Office Safety Awareness

When we think of workplace safety, we usually see a worker dressed in coveralls wearing a hardhat, safety glasses and other assorted safety equipment. That worker is usually surrounded by all types of heavy equipment and machines or related obvious hazards. But what about the not-so-obvious hazards that may occur in other areas.

We seem to think that accidents that happen on the shop floor will magically disappear at the office door. However, we know that is not true. It is not unusual to hear of office workers tripping over an extension cord, pulling a telephone down on their big toe or straining a muscle trying to move or lift a heavy piece of office equipment.

The office environment does have its share of potential problems, but many of these problems can be eliminated by following good office safety practices.

Purpose

The purpose of this program is to provide guidance to office managers and office staff on the elements of safe office work. The office is like any other work environment in that it may present potential health and safety hazards. Most of these, however, can be minimized or eliminated by designing jobs and workplaces properly, and by taking into account differences among tasks and individuals. Inadequate environmental conditions, such as noise, temperature and humidity, may cause temporary discomforts. Environmental pollutants such as chemical vapours released from new carpeting and furniture may also induce discomforts.

Responsibilities

Management

• Provide training for all office staff in:
• Office Ergonomics
• Electrical Safety
• Emergency Procedures
• Ensure office equipment is in a safe working order
• Provide proper storage for office supplies

Office Staff

• Report all safety problems/concerns immediately
• Unless qualified do not attempt to repair any office equipment or systems
• Maintain a neat and sanitary office environment

The following are areas of concern that should be discussed in office staff training:

• Computer Work Stations
• Noise Hazards
• Electrical Safety
• Housekeeping
• Office Lighting
• Waste Disposal
• Chemical Safety (WHMIS)
• Filing Cabinets
• Elevators
• Stairways
• Storage
• Lunchrooms
• Miscellaneous
• Emergency Action Plans
• Contract staff

Computer Work Stations

Complaints concerning musculoskeletal problems are frequently heard from computer operators. Most common are complaints relating to the neck, shoulders and back. Others concern the arms and hands and occasionally the legs.

Certain common characteristics of video display terminals (VDT) jobs have been identified and associated with increased risk of musculoskeletal problems. They include:

• Design of the workstation
• Nature of the task
• Repetitiveness of the job
• Degree of postural constraint
• Work pace
• Work/rest schedules
• Personal attributes of individual workers

The key to comfort is in maintaining the body in a relaxed, natural position. The ideal work position is to have the arms hanging relaxed from the shoulders. If a keyboard is used, arms should be bent at right angles at the elbow, with the hands held in a straight line with forearms and elbows close to the body. The head should be in line with the body and slightly forward.

Display Screens

When work is conducted at a computer, the top of the display screen should be at, or just slightly below, eye level. This allows the eyes to view the screen at a comfortable level, without having to tilt the head or move the back muscles.

Control glare at the source whenever possible, place VDTs so they are parallel to direct sources of light such as windows and overhead lights, and use window treatments if necessary. When glare sources cannot be removed, seek appropriate screen treatments such as glare filters. Keep the screen clean.

Your Chair

The chair is usually the most important piece of furniture that affects user comfort in the office. The chair should be adjusted for comfort, making sure the back is supported and that the seat pan is at a height so that the thighs are horizontal and feet are flat on the floor. An ergonomically sound chair requires four degrees of freedom – seat pan tilt, backrest angle, seat height, and backrest height. Operators can then vary the chair adjustments according to the task. In general, chairs with the most easily adjustable dimensions permit the most flexibility to support people’s preferred sitting positions.

Armrests on chairs are recommended for most office work except where they interfere with the task. Resting arms on armrests is a very effective way to reduce arm discomforts. Armrests should be sufficiently short and low to allow worker to get close enough to their work surfaces, especially for tasks that require fixed arm postures above the work surface.

Working Height

The work surface height should fit the task. The principle is to place the surface height where the work may be performed in such a manner as to keep arms low and close to the body in relation to the task. If the working height is too high, the shoulders or the upper arms have to be lifted to compensate, which may lead to painful symptoms and cramps at the level of the neck and shoulders. If, on the other hand, the working height is too low, the back must be excessively bowed, which may cause backache. Generally, work should be done at about elbow height, whether sitting or standing. Adjustable work stations should be provided so that individuals may change the stations the meet their needs. A VDT workstation without an adjustable keyboard height and without an adjustable height and distance of the screen is not suitable for continuous work.

Work/Rest Schedules

One solution for stress and fatigue is to design the computer operator’s work so that tasks requiring concentrated work at the terminal are alternated with non-computer based tasks throughout the workday. Also, a short break (5-10 minutes) should be taken at least once each hour when involved in continuous work at the computer.

Other Solutions

Additional measures that will aid in reducing discomfort while working with VDTs include:

• Change position, stand up or stretch whenever you start to feel tired
• Use a soft touch on the keyboard and keep your shoulders, hands and fingers relaxed
• Use a document holder, positioned at about the same plane and distance as the display screen
• Rest your eyes by occasionally looking off into the distance

Noise Hazards

Noise can be defined very simply as unwanted sound. Whether a sound is classified as noise or not depends mostly on personal preferences. For noise levels in offices, the most common effects are interference with speech communication, annoyance and distraction from mental activities. Noise in the office can interfere with communications. For example, it may be difficult to talk on the telephone when other people are talking nearby. Speech is likely to interfere with communications especially if the speakers have similar voices.

The annoying effect of noise can decrease performance or increase errors in some task situations. If the task requires a great deal of mental concentration, noise can be detrimental to performance. Also, there is some indication that unexpected or unpredictable noise can have more of an effect than continuous or periodic noise. The annoyance caused by noise also depends on the individual. Noise can also be distracting. A sudden noise can interrupt activity temporarily, such as when someone drops a heavy object.

Reducing Noise

Many unexpected noises cannot be controlled, as when someone accidentally drops something. For many of the annoying sounds in the office environment, the following measures are useful for reducing the level of the noise or its effects:

• Select the quietest equipment if possible. When there is a choice between two or more products, sound levels should be included as a consideration for purchase and use
• Provide proper maintenance of equipment., such as lubrication and tightening of loose parts that can cause noise
• Locate loud equipment in areas where its effects are less detrimental. For example, place impact printers away from areas where people must use the phone
• Use barriers, walls or dividers to isolate noise sources. Use of buffers or acoustically-treated materials can absorb noise that otherwise travel further. Rubber pads to insulate vibrating equipment can also help to reduce noise
• Enclose equipment, such as printers, with acoustical covers or housings
• Schedule noisy tasks at times when it will have less of an effect on the other tasks in the office

Electrical Safety

Electric cords should be examined on a routine basis for fraying and exposed wiring. Particular attention should be paid to connections behind furniture, since files and bookcases may be pushed tightly against electrical outlets, severely bending the cord at the plug. Electrical appliances must be designed and used in accordance with safety requirements.

Use of Extension Cords:

• Extension cords shall only be used in situations where fixed wiring is not feasible
• Extension cords shall be kept in good repair, free from defects in their insulation. They will not be kinked, knotted, frayed or cut
• Extension cords shall be placed so they do not present a tripping or slipping hazard
• Extension cords shall not be placed through doorways having doors that can be closed and thereby damage the cord
• All extension cords shall be of the grounding type (three conductors)

Housekeeping

Good housekeeping is an important element of incident prevention in offices

Poor housekeeping may lead to fires, injuries to personnel, or unhealthy working conditions. Mishaps caused by dropping heavy cartons and other related office equipment and supplies could also be a source of serious injury to personnel

Passageways in offices should be free and clear of obstructions. Proper layout, spacing and arrangement of equipment, furniture and machinery are essential.

All aisles within the office should be clearly defined and kept clear of obstructions.

Material stored within store rooms must be neatly stacked and readily reached by adequate aisles. Care should be taken to stack materials so they will not topple over.. Under no circumstances will materials be stacked within 18 inches of ceiling fire sprinkler heads or Halon nozzles. Materials shall not be stored so they project into aisles or passageways in a manner that could cause persons to trip or could hinder emergency evacuation.

Office Lighting

Different tasks require different levels of lighting. Areas in which intricate work is performed require greater illumination than warehouses. Lighting needs vary from time to time and person to person as well. One approach is to use adjustable task lighting that can provide needed illumination without increasing general lighting.

Task lamps are very effective in supplementing the general office light levels for those who require or prefer additional light. Some task lamps permit several light levels. Since task lamps are controlled by the individual, they can accommodate personal preferences.

Waste Disposal

Office personnel should carefully handle and properly dispose of hazardous materials, such as broken glass. A waste receptacle containing broken glass or other hazardous material should be labeled to warn cleaning personnel of the potential hazard.

Elevators

Always walk do not run for an elevator. Do not attempt to stop automatic elevator doors from closing by inserting your arm. Wait for the next elevator. Watch you step when entering or leaving the elevator because the elevator may not be completely level with the ground when the doors open.

Filing Cabinets

Many incidents occur in offices from poor use of filing cabinets. Most of us have had a drawer come out of the cabinet or a filing cabinets tip over from having too many drawers open at the same time.

Filing cabinet drawers as well as desk and cabinet drawers should be closed when not in use.

Filing cabinets should be placed far enough away from doors or passageways so they do not interfere with exit routes

The heaviest loads should be placed in the lower drawers and only one file drawer should be open at a time.

When shutting a drawer, grasp the handle to avoid finger injuries.

Stairways

Stairways are areas where incidents can occur. Falls on stairs occur when the person is talking, laughing and turning to friends while going down stairs. Be alert while using stairways.

When using the stairs use the handrails, take one step at a time, keep to the right and do not hurry.

Do not store or throw anything on steps or stairways. Even a piece of paper, a paper clip, a cellophane wrapper or a match can create a slipping hazard.

Do not carry stacks of materials on stairs.

Storage

Proper storage of materials in storage rooms and around work areas is one way of reducing incidents in the office

When reaching for high objects use a suitable ladder or platform. Do not stand on a chair, carton or other substitute.

Heavy objects should be stored near floor level.

When storing objects in desk drawers remember you will be reaching into these drawers and you do not want to cut, jab or stick yourself with something you have left laying around.

All sharp objects such as knives, scrapers and razor blades should be in a sheath or a box. Items such as pins and paper clips should be stored in a box.

Scissors should be stored point down.

Lunchrooms

Our lunchrooms have numerous items such as microwaves, kettles, coffee pots and dispensing machines, if not used correctly, can cause serious injury.

Follow the manufacturer’s directions when using these machines

Miscellaneous

• Turn on lights before entering a dark room or corridor. Report locations that are inadequately lighted
• Do not lift beyond your strength. When heavy items are to be moved, arrange for necessary help or proper trucks or other material-handling equipment. If an object is to be handled may cause cuts or splinters wear gloves
• Do not remain at your desk or workplace if overhead work is being performed
• Horseplay can cause injury and is not tolerated
• If work assignments require you to enter plant areas, be certain that you wear eye protection and other personal protective equipment as required

Chemicals

Each office employee must be made aware of all hazardous materials they may contact in their work area. The Hazard Communication Program includes:

• Written program
• Material safety Data Sheets for each hazardous substance used
• Specific safe handling, use and disposal
• Employee training
  

Emergency Response

Emergency Response Plans are designed to control events and minimize the affects. Through careful pre-planning, establishment of Emergency action teams, training and drills, employees can be safeguarded and potential damage to company assets minimized.

Emergency Response Plans include:

• Exit routes, meeting areas and employee accounting
• Emergency evacuation, incident command and notification to emergency services
• Personal injury and property damage
• Protection of company information, both hard copy and electronic media
• Bomb threats and facility security
• First aid response
• Use of fire extinguishers

An Emergency Response Drill should be held on an annual basis. The results of the drill should be reviewed and changes to the plan made where necessary.

Contract Staff

Many companies use contract janitorial staff for office cleaning. The janitorial staff has access to the office area at times when other staff is not available.

This staff should have the following training:

• Who to contact in case of an emergency such as fire, break in etc.
• Areas in which special cleaning is required – such as computer room, electronic room
• Specific times in which cleaning is to be completed
• Security requirements for entering and leaving the premises

Office staff should also be aware the janitorial staff will have access to most areas in the office and need to ensure that confidential information is properly secured and not left laying around

Download Office Safety Checklist