Mitigating Safety Risks in Vacation Rental Operations

Michelle Williams
6/10/2024

In the context of vacation rental homes, safety measures for guests and operations staff are both critical and complementary. While the specific safety concerns differ for guests and for your staff, there’s a significant overlap in that maintaining a safe environment your teams inherently contributes to a safer environment for guests. Prioritizing safety mitigates risks and fosters trust and satisfaction among both guests and employees.

Promoting a culture of safety in the context of housekeeping, inspection, and maintenance work involves identifying and addressing a variety of potential risks and hazards. Having strong safety plans and procedures in place ensures that in-property tasks are performed in a manner that is safe for both the individual carrying out the task and for the guests.

Environmental and Chemical Hazards

Within the workplace or in properties being cleaned, ensuring that there is adequate airflow is an extremely important safety consideration. Good ventilation can prevent the buildup of fumes from cleaning agents, which can also contribute to poor indoor air quality and could be harmful if inhaled. Increasing the delivery of clean air is beneficial for diluting potential contaminants and reducing occupants’ exposure to viral particles, if any, according to the CDC. Improving air circulation can also lower the risk of heat stress or hypothermia if your team is working in spaces without air conditioning.

In addition to ventilation, there are two other critical factors to keep in mind when it comes to cleaning with chemical products: proper use of the chemicals and correct personal protective equipment (PPE) usage.

Knowing how to safely handle, mix, and store cleaning chemicals will help prevent accidents, injuries, and potential health risks. The accidental mixing of incompatible chemicals can lead to dangerous reactions and exposure to toxic, corrosive, or irritating cleaning agents can cause situational harm (such as a temporary skin reaction) or chronic ailments if exposure occurs over long periods of time. In the worst cases, improper use or storage of chemical agents can cause fatalities. Utilizing gloves, masks, goggles, or other protective gear as recommended by the manufacturer will minimize exposure to harmful substances and help prevent injury. Where possible, using natural or nontoxic cleaning agents can mitigate some health risks.

In environments where chemicals are used regularly, Safety Data Sheets (SDS) are instrumental to workplace safety. They ensure that workers have the knowledge needed to protect themselves, their co-workers, and the environment from potential hazards associated with chemical products. SDSs provide detailed information about the hazards associated with a given chemical, including its potential health effects, physical hazards (such as flammability), and environmental hazards. They offer instructions on how to safely handle, store, and use the chemical product, as well as information regarding proper disposal and how to manage spills or leaks. SDSs also provide guidance on what types of PPE are required when handling the chemical, such as gloves, goggles, or respirators, and outline exposure controls to ensure safety. Be aware that the Occupational Safety and Health Administration (OSHA) mandates that all companies that use chemical products must obtain and maintain SDSs and make them readily accessible to employees. Most SDSs can be downloaded from the manufacturers’ website and stored digitally for your team or printed and put into a binder, file cabinet, or other area designated for this purpose. SDSs are available for every chemical product, including “household” products sold in retail stores.

Biological Hazards

Dealing with bodily fluids is an inherent risk in the hospitality industry, posing potential health hazards in addition to bringing the “ick factor.” Blood, vomit, human tissue, and fecal matter are all considered biohazardous. Urine is generally not considered to be a biohazard, although it can be if there is blood in it, which would be potentially difficult for housekeeping staff to discern. Training your team on how to handle bodily fluids safely, including the proper use of PPE, and disposal procedures, is therefore critical. Biohazardous material can include bacteria, viruses, fungi, and molds, and each carry potential health risks. Having strict guidelines and safety procedures in place can remove the guesswork for your team on how to handle individual situations and reduce the exposure and spread of contaminants. Example guidelines include:  

• Approaching all bodily fluids as if they are infectious, regardless of the perceived health of the individual source. This minimizes risk by ensuring consistent safety practices are always applied.
• Implementing a step-by-step protocol for cleaning up bodily fluids. This typically involves isolating the area, removing the substances, disinfecting the area, and properly disposing of waste.
• Using Environmental Protection Agency (EPA)-approved disinfectants that are effective against a broad spectrum of pathogens.
• Using different cleaning cloths or tools for different areas (e.g., restrooms versus kitchens) helps to prevent the spread of germs.
• Equipping staff with PPE, such as gloves, masks, and protective eyewear, to minimize direct contact with bodily fluids. In situations where splashing is possible, the use of disposable gowns or aprons can be helpful.
• Using biohazard bags for the disposal of contaminated materials like towels, linens, or PPE that have come into contact with bodily fluids and ensuring that bags are sealed for transport or disposal, as per local regulations for biohazardous waste.
• Encouraging thorough and regular handwashing, especially after removing gloves or other PPE and providing alcohol-based hand sanitizers for situations where soap and water are not readily available.

In addition to having clear and well-documented procedures, a prompt response to biohazard incidents helps decrease the risk of exposure and contamination. Detailed records of any incidents involving bodily fluids, including the response and cleaning methods used, should be kept. This documentation can be crucial for health and safety audits and in case of any health-related claims. In some cases, it may be appropriate to offer Hepatitis B vaccinations to employees, as they are at increased risk of exposure to this virus. Lastly, depending on the severity of the situation, encountering and cleaning biological matter can be distressing for some (especially if there is blood or fecal matter). You may wish to provide support and counseling services if it is warranted.

Mechanical Hazards

Protecting cleaning teams from mechanical hazards is another essential step in maintaining a safe working environment for operations teams. There are many common types of accidents and injuries that stem from incorrect use or poor maintenance of equipment and machinery, such as:

• Injury from moving parts of machinery like vacuums or pressure washers.
• Cuts or abrasions from sharp objects during cleaning activities.
• Risks of electric shock from using electrical equipment in wet environments.
• Faulty or damaged power cords and equipment.
• Hearing damage from prolonged exposure to high decibel levels, particularly when using loud machinery without ear protection.

Providing comprehensive training on the safe operation of each piece of equipment, including startup, use, and shutdown procedures (including emergency stop procedures) is extremely important. Training should also address the specific risks associated with each machine or tool, including potential pinch points, hot surfaces, or rotating parts.

Regular maintenance and inspections of all equipment will ensure that tools stay in good working condition and are safe to use. Inspections should verify that all safety features, such as guards and emergency stops, are intact and functional. Sturdy closed-toe shoes are always a must for operations teams, but depending on the equipment and task, other PPE, such as gloves or safety goggles, also may be necessary. Always follow the manufacturer’s guidelines for the safe maintenance and operation of tools and equipment.

Physical Hazards

Slips, trips, and falls are among the most common workplace accidents and can lead to severe injuries. They are often caused by:

• Wet floors: Spills, cleaning processes, or wet weather conditions can make floors slippery. If a spill can’t be cleaned immediately, mark the area clearly until it can be addressed. Encourage or provide footwear with adequate grip for employees.
• Poor lighting: Inadequately lit areas can hide potential hazards, making slips and trips more likely. Maintain sufficient lighting in all areas to ensure hazards are visible.
• Uneven surfaces: Damaged flooring or transitional areas between different types of surfaces can cause trips. Conduct regular checks to identify and swiftly repair any floor damage or hazards.
• Improperly stored equipment: Items left in walkways or poorly secured can create tripping hazards. Ensure that work areas are free from clutter and that all equipment and materials are stored correctly when not in use.
• Incorrect ladder usage: Falls can occur from a lack of training and awareness about the appropriate use of ladders or even step stools.

Other types of physical hazards are musculoskeletal injuries from repetitive motions, heavy lifting, or awkward postures. Training staff on using proper ergonomic techniques and equipment will help reduce strain or injury to the body. Teams will also benefit from learning proper lifting techniques, emphasizing the use of legs instead of the back to lift heavy objects.

Strain from prolonged standing, bending, or reaching can also be an easy-to-overlook source of injury. Encourage regular short breaks to allow employees to rest and perform different movements to avoid overuse of specific muscle groups. Another strategy is to rotate assignments among team members to prevent overuse injuries from repetitive tasks. A routine of stretching or warm-up exercises before shifts to prepare the body for physical activity can also be beneficial.

Protocols and Prevention

Having first aid supplies on hand and clear procedures for reporting and responding to accidents should be part of every safety plan, in addition to comprehensive training for staff on safety protocols and emergency procedures.

To effectively mitigate risks, organizations should conduct regular risk assessments, provide adequate training and resources, maintain a clean and organized work environment, ensure the availability of appropriate PPE, and foster open communication channels for workers to report potential hazards. Creating a culture where safety is prioritized can not only prevent accidents and injuries but also improve job satisfaction and productivity among cleaning staff.

A holistic approach to safety, considering the needs of both staff and guests, is essential for the successful operation of vacation rental properties. Safe cleaning and maintenance practices not only protect your team members from potential hazards but also ensure that guests can stay in a safe, clean, and well-maintained property.

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