Why order and cleanliness are a preventative measure
A cluttered workplace multiplies risks: cables and materials in walkways cause tripping hazards; oil or water spills lead to slips; accumulations of combustible waste cause fires; tools left out of place cause cuts and bruises; dust buildup can lead to explosions in industries with combustible dust and exposure through inhalation; and obstructed evacuation routes have serious consequences in an emergency. Furthermore, clutter hinders the detection of leaks, malfunctions, and anomalies, and conveys to employees that safety is not a priority.
Royal Decree 486/1997 dedicates Annex II to order, cleanliness and maintenance: passageways, exits and traffic routes must remain free of obstacles; workplaces, equipment and facilities are cleaned periodically to maintain adequate hygienic conditions; waste, grease stains, residues of hazardous substances and other residual products that may cause accidents or pollute the environment are quickly removed; cleaning operations do not in themselves constitute a source of risk and are carried out at the most appropriate times, in the most appropriate way and with the most appropriate means; and places and facilities receive periodic maintenance that quickly corrects deficiencies.
The INSST’s NTP 481 standard systematizes the implementation of an order and cleanliness program: eliminating unnecessary items and classifying useful ones, preparing the means for storing and locating materials, preventing dirt from accumulating and cleaning immediately, promoting order and cleanliness through signage and rules, and managing the program with assigned responsibilities, inspections, and indicators. The Japanese 5S methodology (seiri, seiton, seiso, seiketsu, shitsuke) follows a similar logic and is widely used in industry.
Requirements and best practices
- Clear passageways and exits. Corridors, passage areas, exits and evacuation routes free of materials, with maintained and marked widths, and accessible electrical panels and fire extinguishing equipment.
- A place for everything. Defined and marked storage areas for raw materials, products, tools, waste and equipment, with identified panels, shelves and containers.
- Planned cleaning. A cleaning program by zones with appropriate frequencies, methods and products, carried out during periods of low activity and without generating risks (airborne dust, unmarked wet floors, mixtures of products).
- Spill response. Absorption kits, containment procedures and immediate cleanup of liquids, oils and chemicals, with temporary signage.
- Waste management. Suitable containers for each type of waste, regular collection, separation of combustible waste from ignition sources, and control of impregnated rags and packaging.
- Maintenance. Prompt repair of floors, lighting, enclosures and deteriorated equipment; reporting of anomalies by staff.
- Dust control. Cleaning by vacuuming or wet methods in industries with combustible or toxic dust, avoiding blowing with compressed air.
- Inspections and indicators. Periodic tours with checklists, scoring of areas and monitoring of deviations until they are corrected.
Order and cleanliness in specific sectors
- Industry. Control of chips, oils, dust and waste next to machines; forklift circulation aisles separated from work areas.
- Construction. Removal of rubble and materials, orderly stockpiles, clear traffic routes and access, in accordance with Annex IV of Royal Decree 1627/1997.
- Hospitality and food service. Dry and degreased floors, cleaning of hoods and ducts to prevent fire , and compatibility with food hygiene.
- Healthcare and laboratories. Management of biological and sharp waste, cleaning and disinfection according to protocols.
- Warehouses and logistics. Clear aisles, removed packaging, stable loads, and zone signage.
- Offices. Cables channeled, drawers closed, clear passageways and secure high storage.
Organizational application: how to implement a tidying and cleaning program
- Diagnose the condition of each area with an initial photographic tour and a checklist, identifying obstructed aisles, improper stockpiles, spills, and waste.
- Eliminate the unnecessary and define the place of everything, with signage for storage areas, passageways and waste containers.
- Establish the cleaning program by zones, with frequencies, methods, products and times, and the procedure for action in case of spills.
- Assign responsibilities by zone to managers and teams, and integrate order and cleanliness into work instructions and shift closing procedures.
- Conduct regular inspections with scoring and monitoring of deviations, and communicate the results to the staff.
- Train and involve people, recognizing improvements and treating deviations as learning opportunities.
- Review the program with the incident indicators (falls, bumps, spills) and inspections.
Preventive management software allows you to plan order and cleanliness inspections by area, record photographs and deviations, assign actions with responsible parties and deadlines, and track the evolution of indicators.
Limits and common mistakes
- Considering order and cleanliness as an aesthetic or image issue and not as a preventive measure.
- Clean during periods of activity without marking wet floors or delimiting areas.
- Do not accumulate materials or waste in corridors, exits, evacuation routes or next to electrical panels and fire extinguishers.
- Use compressed air to clean combustible or toxic dust, dispersing it into the environment.
- Mixing incompatible cleaning products or using them without proper safety information and PPE.
- Implementing ad hoc campaigns without assigning responsibility, inspections, or continuity.
The obligations regarding workplaces are detailed in Royal Decree 486/1997 and in its INSST technical guide; this sheet is for informational purposes.
Practical example
Situation: A machining company with 45 workers detects during a visit by the mutual insurance company an accumulation of shavings and oil next to the machines, corridors invaded by containers and a blocked fire extinguisher.
- Diagnosis. Initial tour with photographs and checklist by area; identification of the causes: absence of defined areas for containers, cleaning only at the end of the week and lack of responsible parties.
- Measures. Signage for passageways and container areas, oil collection trays on machines, cleaning of shavings at the end of each shift, absorbent spill kits permanently available, and clear access to fire extinguishers and control panels.
- Organization. Responsible for order and cleanliness by area, shift closing list, weekly inspection with published score and brief training for staff.
- Monitoring. Recording of inspections and incidents in the management system, with a decrease in recorded slips in the following months.
Regulatory and reference framework
- Royal Decree 486/1997, of April 14, Annex II . Order, cleanliness and maintenance of workplaces.
- Law 31/1995, articles 15 and 29. Principles of preventive action and obligations of workers in matters of prevention.
- Royal Decree 1627/1997, of October 24, Annex IV . Order and cleanliness in construction works.
- NTP 481: Order and cleanliness of workplaces (INSST) . Criteria for implementing an order and cleanliness program.
- Technical guide for the assessment and prevention of risks related to the use of workplaces (INSST) . Criteria for the application of Royal Decree 486/1997.
Royal Decree 485/1997 regulates the signage of zones and obstacles; the regulations on chemical agents and on explosive atmospheres establish specific requirements for cleaning dust and hazardous waste.
