How can office allergies affect your business?

When an employee experiences allergies in the office, they may struggle to concentrate on work. If the symptoms are more severe, they may need to leave work early or call out sick.

Workplaces can contain a range of allergens:

• Dust mites
• Mold and mildew
• Pollen
• Scented products
• Chemicals
• Foods such as nuts, dairy or wheat products

How to reduce the impact of allergies in the office

Reducing workplace allergens is one way to keep employees safe and comfortable on the job. Making changes across the company can benefit everyone on staff. Additionally, it may help support compliance with the Americans with Disabilities Act (ADA), which requires businesses to make reasonable accommodations for employees who experience physical impairment—a designation that may include certain allergies.

Related: Make Your Company More Inclusive of People With Disabilities

1. Maintain your HVAC system

Your building’s heating, ventilation and air conditioning (HVAC) system can impact interior air quality (IAQ). A properly functioning system filters the air, trapping allergens such as pollen and pet dander. It also controls humidity, which helps prevent mold and mildew growth.

To help ensure the HVAC system is working efficiently, you might conduct these maintenance tasks:

• Change air filters regularly
• Clean the ducts to remove dust
• Fix leaks
• Inspect the system

If your maintenance team isn’t familiar with HVAC systems, it may be worthwhile to bring in a maintenance technician. Experienced professionals can generally help you identify and fix problems.

2. Clean the building thoroughly

Thorough cleaning helps remove allergens, including dust, pet dander, pollen and mildew.

Consider following these steps to limit office allergies:

• Dust all hard surfaces. Wipe hard surfaces with a microfiber cloth, including baseboards, trim, windowsills, furniture, counters and equipment.
• Sweep and mop floors. Daily cleaning can capture the dust and other particles that collect on hard floors.
• Vacuum carpeted areas. Regular vacuuming can help prevent allergens from building up in carpet fibers.
• Deep-clean carpets. When the office is closed for holidays, ask your cleaning crew to deep-clean the carpets to remove set-in allergens. Increase air circulation afterward to dry fibers quickly and help prevent mold growth.
• Wash window treatments. Frequently machine-wash curtains and wipe blinds or roller shades with a damp cloth.
• Clean air vents and fans. Dust tends to collect in vents and on top of fan blades. When the heating or cooling system turns on, it can blow the particles into the air. You can wipe the inside and outside of vents and the top and bottom of fans.

Your cleaning tasks may vary based on your building, equipment and operations. Consider making standard operating procedures (SOPs) for janitorial employees.

Individual employees can also help reduce allergies in the office by cleaning their offices or workspaces regularly. Dusting keyboards, computer towers, monitors and desk supplies can help reduce irritants.

3. Hire and train janitorial staff

As you build a cleaning crew, hire people who demonstrate critical qualities for janitorial staff, including reliability and attention to detail. It may be helpful if candidates have industrial or commercial cleaning experience.

Once you have a team, train each person on topics such as:

• Following cleaning and sanitization SOPs
• Using cleaning equipment
• Replacing cleaning cloths and tools as needed
• Storing chemicals safely
• Emptying dehumidifiers

Conduct occasional reviews to ensure your SOPs meet the facility’s cleaning needs. Refresher training can also be useful, especially during allergy season or humid months.

Related: How to Hire a Cleaner

4. Switch to fragrance-free products

Artificial fragrances in cleaning products, bathroom soap, candles and air fresheners can trigger allergic reactions in some people. Switching to fragrance-free alternatives can help create a more comfortable workplace for employees with allergies.

It’s not always possible to eliminate fragrances from every part of your business. In retail settings, for example, scented products are often unavoidable. In these cases, consider offering to relocate employees with allergies to a scent-free part of the building.

Related: Migraine and Work: How to Create a Migraine-Supportive Work Environment

5. Use a dehumidifier to prevent mold

Humid weather can prevent your HVAC system from controlling moisture levels effectively. If you notice foggy windows or a damp smell, it could indicate that indoor humidity levels are higher than usual—the ideal conditions for mold and mildew. High humidity can also lead to an increase in dust.

To help prevent dust and mold growth, consider investing in a high-quality dehumidifier. Some models automatically maintain a set humidity level. You can place this device in damp areas of the building, emptying water reservoirs regularly.

6. Install air purifiers in dusty areas

If your employees experience allergic reactions to dust despite your efforts, you might consider purchasing an air purifier. These machines help remove dust, mold spores, bacteria and other small particles from the air. You can place them in dusty parts of the building and near the workspaces of people with allergies.

As you’re shopping for air purifiers, look for models with high efficiency particulate air (HEPA) filters or a high Clean Air Delivery Rate (CADR) rating. According to the Environmental Protection Agency, this strategy can help remove a variety of allergens from the air—including viruses and smoke. As with dehumidifiers, air purifiers must be sized proportionately to the room to be effective.

FAQs about office allergies

Can employees call out of work for allergies?

Employees may need to call out of work if they experience allergies. This may include employees who experience disruptive symptoms, such as extreme fatigue and asthma attacks. If the allergen is present only at work, you might consider allowing the person to work remotely or in another location until you resolve the issue.

Related: How To Respond to a Sick Day Email From an Employee (With 5 Templates)

Can you open office windows to increase ventilation and reduce allergies?

If your building allows, it may be helpful to open windows to clear chemical fumes quickly. However, this process can interfere with the HVAC system. It may also allow pollen and other allergens to enter the building and trigger additional allergic reactions.