How To Keep Office Electronics Clean and Functional

Updated on July 1, 2024

Keeping office electronics clean and functional is essential for a few key reasons. First, regular cleaning can help your devices last longer, which means you won’t have to replace them as often, saving you money.

Clean electronics also work better, so you can get your tasks done without annoying interruptions. Plus, a cleaner office means less dust and fewer allergens, which helps everyone stay healthier and more productive.

In this article, the office cleaning company Thinkk FM London will outline key steps to keep office electronics clean and functional. We’ll cover the unique cleaning needs of different devices, the right supplies, safety measures, and detailed cleaning methods for screens, keyboards, mice, phones, printers, and computer towers. Following these practices ensures optimal device performance and longevity.

9 Steps To Keep Office Electronics Clean and Functional

  1. Specific Cleaning Needs of Different Electronics

Understanding the specific cleaning requirements of various office electronics is crucial for maintaining their functionality and longevity. Different devices have unique structures and functios, necessitating tailored cleaning protocols to avoid damage and ensure optimal performance.

Computers

Computers, both desktops and laptops, require regular dusting and cleaning of their internal components to prevent overheating and malfunction. Use compressed air to blow out dust from vents, fans, and internal components. For external surfaces, a microfiber cloth dampened with a small amount of isopropyl alcohol can be used. Avoid using excessive moisture, especially near ports and keyboards, to prevent short circuits.

Keyboards

Keyboards accumulate dust, debris, and germs due to frequent use. To clean, first, disconnect the keyboard and use compressed air to remove particles from between the keys. For deeper cleaning, gently remove the keys if possible, and clean beneath them using a soft brush. Sanitize the keys with a cloth dampened with isopropyl alcohol, ensuring the cloth is not too wet to avoid moisture seeping into the keyboard.

Phones

Office phones and communication devices are high-touch items that can harbor germs. Regular disinfection is necessary to maintain hygiene and functionality. Use a microfiber cloth with isopropyl alcohol to wipe down receivers, touchscreens, and buttons. Be cautious not to let cleaning solutions seep into openings, as this can damage the internal circuitry.

Printers and Copiers

Printers and copiers have sensitive internal components and paper handling mechanisms that require careful cleaning. Use a soft cloth or compressed air to remove dust and debris from paper trays, rollers, and other accessible parts. Follow the manufacturer’s guidelines for cleaning internal components and replacing consumables like toner cartridges. Regular maintenance helps prevent paper jams and ensures smooth operation.

Monitors

Monitors and screens need gentle cleaning to maintain clarity and prevent damage. Use a dry microfiber cloth to wipe away dust and smudges. For tougher spots, a solution of distilled water and a small amount of isopropyl alcohol can be used. Avoid spraying liquids directly onto the screen; instead, apply them to the cloth. Harsh chemicals and paper towels can scratch and damage the display.

  1. Gather the Right Cleaning Supplies

To keep electronics at work clean and functional, it is crucial to use the appropriate office cleaning supplies. Using the right materials ensures that devices are cleaned effectively without causing damage. Here are the essential cleaning supplies needed to safely maintain office electronics:

Microfiber Cloths

Microfiber cloths are indispensable for cleaning electronic devices. Their soft texture prevents scratches on delicate surfaces such as screens and monitors. They are highly effective at trapping dust and removing smudges without leaving lint or streaks. Microfiber cloths can be used dry or slightly dampened with an appropriate cleaning solution for more stubborn spots.

Compressed Air

Compressed air is essential for cleaning areas that are difficult to reach, such as keyboard crevices, computer vents, and internal components of devices. It helps to blow away dust and debris without the need for physical contact, which can be particularly useful for delicate parts. When using compressed air, it is important to hold the can upright to avoid expelling moisture and to use short bursts to prevent damage.

Isopropyl Alcohol

Isopropyl alcohol, preferably with a concentration of 70% or higher, is excellent for disinfecting and cleaning electronic devices. It evaporates quickly, leaving no residue, which makes it safe for use on various electronic surfaces. It is particularly effective for sanitizing high-touch areas such as keyboards, mice, and phone buttons. Apply isopropyl alcohol to a microfiber cloth rather than directly onto the device to prevent liquid damage.

Anti-Static Wipes

Anti-static wipes are specifically designed to clean electronics without generating static electricity, which can damage sensitive components. These wipes are pre-moistened with a safe cleaning solution and are ideal for cleaning screens, monitors, and other surfaces that attract dust. They also help to reduce static buildup, keeping devices cleaner for longer.

Avoiding Harsh Chemicals and Abrasive Materials

It is crucial to avoid using harsh chemicals, such as ammonia-based cleaners, bleach, or abrasive materials like paper towels, when cleaning office electronics. These substances can scratch surfaces, strip protective coatings, and cause long-term damage to devices. Always opt for gentle, electronic-safe cleaning solutions and tools to ensure the longevity and proper functioning of your equipment.

Tips for Safe Cleaning

When cleaning office electronics, always power off and unplug devices to avoid electrical hazards. Use a light touch to prevent applying excessive pressure that could damage sensitive components. Ensure cleaning solutions are applied to cloths or wipes, not directly onto devices, to avoid liquid seeping into openings.

  1. Turn Off and Unplug Devices Before Cleaning

Turning off and unplugging devices before cleaning is a critical safety step that cannot be overstated. Cleaning powered-on electronics poses significant risks, including electric shock, short circuits, and permanent damage to the device. Even minor exposure to cleaning solutions can cause serious malfunctions if the device is connected to a power source.

Powered-on electronics generate heat, and attempting to clean them while hot can cause burns or damage sensitive components. Allowing devices to cool down before cleaning is essential to prevent accidental injuries and ensure effective cleaning.

Moreover, unplugging devices helps avoid accidental power surges and ensures that the device’s internal components are not active, reducing the risk of static electricity buildup that can harm delicate electronic parts. This step is particularly important for computers, printers, and other complex electronics with multiple internal components.

  1. Clean Screens and Monitors Properly

Cleaning screens and monitors correctly is crucial to maintain their clarity and functionality. Improper cleaning can lead to scratches, streaks, and even permanent damage to the display. Follow these detailed instructions to clean your screens and monitors safely and effectively.

Step-by-Step Cleaning Process

  • Power Down and Unplug. Always turn off and unplug your screen or monitor before cleaning. This prevents electrical hazards and allows you to see dust and smudges more clearly.
  • Use a Microfiber Cloth. Microfiber cloths are ideal for cleaning screens because they are soft and non-abrasive. They effectively trap dust and remove smudges without scratching the surface.
  • Dry Wipe First. Begin by using a dry microfiber cloth to gently wipe the screen, removing loose dust and particles. Use light, circular motions to avoid applying too much pressure.
  • Dampen the Cloth. If the screen has stubborn spots or smudges, lightly dampen the microfiber cloth with distilled water or a 50/50 mixture of distilled water and isopropyl alcohol (70% or higher). Never spray liquid directly onto the screen; instead, apply it to the cloth.
  • Wipe Gently. Using the dampened cloth, gently wipe the screen in a circular motion. Avoid excessive moisture, as liquid can seep into the edges of the screen and cause damage.
  • Dry the Screen. After cleaning, use a dry section of the microfiber cloth to wipe the screen again, removing any remaining moisture.

Important Considerations

  • Avoid Harsh Chemicals. Do not use ammonia-based cleaners, bleach, or other harsh chemicals. These substances can damage the screen’s protective coating and lead to discoloration or other issues.
  • Avoid Paper Towels and Abrasive Materials. These can scratch the surface of the screen. Always stick to microfiber cloths or other soft, non-abrasive materials.
  1. Maintain Keyboards and Mice

Maintaining clean keyboards and mice is essential for both hygiene and optimal performance. These devices are frequently touched and can accumulate dirt, dust, and germs. Here are the steps to keep them clean and functional.

Keyboards

  • Turn Off and Unplug. Always start by turning off and unplugging your keyboard to prevent any electrical issues.
  • Remove Debris. Use compressed air to blow out dust and debris from between the keys. Hold the keyboard upside down and gently tap it to dislodge any particles.
  • Deep Cleaning. For a more thorough clean, you can remove the keycaps (if your keyboard allows it). Use a soft brush to clean underneath the keys.
  • Sanitize. Dampen a microfiber cloth with isopropyl alcohol (70% or higher) and wipe down the keys and the keyboard surface. Ensure the cloth is not too wet to avoid moisture seeping into the keyboard.

Mice

  • Surface Cleaning. Use a microfiber cloth dampened with isopropyl alcohol to clean the mouse surface. Focus on areas that come into contact with your hand.
  • Clean the Sensor. To ensure the mouse tracks accurately, clean the sensor on the underside with a dry cotton swab. Avoid using any liquids near the sensor.
  • Regular Maintenance. Regularly wipe down the mouse to remove oils and dirt that can build up over time.
  1. Keep Phones and Communication Devices Clean

Regularly cleaning office phones and communication devices is crucial for preventing the spread of germs and maintaining clear audio quality. These devices are frequently touched and can easily harbor bacteria and viruses.

Cleaning Office Phones

  • Turn Off and Unplug. Start by turning off and unplugging the phone to ensure safety.
  • Disinfect the Receiver. Use a microfiber cloth dampened with isopropyl alcohol (70% or higher) to wipe down the phone receiver. Focus on the areas that come into contact with the face and mouth.
  • Clean Touchscreens and Buttons. For phones with touchscreens, gently wipe the screen with a microfiber cloth moistened with a mixture of distilled water and isopropyl alcohol. Avoid spraying liquids directly onto the screen. For buttons, use the same cloth to clean and disinfect thoroughly.
  • Detailed Cleaning. Use a cotton swab dipped in isopropyl alcohol to clean around buttons and in crevices where dust and grime can accumulate.

Cleaning Other Communication Devices

  • Turn Off and Disconnect. Always ensure the device is powered off and unplugged before cleaning.
  • Wipe Surfaces. Use a microfiber cloth with isopropyl alcohol to clean all surfaces, including touchscreens, buttons, and handsets.
  • Regular Maintenance. Implement a routine cleaning schedule to keep these devices sanitized, especially in shared office spaces.
  1. Clean Printers and Copiers

Properly cleaning printers and copiers is essential to maintain their performance and extend their lifespan. Dust and debris can cause paper jams and reduce print quality. Here’s how to clean these devices effectively:

Steps to Clean Printers and Copiers

  • Turn Off and Unplug. Always start by turning off and unplugging the printer or copier to ensure safety.
  • Remove Dust and Debris. Use compressed air to blow out dust from paper trays and other accessible areas. Be gentle to avoid damaging delicate components.
  • Clean Paper Trays and Rollers. Remove the paper trays and clean them with a soft cloth dampened with water or a mild detergent. For rollers, use a lint-free cloth lightly moistened with water or isopropyl alcohol to remove accumulated dirt. Rotate the rollers manually to clean all sides.
  • Internal Components. Follow the manufacturer’s guidelines to access and clean internal components. Use a soft brush or compressed air to remove dust from sensitive parts like the print head and toner cartridges.
  • Exterior Cleaning. Wipe the exterior surfaces with a microfiber cloth dampened with water or a mild cleaner. Avoid spraying liquids directly onto the device.

Importance of Manufacturer Guidelines

Always adhere to the manufacturer’s instructions for cleaning and maintenance to avoid damaging sensitive parts. Improper cleaning methods can void warranties and lead to costly repairs.

  1. Dust and Sanitize Computer Towers and Laptops

Properly dusting and sanitizing computer towers and laptops is crucial for maintaining their performance and longevity. Dust buildup can lead to overheating and reduced efficiency. Here’s how to clean them effectively:

Dusting Internal Components

  • Turn Off and Unplug. Always start by turning off and unplugging the computer to ensure safety.
  • Open the Case. For desktop towers, open the case according to the manufacturer’s instructions. For laptops, consult the manual for guidance on accessing internal components.
  • Use Compressed Air. Hold a can of compressed air upright and use short bursts to blow dust from internal components, including fans, heat sinks, and other areas prone to dust accumulation. Avoid tilting the can to prevent moisture from escaping.
  • Avoid Touching Components. Do not touch internal parts with your hands or tools, as this can cause static damage. Use a soft brush if necessary to dislodge stubborn dust.

Cleaning External Surfaces

  • Wipe Down Surfaces. Use a microfiber cloth dampened with a small amount of isopropyl alcohol (70% or higher) to wipe down the exterior surfaces of the computer tower or laptop. This helps remove dirt, fingerprints, and germs.
  • Clean Vents and Ports. Pay special attention to ventilation areas and ports. Keeping these areas clear ensures proper airflow and prevents overheating.

Importance of Regular Maintenance

Regularly dusting and sanitizing your computer towers and laptops helps maintain optimal performance and prevents overheating issues. Clean ventilation areas are essential for efficient cooling, reducing the risk of hardware failure.

  1. Consult Professional Office Cleaning Services

Consulting professional office cleaning services offers significant advantages for maintaining office electronics. Professional cleaners possess the expertise and specialized equipment necessary to clean electronics thoroughly and safely, ensuring devices are handled correctly without risk of damage.

Expertise and Equipment

Professional cleaning services are trained in the proper techniques for cleaning various electronic devices. They use specialized tools and cleaning agents designed specifically for electronics, such as anti-static wipes, high-quality microfiber cloths, and appropriate cleaning solutions. Their knowledge and equipment ensure that devices are cleaned efficiently, reducing the risk of damage that can occur with improper cleaning methods.

Thorough and Safe Cleaning

Professionals can access and clean areas that are often overlooked during routine maintenance. They can disassemble parts of devices, such as computer towers and printers, to clean internal components thoroughly. This deep cleaning removes dust and debris that can cause overheating and malfunctions, thus extending the lifespan of the devices.

Importance of Periodic Deep Cleaning

While regular maintenance by office staff is crucial, periodic deep cleaning by professionals is essential to address the buildup of dust and grime that accumulates over time. Professional services can perform comprehensive cleaning that complements daily or weekly maintenance routines, ensuring all devices remain in optimal condition.

Benefits

Engaging professional cleaners not only protects your electronics but also enhances their performance and reliability. It allows office staff to focus on their primary tasks without the added responsibility of maintaining complex electronic equipment.

Conclusion

Keeping office electronics clean and functional is essential for extending their lifespan, enhancing performance, and ensuring a healthy work environment. Implementing the tips provided—such as using the right cleaning supplies, turning off devices before cleaning, and understanding specific cleaning needs—can effectively maintain your devices. Regular maintenance and periodic professional cleaning are key to optimal performance.