floor wet after cleaning; use of cones/signs/barriers; exclusion; cleaning in sections
    • For cleaning staff do you provide appropriate slip-resistant footwear?

Obstacles (trip hazards)

  • Good housekeeping
    • Does client/customer keep areas clear and free from obstructions? Do cleaners report untidy work areas to supervisors and onto client?
    • Are there trailing cables, boxes piled up, poorly maintained storage areas etc?
    • What happens to the rubbish?
    • Are the floors uneven?
    • Is there enough lighting?

Working at height

  • Have you identified any work at height you may do?
  • Have you done a risk assessment?
  • What type of equipment do you use? Is it appropriate?
    • Ladders, stepladders, kick stools, long reach handles etc
    • Do you provide training for your employees on working at height, including how to maintain and inspect equipment?

Musculo-skeletal disorders

  • Do you have any reported incidents of back pain, muscle strain etc?
  • Have you carried out a risk assessment for manual handling work?
  • What type of equipment/materials do you use that involve lifting, pushing, pulling, including putting equipment into cars etc?
  • Do your employees have to change posture when working e.g. bending, twisting, turning, repetitive actions, kneeling etc?
  • Have you thought about work rotation?

Dermatitis

  • Are you aware of the symptoms of dermatitis e.g. dryness, itchiness, redness?
  • Have you done a risk assessment on exposure to chemicals, wet work etc?
  • Can your employees avoid contact with hazardous substances?
  • If not how do they protect the skin?
  • Do you/your employees check for signs of dermatitis?
  • Do you/your employees wear the appropriate personal protective equipment e.g. gloves?

Migrant workers

  • Do you employ migrant workers? Are they directly employed by you or through an agency?
  • If through agency who is responsible for health and safety?
  • Have you done a specific risk assessment for this?
  • What languages do they speak and how do you communicate with them?
  • What is their level of training and competence?

Lone working

  • Do any employees work alone?
  • Have you done a specific risk assessment?
  • How do you ensure their safety?
  • Have there been any incidents e.g. verbal or physical assaults?

COIN work recording

This document is designed to help you carry out visits. Visits should be recorded as per FOD Work Recording Instructions.

References

  • Slips and trips: the importance of floor cleaning (S&T2);
  • Reducing slip and trip accidents caused by floor cleaning (OM 2007/01);
  • Slips and Trips Topic Pack (August 2006);
  • Advisory Visits on Slips and Trips Supporting Information for HSAOs (on S&T intranet page);
  • (all available via intranet); and
  • S&T Web page.

Appendix 2 Other topics

Musculoskeletal disorders

Musculoskeletal disorders are the most prevalent cause of occupational ill health in Great Britain, being reported by one million people in 2005-06. They include back pain, and other problems affecting the muscles, joints, tendons, ligaments and nerves.

Further information:

  • Topic Pack: Musculoskeletal Disorders ;
  • HSG 234 Caring for cleaners MSD case studies on cleaning activities; and
  • Staff may also wish to refer to the guidance for inspectors developed for the Better Backs campaign in October 2006.

Falls from height

The biggest cause of work-related deaths in Britains workplaces. Deaths and injuries can also be caused by low falls (from below head height). Some of the larger contract cleaning firms also offer window cleaning and this is covered in Section 4 of the Topic Pack.

Further information:

An inspection checklist summarising the topic pack requirements can be found in Section 7 of the Falls Topic Pack.

  • Topic Pack: Falls from Height ;
  • OC 200/30 Safe Use of Ladders and Stepladders; and
  • OC 200/31 The Work at Height Regulations 2005.

Temporary/migrant workers

Research indicates that the cleaning industry may employ temporary/migrant or casual labour. Some of the key questions for the contract cleaning companies are:

  1. Do you use migrant workers?
  2. Do you employ them directly or are they supplied by an employment agency or other labour supplier?
  3. If supplied by a third party, is the agency/labour provider based in the UK or abroad?
  4. Who is responsible for the migrant workers' health and safety? You or the agency/labour provider?
  5. Has a suitable and sufficient assessment of the risks to which they are exposed been carried out?
  6. Have the (migrant) workers been provided with relevant information as to risks, instruction, induction and other health and safety training?
  7. Is there a language issue and if so how has it been overcome?
  8. Are they directly supervised and can they communicate with their supervisors?
  9. How and to whom can they raise any concerns about their health and safety?
  10. Is there history of accidents or work-related ill health to migrant workers? How does it compare with that of your UK workforce?

Further information:

OM 2006/06: Work Plan: Casual, Temporary and Migrant Working

Appendix 3 - Preventing dermatitis in the cleaning industry

Background

1 This activity is part of the Skin Disease Project within HSEs Disease Reduction Programme (DRP). The DRP aims to contribute to the FIT3 ill-health reduction targets by achieving a 2.4% reduction in the incidence of chemically induced ill health. The Skin Disease Project aims to achieve a 10% reduction in the incidence of work-related contact dermatitis by 2007/8 compared with 2003/4.

2 Work-related contact dermatitis is a skin disease caused by work. The commonest reaction of the skin to penetration through the barrier layer by a substance on its surface is an inflammation referred to as eczema. The main signs of eczema are redness, swelling, blistering, flaking and cracking. Its main symptom is itching. The type of eczema caused by contact with substances at work is called work-related contact dermatitis. It can be very painful, and severe enough to keep people off work or force them to change jobs.

3 According to HSEs statistics, dermatitis is a problem within the cleaning industry. This is most likely because of the pattern of duties performed by employees, which can involve frequent, repetitive water exposure in conjunction with soaps and other cleaning chemicals (wet work) and the use of cleaning products containing irritating and/or sensitising chemicals.

4 Feedback from the industry suggests that whilst health and safety is addressed within the training provided by the employer, the use of controls to prevent dermatitis can be difficult to secure.

5 The aim of addressing dermatitis as part of the slips & trips national project is to:

  • Raise awareness of work related contact dermatitis (hereafter referred to as dermatitis) within the cleaning industry.
  • Provide information about the control measures required to prevent dermatitis, as well as general advice on good practice control for exposure to cleaning chemicals, to address the potential for respiratory exposure.
  • Check on uptake of good practice controls.

Action required

6 OHIs to liaise with HSAOs in their division, who are organising HSE/LA workshops as part of the Slips and Trips national project, to provide input on dermatitis. A generic presentation is available that can be used at these workshops.

7 Visiting staff are requested to promote the issue of dermatitis; its causes and control measures; and to offer general advice on good practice control for exposure to cleaning chemicals, to address the potential for respiratory exposure.

Guidance and resources

8 Inspection Topic Pack Work Related Dermatitis or the HELA website

9 Additional information and resources can also be found at Skin at Work.

10 There are a number of COSHH Essentials control guidance sheets for the cleaning industry:

Recording

11 COIN recording details will be notified by FOD.

Appendix 4 - Larger contract cleaning companies

1 It has been difficult to produce a comprehensive list of companies that FOD Divisions can use in planning both the seminars and visits requested in this OM. However, with the assistance of the CSSA, Safety Unit is providing the following information for FODs use. You should note that there may be some companies that are not affiliated to any trade association.

British Cleaning Council (BCC)

2 The British Cleaning Council (BCC) http://www.britishcleaningcouncil.org/ was established in 1982, to promote the interests of the UK cleaning industry, and to be responsible for international relations on industry issues. Membership of the BCC is open to any recognised trade association, research, educational body or institution concerned with industrial, commercial and institutional cleaning. Individual commercial companies are not eligible for membership.

Cleaning & Support Services Association (CSSA)

3 The Cleaning & Support Services Association (CSSA) is a member of the BCC. It is the trade association for contract cleaning and support services. A list of its members is given at the end of this Appendix.

Other BCC Members

4 The British Institute of Cleaning Science (BICSc) another member of BCC also has a comprehensive list of member companies spread throughout the UK. A full list can be found on their website.

5 Other useful members of BCC are the Association of Building Cleaning Direct Service Providers (ABCD) and the British Association for Cleaning in Higher Education (BACHE).

6 BCC and its members are aware of this HSE initiative.

FOCUS/COIN/yell.com Searches

7 Using SICs 74701 (traditional cleaning), 74704 (specialised cleaning) and 74709 (cleaning NEC) to search FOCUS has revealed some 3,200 clients.

8 Using the same SICs to search COIN has revealed some 200 companies.

9 A search on yell.com - using 'cleaning and maintenance services' - has revealed some 8300 companies nationally.

10 In addition, many public sector organisations have their own in-house cleaning services or direct service providers. FOD will have better knowledge of these.

11 Clearly, FOD Divisions will need to carry out searches (on FOCUS, COIN and yell.com) to identify local companies. Hopefully, the information in this Annex will help FOD Divisions tackle the larger, national clients.

National Companies (Head Office location - more than one subsidiary company)

FOD Midlands
Ideal Cleaning Services Ltd 351 Nuthall Road, Nottingham NG8 5BX
Initial Cleaning Services/Rentokil Initial Castlegate House, Castlegate Way, Dudley DY1 4RR
MacLellan International Ltd McLellan House, Clews Road, Oakenshaw, Redditch B98 7ST
OCS Ltd Cleaning & Support Services, Direct House, Direct 2 Industrial Park, Roway Lane, Oldbury B69 3ES
FOD London 
ISS UK Ltd ISS UK Ltd, 44-50 Bath Road, Hounslow TW3 3EB
FOD WSW 
Mitie Cleaning & Support Services Ltd 7 Monarch Court, The Brooms, Emersons Green, Bristol BS16 7FH
FOD NW 
Mowlem Pall Mall Waterside Park, Smiths Road, Bolton BL3 2QJ
FOD ESE 
Regent Office Care/Regent Cleaning Services Head Office, Catteshall Mill, Catteshall Road, Godalming GU7 1NJ
Sherwood Prestige Oakwood House, 16 Mimram Road, Hertford, Hertfordshire SG14 1NN

Other CSSA members

FOD Scotland 
McKeown Cleaning Services Ltd 16 Crossveggate, Crossveggate Industrial Estate, Milngavie, Glasgow G62 6RA
FOD YNE 
Bullough Cleaning Services Ltd Craven House, Skipton BD23 2DE
FOD NW 
Consortium Cleaning Services 5 Grange Park Avenue, Cheadle SK8 1HH
Gorton Brothers Ltd Aeroworks, 5 Adair Street, Manchester M1 2NQ
Initial Specialist Services 4th Floor, Alexander House, Talbot Road, Manchester M16 0PG
Romec Ltd Exchange Street, Stockport SK3 0ET
Trendleway Cleaners Ltd 118 Chorlton Road, Manchester M15 4AL
FOD Midlands 
Aramark Ltd Suite A, Edward House, Grange Business Park, Enderby Road, Whetstone, Leicester LE8 6EP
London & Midland Cleaning Group Lamoc House, 7-9 Summer Hill Terrace, Birmingham B1 3RA
FOD WSW 
Chambers Property Care Ltd 1st Floor, 22 Southernhay West, Exeter EX1 1PR
Complete Cleaning Services (SW) Ltd Unit 4 Wessex Estate, Station Road, Exwick Exeter EX4 4NZ
Marchants Contract Cleaning Unit 9 Shrivenham 100 Business Park, Shrivenham, Swindon SN6 8TZ
MPS Support Services Ltd Unit 7-8, Redbridge House, Lower Bristol Road, Bath BA2 3EW
Trident Contract Services Ltd Sully Hospital, Hayes Road, Sully, South Glamorgan CF64 5YA
FOD London 
Albatross Commercial & Industrial Cleaning Co. Ltd Suite 3, 1st Floor, Marlborough Business Centre, George Lane, South Woodford E18 1AD
Axiom Maintain Ltd Kingfisher House, Elmfield Road, Bromley BR1 1LT
Burke & Clemens Specialist Cleaning Services Diamond House, Jarvis Road, Croydon CR2 6HU
Carlisle Facilities Services 8-10 Bourne Court, Southend Road, Woodford IG8 8HD
Central Window Cleaning Company Ltd The Old Fire Station, 140 Tabernacle Street, London EC2A 4SD
Chequers Contract Services Ltd Unit 12, Tait Road Industrial Estate, Tait Road, Croydon CR0 2DP
CIS Cleaning Services Croydon House, 1 Peall Road, Croydon CR0 3EX
Emprise Services plc Scriptor Court, 155 Farringdon Road, London EC1R 3AD
G&G Cleaning Contractors Ltd 241 Main Road, Sidcup DA14 6QS
Greencrest City Ltd Ferroners House, Shaftesbury Place, Barbican, London EC2Y 8AA
Head Office Cleaning Services Ltd 465 Rainham Road South, Dagenham RM10 7XJ
Lancaster Office Cleaning Co. Ltd 14 Austin Friars, London EC2N 2AG
London Property Maintenance (Cleaners) Ltd 245 Main Road, Sidcup DA14 6QS
Metropolitan Specialist Cleaning Lincoln House, 33-34 Hoxton Square, London N1 6NN
Metropolitan Window Cleaning 13-27 Brunswick Place, London N1 6DX
MCS Ltd 66 Willoughby Lane, Tottenham London N17 0SP
Orion Cleaning & Support Services Unit 12, Parmiter Industrial Estate, London E2 9HZ
Principle Cleaning Services Ltd Principle House, Units 6-7, The Campsbourne, London N8 7PN
Python Services Ltd Unit 48 Printing House Yard, Hackney Road, London E2 7PR
Regular Cleaning Services Ltd Aldworth House, 1 Aldworth Grove, London SE153 6HJ
Strand Cleaning Services Ltd 4-6 Manor Mount, Forest Hill, London SE23 3PZ
Temco Services 107 Fleet Street, London EC4A 2AB
Victoria Medical & General Cleaning Services Ltd Victoria House, Skeltons Lane, Leyton London E10 5BZ
Vita Lend Lease Ltd 142 Northolt Road, Harrow HA2 0EE
Wellpool Contract Cleaning & Maintenance 94 Green Lane, Worcester Park Surrey KT4 8AS
Wetton Cleaning Services Ltd Wetton House, 278-280 St Jamess Road, London SE1 5JX
FOD ESE 
Ambassador Services Ltd Unit 4B, Bansons Yard, High Street, Ongar CM5 9AA
Andrew Maynard Cleaning Services Ltd 13 Church Street, Hertford SG14 1EJ
Birkin Cleaning Services Ltd 8 Little Mundells, Welwyn Garden City AL7 1EW
Clarendon Ltd 13 York Street, Oxford OX3 8NS
Consortium Cleaning Services 28 Alban Crescent, Boreham Wood WD6 5JF
Enterprise Support Services UK Ltd Enterprise House, 9 Martinfield, Welwyn Garden City AL7 1HG
Ever Brite Cleaning Services Ltd Unit H, Merlin Centre, Gatehouse Industrial Area, Gatehouse Close, Aylesbury HP19 8DP
FCS Ltd Unit 7, Tanners Court, Middle Street, Brockham, Bletchworth RH3 7NH
GMS Ltd Unit 1, Headcorn Road, Staplehurst, Tonbridge TN12 0JR
GSF Sandylight Ltd Bridgers Farm, Nursling Street, Nursling Southampton SO1 9YA
GSF London Ltd 32-38 Scrutton Street, London EC2A 4RQ
Integrated Cleaning Management Ltd Unit 15 Highview, High Street, Bordon Hampshire GU35 0AX
LCC Support Services Ltd LCC House, 63 Tallon Road, Brentwood CM13 1TG
Monthind Clean Ltd Monthind House, 91 London Road, Copford, Colchester CO6 1LG
Ocean Contract Cleaning Ltd Ocean House, 12 Progress Park, Ribocon Way, Luton U4 9UU
Peatree Cleaning Services Ltd Peartree House, 1 Britannia Road, Brentwood CM14 5LD
Quality Assured Services Ltd 31 Star Street, Ware, Herts. SG12 7AA
Service Group (Kent) Ltd PO Box 218, Century Place, Lamberts Road, Tunbridge Wells TN2 9BG
Trident Contract Services Ltd Lovet House, Lovet Road, The Pinnacles, Harlow CM19 5TB

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Updated 25.08.11