How to Record a Housekeeping and Waste Management Video for Your Health and Safety System

Step 1: Set the Scene and Context

Your housekeeping and waste management video needs to demonstrate that you have comprehensive arrangements for maintaining a clean, safe workplace and disposing of waste responsibly. Multiple pieces of legislation govern these duties, including the Environmental Protection Act 1990, the Waste (England and Wales) (Amendment) Regulations 2012, and the Hazardous Waste Regulations 2005.

Why Housekeeping and Waste Management Matter for Your Health and Safety System

Good housekeeping is not just about appearances—it directly affects the safety, health, and welfare of employees and others who enter your premises. Your video should establish why proper arrangements are critical:

Legal Duty for Waste

Explain on camera your duty to manage waste properly:

"We have a legal duty to make suitable and sufficient arrangements for the waste generated from our business. This is not optional—the Environmental Protection Act 1990 and associated regulations require us to handle, separate, and dispose of waste responsibly."

Safety and Welfare Connection

Emphasise how housekeeping affects safety:

"Housekeeping and cleaning are paramount to ensuring the safety, health, and welfare of our employees and others who enter our premises. A clean, well-presented, and sanitary environment prevents accidents, reduces health risks, and creates a better workplace for everyone."

Scope of Your Arrangements

Give viewers an overview of what your arrangements cover:

"Our housekeeping arrangements cover two main areas: waste management—how we separate, store, and dispose of different types of waste—and cleaning—how we maintain cleanliness throughout our premises. I will walk you through both elements in this video."

Setting Up Your Recording Location

Choose locations that demonstrate your housekeeping in action. You might start at your waste storage area to show waste separation, then move through different work areas to demonstrate cleaning arrangements. Have examples of waste containers, cleaning schedules, and inspection records available to reference.

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Step 2: Plan What to Record vs Write

Your housekeeping arrangements include elements that work well on video and others better suited to written documentation. Planning this split ensures your video is engaging while maintaining complete records.

What Works Best on Video

Waste Separation Demonstration

Record yourself showing how different waste streams are handled:

"We separate our waste into different streams—general waste, recyclable waste, and sanitary waste. Let me show you how each type is collected and stored before disposal."

Waste Storage Areas

Walk viewers through your waste storage facilities:

"This is our waste storage area. You can see the different containers are clearly labelled and positioned to prevent cross-contamination. Notice the location—it is away from final exit outlets to reduce arson risk."

Cleaning Procedures

Demonstrate key cleaning activities:

"Let me show you how we approach cleaning in this area. The procedure involves [specific steps], using [specific equipment and products]. Our staff are trained to follow this method consistently."

PPE for Housekeeping

Show what protective equipment is used:

"Housekeeping activities expose our workforce to certain hazards, so we issue appropriate personal protective equipment. For cleaning tasks, this includes [specific PPE items]."

Inspection Walkthrough

Demonstrate how you conduct housekeeping inspections:

"I conduct regular housekeeping inspections before, during, and after working hours. Let me show you what I look for and how I record my findings."

What Works Best as Written Documentation

Cleaning Schedules

Keep written schedules showing what cleaning is required, how often, and who is responsible.

Risk Assessments

Maintain documented risk assessments of hazards employees face whilst undertaking housekeeping duties.

Training Records

Record evidence of housekeeping training provided to staff, including what was covered and competency assessments.

Waste Transfer Notes

Keep written transfer notes documenting waste descriptions when waste is collected by authorised persons.

Inspection Records

Maintain written records of housekeeping inspections, findings, and any corrective actions taken.

Contractor Documentation

Keep records of authorised waste contractors, including their waste carrier licences and agreements.

Explaining Your Documentation System on Video

Reference your written records without reading them out in full:

"We maintain detailed cleaning schedules that specify what needs to be cleaned, how often, and to what standard. I will show you how these schedules work and how we record that cleaning has been completed..."

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Step 3: Explain the Core Rules and Requirements

Your video should clearly communicate the fundamental rules governing housekeeping and waste management in your organisation. Walk through each requirement methodically so viewers understand their obligations.

Waste Separation and Disposal Arrangements

Explain your waste categories:

"We have duty to make suitable and sufficient arrangements for the waste generated from our business. Our waste arrangements cover three main categories: general waste, recyclable waste, and sanitary waste. Each type has specific handling and disposal requirements."

Walk through each category:

"General waste is [describe your arrangements]. Recyclable waste is [describe your arrangements]. Sanitary waste is [describe your arrangements]. Responsible persons ensure that suitable arrangements are implemented to assure all waste is separated and disposed of in line with the legislation."

Preventing Illegal Waste Handling

Make your legal obligations clear:

"We have a duty to prevent anyone from dealing with our waste illegally. This means we must know who is taking our waste and confirm they are authorised to do so. We cannot simply hand waste to anyone who offers to take it away."

Explain verification:

"Before allowing anyone to collect our waste, we verify they hold a valid waste carrier licence. We keep copies of these licences on file and check they remain current."

Preventing Waste Escape

Demonstrate containment measures:

"We must prevent the escape of waste from our premises. This means waste is contained securely at all times—not left loose where it could blow away, spill, or cause contamination."

Address weather considerations:

"In adverse weather conditions, we put arrangements in place to prevent waste from blowing around site or contaminating surroundings. This might include securing bin lids, using covered containers, or bringing waste storage inside temporarily."

Authorised Waste Transfer

Explain your transfer procedures:

"We ensure waste is only transferred to an authorised person. This means licensed waste carriers who are permitted to handle the type of waste we are disposing of. We do not transfer waste to anyone who cannot demonstrate they are authorised."

Describe documentation requirements:

"When waste is transferred, we ensure an accurate description of the waste is provided and a transfer note is completed. This creates a paper trail showing what waste was transferred, when, and to whom—our duty of care documentation."

Suitable Disposal Equipment

Show your waste containers:

"Suitable disposal equipment is used to contain waste materials. You can see we have [describe your containers]—appropriate for the types of waste they hold. Waste is disposed of regularly so containers do not overflow or create hazards."

Explain maintenance:

"We keep our waste containers clean and in good condition. Damaged containers are repaired or replaced because they cannot safely contain waste if compromised."

Arson Risk Considerations

Address fire safety in waste storage:

"We consider the risk of arson when positioning waste storage. Our waste is protected and located at a suitable distance away from final exit outlets. This prevents waste being used to start a fire that could block escape routes."

Explain your positioning rationale:

"You will notice our waste area is here, away from the main building exits and not directly against external walls. This reduces the risk should someone attempt to set fire to our waste."

Housekeeping and Cleaning Arrangements

Explain your cleaning philosophy:

"Housekeeping and cleaning are paramount to ensuring the safety, health, and welfare of our employees and others who enter our premises. We maintain a clean, well-presented, and sanitary condition throughout our workplace."

Identifying and Supervising Housekeeping

Describe responsible person duties:

"Responsible persons identify and supervise the provision of housekeeping arrangements. This includes recording cleaning schedules and making a risk assessment of the hazards our workforce is exposed to whilst undertaking housekeeping duties."

Explain why risk assessment matters:

"Cleaning activities involve their own hazards—chemical exposure, slips on wet floors, manual handling of equipment. We assess these risks and implement appropriate controls."

Cleaning Procedures and Protocols

Walk through your standards:

"We refine and implement cleaning procedures and safe working protocols to ensure the standard of housekeeping meets safety requirements. These procedures specify what products to use, what techniques to apply, and what safety precautions to take."

Competent, Trained Personnel

Explain your staffing approach:

"We identify competent, trained personnel to undertake housekeeping and cleaning work. Not everyone can simply start cleaning—staff receive training on procedures, product use, equipment operation, and safety precautions before being assigned housekeeping duties."

Regular Inspections

Describe your inspection regime:

"Responsible persons carry out regular housekeeping inspections prior to, during, and after regular working hours. These inspections check that cleaning has been done to standard and identify any issues requiring attention."

PPE for Housekeeping Staff

Connect to your PPE arrangements:

"We issue and monitor staff use of personal protective equipment in keeping with the risk assessments documented. The PPE required depends on the cleaning tasks being performed—chemical handling may require different protection than general cleaning."

Training and Documentation

Emphasise your training commitment:

"We provide instruction and training when identified as necessary, ensuring all training provided is documented. Staff are not expected to figure out cleaning procedures themselves—they receive proper guidance."

Monitoring and Review

Explain ongoing oversight:

"We regularly monitor and review our housekeeping protocols to ensure all staff are adhering to the contents of the procedures and safe systems of work. If standards slip, we address the issue through retraining or procedural changes."

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Step 4: Demonstrate or Walk Through the Process

This section guides viewers through how your housekeeping and waste management arrangements work in practice. Use real examples and scenarios to bring the procedures to life.

Demonstrating Waste Separation

Walk through your waste streams:

"Let me show you how we separate waste at the point of generation. Here in this area, you can see we have containers for [describe your setup]. Staff know which waste goes where based on the labelling and training they have received."

Show labelling and signage:

"Each container is clearly labelled with what should and should not go in it. The colour coding helps—[describe your system]. There is also signage nearby that staff can reference if unsure."

Demonstrate proper disposal:

"When disposing of waste, staff place items in the correct container, ensuring lids are closed afterwards. This prevents escape, controls odours, and keeps the area presentable."

Walking Through Waste Storage

Show your storage area:

"This is our main waste storage area where containers are kept before collection. Notice how each waste stream has designated space, containers are secured, and the area is accessible for collection vehicles."

Explain positioning:

"We have positioned this area away from building exits and external walls. This addresses the arson risk I mentioned—waste cannot be used to block escape routes or spread fire to the building."

Show weather protection:

"In adverse weather, we secure container lids and check that nothing can blow away. After storms, we inspect the area to ensure no waste has escaped."

Demonstrating Waste Transfer

Walk through collection procedures:

"When our waste contractor arrives for collection, we follow a specific procedure. First, we verify the driver is from our contracted company. The waste is collected as usual, but we complete documentation to maintain our duty of care records."

Show transfer documentation:

"This is a waste transfer note. It describes the waste being collected, confirms the quantity, identifies the carrier, and is signed by both parties. We keep our copy on file—this proves we transferred waste to an authorised person."

Explain carrier verification:

"We hold copies of our contractors' waste carrier licences. Periodically, we check these remain valid. If a different company or unfamiliar driver arrived claiming to collect our waste, we would verify their authorisation before allowing them to take anything."

Demonstrating Cleaning Schedules

Show your scheduling system:

"This is our cleaning schedule for this area. It shows what tasks need completing, how often, and to what standard. Staff initial when they complete tasks, creating a record that cleaning was done."

Walk through task details:

"Let me show you what a task entry includes. This task—[example]—is scheduled [frequency]. The procedure column describes what the cleaning involves. The 'completed by' column gets initialled when done."

Explain frequency decisions:

"Frequencies are set based on use and risk. High-traffic areas are cleaned more frequently. Areas where contamination could cause harm are prioritised. These frequencies are reviewed if circumstances change."

Demonstrating a Cleaning Procedure

Walk through an example:

"Let me demonstrate our cleaning procedure for [specific area or task]. First, I gather the required equipment and products—[list items]. I put on the appropriate PPE—in this case, [specific items]."

Show the technique:

"The procedure requires me to [describe steps]. Notice how I work from [clean to dirty/top to bottom/specific pattern]. This method ensures effective cleaning and prevents cross-contamination."

Explain product use:

"The products used are specified in the procedure. This product is a [type]—it is suitable for [specific surfaces]. The dilution rate is [ratio]. Using the wrong product or concentration could damage surfaces or be ineffective."

Walking Through a Housekeeping Inspection

Demonstrate your inspection process:

"I conduct housekeeping inspections at various times—before opening, during the day, and after closing. Let me show you what I look for."

Walk through inspection points:

"Starting here, I check [specific points]. I am looking for [describe what you check]. In this area, I pay particular attention to [specific concern]. Moving through, I check [continue through areas]."

Show recording:

"As I inspect, I note my findings on this form. Items meeting standard get marked as satisfactory. Any issues are noted with details of what needs attention. After the inspection, I follow up on any issues identified."

Explain timing rationale:

"Inspecting at different times catches different issues. Pre-opening checks ensure we start in good condition. Mid-day inspections catch problems that develop during use. End-of-day checks ensure everything is ready for cleaning."

Demonstrating PPE Issue for Housekeeping

Show relevant protective equipment:

"Housekeeping staff are issued PPE based on their assigned tasks. For general cleaning, this includes [items]. For tasks involving chemicals, we add [additional items]. For handling waste, [items]."

Explain the risk assessment link:

"The PPE requirements come from our risk assessments. We assessed the hazards involved in each type of cleaning work and determined what protection is needed. Staff cannot decline to wear required PPE."

Walking Through Training

Describe your training approach:

"Before staff undertake housekeeping duties, they receive training. This covers the specific procedures they will use, the products and equipment involved, the hazards present, and the PPE required."

Show training records:

"Training is documented in records like this. It shows what was covered, when training occurred, and that the employee demonstrated competence. We retain these records throughout employment."

Explain ongoing training:

"Training is not one-time. When procedures change, new products are introduced, or we identify that standards have slipped, we provide refresher training. Staff are not expected to remember everything from a single session."

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Step 5: Highlight Common Mistakes

Understanding common errors helps viewers avoid them. For each mistake, explain what goes wrong and how to prevent it.

Mistake 1: Mixing Waste Streams

Signs this is happening: Recyclables found in general waste containers. General waste placed in recycling bins. Sanitary waste not kept separate. Contamination of recyclable waste making it unprocessable.

How to avoid it: Provide clearly labelled, distinct containers for each waste stream. Train staff on what goes where. Position containers conveniently so correct disposal is easy. Conduct spot checks and address issues found.

Mistake 2: Using Unauthorised Waste Contractors

Signs this is happening: No verification of waste carrier licences. Accepting offers from unknown contractors to remove waste cheaply. No waste transfer notes being completed. Uncertainty about where waste actually goes.

How to avoid it: Use only licensed, verified waste contractors. Check and retain copies of waste carrier licences. Complete transfer notes for every collection. Know the destination of your waste.

Mistake 3: Allowing Waste Escape

Signs this is happening: Litter around waste storage areas. Overflowing bins with waste on the ground. Waste blown around site in windy conditions. Complaints from neighbours about escaped waste.

How to avoid it: Use suitable containers with secure lids. Empty bins before they overflow. Take additional precautions in adverse weather. Conduct regular checks of waste storage areas.

Mistake 4: Positioning Waste Storage Near Exits

Signs this is happening: Waste bins located directly next to fire exits. External waste storage against building walls near doorways. No consideration of arson risk in waste positioning.

How to avoid it: Position waste storage away from final exit outlets and external walls. Consider how waste could be used maliciously and mitigate the risk. Review positioning as part of fire risk assessment.

Mistake 5: Inadequate Cleaning Schedules

Signs this is happening: No written schedules specifying cleaning requirements. Uncertainty about what should be cleaned and how often. Cleaning done inconsistently depending on who is working. Some areas neglected while others are overcleaned.

How to avoid it: Document cleaning schedules specifying tasks, frequencies, and standards. Ensure schedules are accessible to cleaning staff. Record completion of tasks. Review frequencies based on actual needs.

Mistake 6: Not Risk Assessing Housekeeping Activities

Signs this is happening: Cleaning staff exposed to hazards without proper controls. No consideration of chemical risks, slip hazards from wet floors, or manual handling issues. PPE not provided or not suitable for the tasks.

How to avoid it: Conduct risk assessments of housekeeping activities. Identify hazards present in cleaning work. Implement appropriate controls including safe procedures and PPE. Review assessments when activities change.

Mistake 7: Using Untrained Staff for Housekeeping

Signs this is happening: Staff assigned cleaning duties without proper instruction. Incorrect use of cleaning products or equipment. Safety procedures not followed. Inconsistent cleaning standards.

How to avoid it: Train all staff before assigning housekeeping duties. Cover procedures, products, equipment, and safety requirements. Document training provided. Do not assume cleaning is straightforward—proper technique matters.

Mistake 8: Not Conducting Regular Inspections

Signs this is happening: Housekeeping standards only checked when problems are obvious. No systematic inspection of cleaning quality. Issues allowed to develop over time without intervention. No records showing inspection activity.

How to avoid it: Schedule regular housekeeping inspections at various times. Document inspection findings. Follow up on issues identified. Use inspections to identify patterns that need procedural changes.

Mistake 9: Ignoring Waste Documentation Requirements

Signs this is happening: No waste transfer notes completed. Inaccurate descriptions of waste provided to contractors. No records of who collected waste and when. Unable to demonstrate duty of care compliance.

How to avoid it: Complete waste transfer notes for every collection. Describe waste accurately. Retain documentation as required. Be able to demonstrate the complete chain of custody for your waste.

Mistake 10: Failing to Monitor and Review Arrangements

Signs this is happening: Housekeeping procedures unchanged despite changing circumstances. Staff gradually deviating from documented procedures. No review of whether arrangements remain suitable. Standards declining over time without intervention.

How to avoid it: Regularly review housekeeping protocols. Check that staff are adhering to procedures. Update arrangements when circumstances change. Address declining standards promptly through retraining or procedural updates.

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Step 6: Summarise the Key Takeaways

Conclude your video by reinforcing the essential elements of your housekeeping and waste management arrangements. This summary helps viewers remember the key points and understand their role in making the system work.

Recording Your Summary

Bring together the main themes:

"To summarise our housekeeping and waste management arrangements: We have duty to make suitable and sufficient arrangements for the waste generated from our business. We separate waste into appropriate streams—general, recyclable, and sanitary—and dispose of each correctly."

Emphasise legal compliance:

"We prevent anyone from dealing with our waste illegally by using only authorised contractors. We prevent waste escape through proper containment and weather precautions. We complete transfer notes and maintain accurate descriptions when waste is collected."

Cover storage and safety:

"Our waste storage is positioned away from final exit outlets to address arson risk. We use suitable containers that are maintained and emptied regularly."

Address housekeeping:

"Housekeeping and cleaning are paramount to the safety, health, and welfare of everyone in our premises. Responsible persons identify and supervise housekeeping arrangements, including recording cleaning schedules and assessing the risks involved in cleaning work."

Cover staffing and training:

"We use competent, trained personnel for housekeeping duties. Staff receive instruction on procedures, products, and safety requirements before being assigned these tasks. All training is documented."

Address inspections and monitoring:

"Regular inspections are conducted before, during, and after working hours. We monitor adherence to procedures and review our arrangements to ensure they remain suitable."

Final Statement

End with a clear commitment:

"Effective housekeeping and waste management are fundamental to a safe, healthy workplace. These arrangements ensure our premises remain clean and sanitary, our waste is handled responsibly, and our staff work safely. By following these arrangements consistently, we meet our legal obligations and maintain an environment that is safe and welcoming for everyone."

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Bringing It All Together

Your housekeeping and waste management video should demonstrate comprehensive arrangements covering both the responsible disposal of waste and the maintenance of cleanliness throughout your premises. From separating waste streams to conducting regular inspections, each element supports the overall goal of a safe, healthy, well-maintained workplace.

Remember that housekeeping goes beyond appearance—it directly affects safety. Your video should reflect this principle by showing how your arrangements prevent accidents, reduce health risks, and maintain compliance with environmental and health and safety legislation.

The key elements to cover are:

• Waste separation: How different waste streams are handled and disposed of
• Legal compliance: Preventing illegal waste handling and escape
• Authorised transfer: Using only licensed contractors with proper documentation
• Suitable equipment: Providing appropriate containers maintained in good condition
• Arson risk: Positioning waste storage safely away from exits
• Cleaning schedules: Documented requirements with completion records
• Risk assessment: Assessing hazards in housekeeping activities
• Trained personnel: Using competent staff with documented training
• Regular inspections: Checking standards at various times
• PPE provision: Protecting housekeeping staff appropriately
• Monitoring and review: Ensuring ongoing adherence and suitability

By demonstrating each of these elements clearly, your video provides evidence of a functioning housekeeping and waste management system that protects your workforce, maintains your premises, and meets your legal obligations under the Environmental Protection Act 1990 and associated regulations.