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ESSENTIALS: SAFETY
In the Office
Contents2 The Regulations3 Safety Hazards10 Keeping Well
eBook
THE REGULATIONS SAFETY HAZARDS KEEPING WELL2
ESSENTIALS: SAFETY
In the OfficeThe regulations...Offices are generally low risk working environments – but several aspects of office work canadversely affect health and cause injuries, so they are still subject to the Health and Safety at Work Act. And that means that we, as your employer, have to:
Under the law, you have two responsibilities... ...to avoid injury to yourself and others. ...co-operate in measures to protect safety & health at work.
...It's the employer's job to identify the hazards in the workplace, assess the risks and do everything in reason toreduce a risk to its lowest possible level.
Assess the risks...
Provide a written statement...
...Everyone who employs 5 or more people must prepare a written statement of their organisation’s Health & Safety Policy.
Provide information...
...We must give appropriate instructions about ‘safe systems of work' such as one-to-one training, or classroom courses, and perhaps written procedures.
Be prepared to give first aid...
...First aid arrangements, information & facilities must be provided, and someone appointed to take charge in an emergency.
Have adequate liability insurance...
...Except for some government organisations, employers must take out Employers’ Liability Insurance.
Keep records...
...We must keep records e.g. electrical testing details. We must investigate & record all incidents.
Your Responsibilities...
Common causes of office injuries...
• Collisions with objects• Poor workstation setup
• Slips and trips
THE REGULATIONS SAFETY HAZARDS KEEPING WELL3
ESSENTIALS: SAFETY
In the OfficeSafety Hazards...
Hazards around the office...
A Hazard...
...is anything that can cause
harm.
A Risk......is the
chance of the harm actually being done.
Spilt liquids in the office such as coffee create a slip hazard.
Workstations that cause you to work in a poor posture & work flow that demands repetitive forceful movements pose physical health hazards.
Overloaded electrical sockets, damaged leads and faulty appliances create an electrical hazard.
Level of risk =
Likelihood of a harmful event
xSeverity of
the outcome
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ESSENTIALS: SAFETY
In the OfficeHazards in the kitchen...
Hot surfaces and liquids create a burning hazard.
Letting water come into contact with live electricity creates a hazard.
Food that could poison you, such as mouldy food, creates a health hazard, as do dirty surfaces that could spread infection.
Chemicals that are corrosive, can burn or can poison are all hazards.
THE REGULATIONS SAFETY HAZARDS KEEPING WELL5
ESSENTIALS: SAFETY
In the OfficeHazards on the move...
Using the wrong type of ladder or using it unsafely can pose a safety hazard.
Obstructions in hallways create a trip hazard.
Hot surfaces in printers and photocopiers are a burn hazard.
Spills and slippery surfaces create a slip hazard.
Out of date fire extinguishers and obstructions in fire escape routes pose a fire hazard.
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In the Office
Have a look through this table and identify the hazards in each category in your office – if any!
Slips and trips...
Who?... Staff, customers and visitors.
Hazards... Trailing wires, slippery surfaces, obstructions, poorly lit areas.
Actions...
• Keep the office tidy and maintained• Having someone responsible for maintenance and upkeep• Provide/use cable protector or tidy up trailing wires• Put safe systems in place/follow safe systems... ...do not obstruct corridors or walkways ...keep the workplace tidy and put boxes away immediately ...clear up spills or alert a supervisor or cleaner
In your workplace...
Fire...
Who?... Staff, customers and visitors.
Hazards... Burns, smoke inhalation, fatality
Actions...
• Carry out/engage in fire drill practice• Communicate/learn the fire evacuation procedure• Communicate/learn what to do in the event of fire• Never obstruct a fire exit or escape route• Store combustible/ flammable materials safely
In your workplace...
Hazards on the move...
THE REGULATIONS SAFETY HAZARDS KEEPING WELL7
ESSENTIALS: SAFETY
In the OfficeManual handling...
Who?... Staff
Hazards... Lifting and carrying heavy loads, working awkwardly for long periods.
Actions...
• Use mechanical aids to carry loads e.g.: sack truck, trolley• Organise storage so heavy loads are low• Split heavy loads into smaller parts• Ensure no one tries to lift loads too heavy to lift by hand (incl. you)• Train/participate in training on how to lift and carry safely• Organise work/task layout to reduce twisting, confined spaces etc.• Organise work flow to ensure regular breaks• Provide/use ergonomic equipment such as wrist rests
In your workplace...
Lone working...
Who?... Staff
Hazards... Injury or ill health when out of the office e.g.: visiting other premises, meeting members of the public off-site.
Actions...
• Plan the visit: leave the details with colleagues• Train/learn how to look after your personal safety e.g.: parking safely if you are returning to your car late at night• Put in place/follow a lone visiting policy
In your workplace...
THE REGULATIONS SAFETY HAZARDS KEEPING WELL8
ESSENTIALS: SAFETY
In the OfficeWorking at height...
Who?... Staff
Hazards... Falling from a ladder or kick stool or racking
Actions...• Avoid: reduce the height of storage and the need to reach high• Prevent: provide/use a stable step ladder or platform• Train/participate in training on how to set up a stepladder safely
In your workplace...
Musculo-skeletal disorder...
Who?... Staff
Hazards... Arm and neck pain, musculoskeletal disorders, eye strain, headaches
Actions...
• Carry out workstation assessments• Maintain a neutral posture while working• Design work flow to vary activities• Provide / get eye tests paid for by the organisation• Provide/participate in training on working safely at a computer• Provide/use equipment such as wrist rests and ergonomic keyboards• Provide/get specialist spectacles for computer work
In your workplace...
THE REGULATIONS SAFETY HAZARDS KEEPING WELL9
ESSENTIALS: SAFETY
In the OfficeElectricity..
Who?... Staff
Hazards... Burns or shocks from electrical equipment, injury from moving parts
Actions...• Test electrical equipment as required• Record and action/report defects or damage• Provide/participate in relevant training
In your workplace...
THE REGULATIONS SAFETY HAZARDS KEEPING WELL10
ESSENTIALS: SAFETY
In the OfficeKeeping well...
Workstation assessment...
Your environment...• A comfortable temperature for office workers varies between 19 and 22°C.
• Too much external noise can cause stress and possibly deafness.
• Fresh air or air conditioning helps you stay alert.
• Reduce glare so you can read without straining your eyes.
• Take regular breaks from your PC: physical activities, like filing
Vertical position
Forearms + wrists Level with work surface
Legs Clear of the underside of the desk
Thighs More or less level
Feet Supported by the floor or foot rest
Backrest position
Back Support above the small of your back
Backrest angle
Back Make an S with your neck and spine
Distance from table
Upper arms Close to vertical
A full workstation assessment is required when you start work at a PC or if things change significantly This is a brief summary of what you’re aiming for.
THE REGULATIONS SAFETY HAZARDS KEEPING WELL11
ESSENTIALS: SAFETY
In the Office
Roles and responsibilities: If these are unclear, you can feel stress.
For example... How could this be improved? Outcome:
My manager supports me in understanding my role
and responsibilities.
Control: Do you have to work in a way or at a pace that stresses you?
For example... How could this be improved? Outcome:
My manager gives me an appropriate level of
control over my workflow.
Demands: Is work load too high or work flow badly designed?
For example... How could this be improved? Outcome:
My workload is reasonable when
considered over a period.
Support: Do you feel isolated and unable to talk to anyone?
For example... How could this be improved? Outcome:
There's someone to speak to confidentially if I have a
personal issue at work.
Change: Is change handled positively or does it create stress?
For example... How could this be improved? Outcome:
Managers communicateopenly and honestly
especially in handling change.
Stress free or stressful?Review your working environment for stress. If you haven’t had enough time in your job, return to this planning tool later.
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ESSENTIALS: SAFETY
In the OfficeWell-being exercises...
Legs...
Forearms...
THE REGULATIONS SAFETY HAZARDS KEEPING WELL13
ESSENTIALS: SAFETY
In the OfficeForearms...
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ESSENTIALS: SAFETY
In the Office
These are our obligations under the Health and Safety at Work Act.
Have we given you a copy of our Health and Safety Policy?
Have we informed you of any hazards and risks in your environment?
Have we told you of any safe systems of work? e.g.: making lone visits, lifting boxes
Have we conducted a workstation assessment?
Have we reviewed the fire evacuation procedure and extinguisher location?
Have we shown you how to use any specific office equipment safely?
Have we shown you how to control your environment e.g. temperature, glare?
Have we told you where to get first aid?
Do you know what the employer and employee responsibilities are under the law?
Have you checked that we’ve met our obligations?
Do you know where to look for hazards in an office?
Have you identified any hazards in your work environment?
Do you know what common hazard warning signs mean?
Are you familiar with any safe systems of work, fire evacuation procedures, etc.?
Have you checked that you sit at your workstations properly?
Have you identified any issues around stress in your environment?
Have you tried out the well-being exercises?
Our obligations...
Your outcomes...
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ESSENTIALS: SAFETY
In the Office
NOTES
THE REGULATIONS SAFETY HAZARDS KEEPING WELL16
ESSENTIALS: SAFETY
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NOTES
THE REGULATIONS SAFETY HAZARDS KEEPING WELL17
ESSENTIALS: SAFETY
In the Office
Look out for other titles in the series
Asbestos Awareness
COSHH
Display Screen Equipment
Driving at Work - Economical Driving
Driving at Work - Your Safety
Electrical Safety
Environmental Awareness
Fire Safety
First Aid
Food Safety - Catering
Health & Safety in the Office
Infection Control
Legionella Awareness
Managing Risk
Manual Handling
New and Expectant Mothers
Noise Awareness
Personal Protective Equipment
Positive Mental Health Awareness
Risks and Responsibilities
Slips and Trips
Stress in the Workplace
Suspicious Packages
Working at Height
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