OFFICE SAFETY

General Safety In
Office
Hazards We Counter In Offices
• Slips, Trips, and Falls
• Electrical Hazards
• Ergonomic Hazards
• Fire Hazards
• Chemical Hazards
• Biological Hazards
• Manual Handling Hazards
• Psychosocial Hazards
• Environmental Hazards
Slips, Trips, and Falls
• Loose cables, uneven flooring, wet surfaces, clutter, and
poor lighting can increase the risk of slips, trips, and falls.
Slips, Trips, and Falls (Control Measures)
• Keep Floors Clean and Dry: Implement regular cleaning schedules to ensure that floors are free from
spills, debris, and other hazards. Use signage to warn of wet floors after cleaning or in areas prone to
spills

• Address Tripping Hazards: Secure loose cables and wires along walls or under desks using cable
management systems or tape. Avoid running cables across walkways where they can be a tripping
hazard.

• Repair Uneven Flooring: Promptly repair any uneven or damaged flooring to eliminate trip hazards. Use
floor mats or ramps to smooth transitions between different types of flooring surfaces.

• Reduce Clutter: Keep walkways, aisles, and other common areas clear of clutter, including boxes,
equipment, and other obstacles. Encourage employees to maintain tidy workspaces and promptly store
items when not in use.

• Improve Lighting: Ensure that all areas of the office are adequately lit to improve visibility and reduce the
risk of trips and falls. Replace burned-out bulbs and consider installing additional lighting in dimly lit areas.
Slips, Trips, and Falls (Control Measures)
• Use Non-Slip Mats: Place non-slip mats in areas prone to moisture, such as entryways, kitchenettes, and
restrooms, to provide traction and prevent slips on wet surfaces.

• Provide Proper Footwear: Encourage employees to wear appropriate footwear with non-slip soles to
improve grip and stability, especially in areas where slip hazards are present.

• Educate Employees: Train employees on how to identify and report slip, trip, and fall hazards.
Encourage them to promptly report any spills, damaged flooring, or other safety concerns to management.

• Regular Inspections: Conduct routine inspections of the office environment to identify and address
potential slip, trip, and fall hazards. Document and track any hazards identified and follow up with
corrective actions.

• Promote Awareness: Display signage and posters reminding employees to watch their step, report
hazards, and take precautions to prevent slips, trips, and falls. Encourage a culture of safety where
everyone takes responsibility for maintaining a safe work environment.

27/10/2023
Electrical Hazards
• Overloaded outlets, damaged cords, faulty wiring, and
improper use of electrical equipment can lead to electrical
shocks, fires, and other accidents.
Electrical Hazards (Control Measures)
• Regular Inspections: Conduct routine inspections of electrical outlets, cords, and equipment to identify
any signs of damage or wear. Look for frayed cords, exposed wires, cracked outlets, or other visible
defects.

• Repair or Replace Damaged Equipment: Promptly repair or replace any electrical equipment, cords, or
outlets that show signs of damage. Do not attempt to use or repair damaged equipment as it could pose a
safety risk.

• Avoid Overloading Outlets: Ensure that outlets are not overloaded with too many devices plugged into
one outlet or power strip. Use power strips with built-in surge protectors and circuit breakers to prevent
overloads and electrical fires.

• Proper Use of Extension Cords: Use extension cords only as temporary solutions and avoid daisy-
chaining multiple extension cords together. Ensure that extension cords are rated for the intended use and
are not damaged or frayed.

• Ground Fault Circuit Interrupters (GFCIs): Install GFCIs in areas where water is present, such as
kitchens, bathrooms, and outdoor spaces, to protect against electrical shocks. Test GFCIs regularly to
ensure they are functioning correctly.
Electrical Hazards (Control Measures)
• Follow Manufacturer Instructions: Adhere to manufacturer guidelines and instructions when using
electrical equipment and appliances. Avoid modifying or tampering with electrical devices, and use them
only for their intended purpose.

• Proper Storage of Flammable Materials: Store flammable materials and liquids away from electrical
equipment and outlets to reduce the risk of fires. Follow proper storage guidelines and use approved
containers for hazardous substances.

• Training and Awareness: Provide training to employees on electrical safety practices, including how to
recognize and report electrical hazards. Educate them on the importance of proper cord management and
safe use of electrical equipment.

• Emergency Procedures: Establish procedures for responding to electrical emergencies, such as power
outages, electrical shocks, or fires. Ensure that employees know how to shut off power to affected areas
and how to evacuate safely if necessary.

• Qualified Professionals: Hire licensed electricians or qualified professionals to install, repair, or maintain
electrical systems and equipment in the office. Avoid DIY electrical work, as it can lead to safety hazards
and code violations.
Ergonomic Hazards
• Poor workstation setup, uncomfortable furniture, repetitive
tasks, and prolonged sitting can contribute to
musculoskeletal disorders, such as back pain, carpal
tunnel syndrome, and eye strain.
Ergonomic Hazards (Control Measures)
• Adjust Workstations: Ensure that workstations are set up ergonomically to support good posture and
minimize strain on the body. This includes adjusting chair height, desk height, monitor position, keyboard
and mouse placement, and footrests as needed.

• Provide Ergonomic Furniture: Invest in ergonomic office furniture, such as adjustable chairs with lumbar
support, ergonomic keyboards and mice, and height-adjustable desks. Provide employees with options to
customize their workstations to their individual needs.

• Encourage Movement: Encourage employees to take regular breaks from sitting by incorporating
standing desks or adjustable workstations. Encourage stretching exercises and provide opportunities for
employees to move and change positions throughout the day.

• Promote Proper Posture: Educate employees on proper posture and body mechanics while sitting,
standing, and performing tasks. Encourage them to maintain a neutral spine, keep feet flat on the floor,
and adjust their workstation to support good posture.

• Reduce Repetitive Tasks: Minimize repetitive tasks that can lead to overuse injuries, such as typing or
using a mouse for extended periods. Provide opportunities for job rotation or task variation to reduce
strain on specific muscles and joints.
Ergonomic Hazards (Control Measures)
• Provide Adequate Lighting: Ensure that work areas are well-lit to reduce eye strain and discomfort. Use
adjustable task lighting to supplement overhead lighting and minimize glare on computer screens.

• Encourage Proper Screen Positioning: Position computer monitors at eye level and at arm's length
away to reduce neck strain and eye fatigue. Use monitor stands or adjustable monitor arms to achieve the
optimal viewing angle.

• Offer Ergonomic Training: Provide training on ergonomic principles and best practices for setting up
workstations and performing tasks safely. Educate employees on the importance of taking regular breaks
and practicing good ergonomics to prevent injuries.

• Conduct Ergonomic Assessments: Conduct ergonomic assessments of workstations and tasks to

identify potential hazards and make recommendations for improvements. Involve employees in the
process and solicit their feedback on ergonomic issues.

• Encourage Open Communication: Encourage employees to report any discomfort or ergonomic issues
they experience and provide avenues for them to seek assistance or accommodations. Take proactive
measures to address ergonomic concerns and ensure employee comfort and well-being.
Fire Hazards
• Improper storage of flammable materials, malfunctioning
equipment, blocked fire exits, and lack of fire prevention
measures can increase the risk of fires and pose a
significant threat to safety.
Fire Hazards (Control Measures)
• Proper Storage of Flammable Materials: Store flammable materials such as paper, ink cartridges, and
cleaning supplies in designated areas away from heat sources, electrical equipment, and ignition sources.
Use fire-resistant cabinets or containers for storage if possible.

• Maintain Clear Exits and Aisles: Keep aisles, corridors, and exits clear of clutter and obstacles to
ensure unobstructed access in case of evacuation. Avoid blocking fire doors, stairwells, and emergency
exits with furniture, equipment, or storage items.

• Know the Location of Fire Extinguishers: Place fire extinguishers strategically throughout the office in
easily accessible locations. Ensure that employees are trained on how to use fire extinguishers effectively
and know the location of each extinguisher.

• Inspect and Maintain Fire Extinguishers: Schedule regular inspections and maintenance of fire
extinguishers to ensure they are in proper working condition. Check for visible damage, pressure gauges,
and expiration dates, and replace or recharge extinguishers as needed.

• Install and Maintain Smoke Detectors: Install smoke detectors in key areas of the office, such as
corridors, common areas, and near exit routes. Test smoke detectors regularly to ensure they are
functioning properly and replace batteries as needed.
Fire Hazards (Control Measures)
• Implement Fire Safety Policies and Procedures: Develop comprehensive fire safety policies and
procedures outlining emergency evacuation routes, assembly points, and communication protocols. Train
employees on fire safety procedures and conduct regular fire drills to practice emergency response.

• Provide Emergency Training: Ensure that employees are trained on how to respond to a fire emergency,
including how to evacuate the building safely, use fire extinguishers, and assist others in need. Assign
specific roles and responsibilities to designated fire wardens or emergency responders.

• Maintain Electrical Equipment: Inspect and maintain electrical equipment regularly to identify potential
fire hazards, such as frayed cords, overheating devices, or damaged outlets. Unplug electrical equipment
when not in use and avoid overloading outlets.

• Monitor Heating and Cooling Systems: Keep heating, ventilation, and air conditioning (HVAC) systems
well-maintained to prevent malfunctions or overheating that could lead to fires. Schedule regular
inspections and clean or replace filters as needed.

• Stay Informed and Updated: Stay informed about fire safety regulations, codes, and best practices
relevant to your office environment. Regularly review and update fire safety plans and procedures based
on changes in the workplace or building layout.
Chemical Hazards
• Exposure to hazardous chemicals from cleaning agents,
printer toner, ink cartridges, and other substances can
cause respiratory problems, skin irritation, and other
health issues if proper precautions are not taken.
Chemical Hazards (Control Measures)
• Risk Assessment: Conduct a thorough risk assessment to identify all chemicals used in the office,
including printer toner, ink cartridges, cleaning chemicals, and other hazardous substances. Determine
potential hazards associated with each chemical and assess the level of risk.

• Material Safety Data Sheets (MSDS): Obtain and review MSDS or Safety Data Sheets (SDS) for all
chemicals used in the office. MSDS provide important information about the properties, hazards, handling,
and emergency procedures for each chemical.

• Safe Handling Practices: Train employees on safe handling practices for chemicals, including proper
storage, usage, and disposal procedures. Emphasize the importance of following manufacturer
instructions and guidelines provided in MSDS.

• Use of Personal Protective Equipment (PPE): Provide appropriate PPE such as gloves, goggles,
aprons, and respirators to employees who handle or work with chemicals. Ensure that PPE is used
correctly and fits properly to provide adequate protection.

• Proper Storage: Store chemicals in designated areas that are well-ventilated, secure, and away from
incompatible materials. Use appropriate storage containers and labeling to prevent spills, leaks, or
contamination.
Chemical Hazards (Control Measures)
• Minimize Exposure: Minimize exposure to chemicals by using engineering controls such as fume hoods,
ventilation systems, and spill containment measures. Encourage good hygiene practices, such as washing
hands after handling chemicals and avoiding contact with skin, eyes, or clothing.

• Spill Response Plan: Develop a spill response plan outlining procedures for containing and cleaning up
chemical spills safely. Train employees on spill response procedures and provide necessary spill kits and
cleanup materials.

• Emergency Preparedness: Ensure that employees know how to respond to chemical emergencies,
including procedures for evacuation, first aid, and contacting emergency services. Post emergency
contact numbers and instructions in visible locations.

• Disposal Guidelines: Follow proper disposal guidelines for chemicals, including recycling, reusing, or
disposing of hazardous waste according to local regulations. Do not pour chemicals down drains or
dispose of them in regular trash bins.

• Regular Inspections and Training: Conduct regular inspections of chemical storage areas, equipment,
and PPE to ensure compliance with safety standards. Provide ongoing training and updates on chemical
safety practices to employees.
Biological Hazards
• Poor hygiene practices, inadequate ventilation, and
shared spaces can contribute to the spread of illnesses
and infections, such as colds, flu, and COVID-19.
Biological Hazards (Control Measures)
• Promote Hand Hygiene: Encourage regular handwashing with soap and water for at least 20 seconds,
especially after coughing, sneezing, touching surfaces, or using the restroom. Provide hand sanitizers in
common areas for convenient use.

• Respiratory Etiquette: Promote respiratory etiquette by encouraging employees to cover their mouth and
nose with a tissue or their elbow when coughing or sneezing. Provide tissues and no-touch disposal bins
in common areas.

• Clean and Disinfect Surfaces: Implement regular cleaning and disinfection of high-touch surfaces such
as doorknobs, light switches, desks, keyboards, and shared equipment. Use EPA-approved disinfectants
and follow manufacturer instructions.

• Maintain Adequate Ventilation: Ensure proper ventilation in the office by opening windows, using fans,
or adjusting HVAC systems to increase airflow and reduce the concentration of airborne contaminants.
Consider installing air purifiers with HEPA filters for additional filtration.

• Social Distancing: Implement social distancing measures in the office by rearranging furniture, creating
physical barriers, or staggering work schedules to minimize close contact between employees. Encourage
employees to maintain a safe distance of at least six feet from others.
Biological Hazards (Control Measures)
• Provide Personal Protective Equipment (PPE): Provide appropriate PPE such as face masks, gloves,
and face shields for employees, especially in situations where social distancing is not feasible or when
interacting with the public.

• Promote Vaccination: Encourage employees to get vaccinated against common illnesses such as the flu
and COVID-19. Provide information about vaccination clinics and resources to facilitate access to
vaccines.

• Stay Home When Sick: Encourage employees to stay home if they are feeling unwell or experiencing
symptoms of illness. Implement flexible sick leave policies and encourage telecommuting or remote work
options to reduce the risk of spreading illness in the office.

• Educate Employees: Provide education and training on the importance of good hygiene practices,
respiratory etiquette, and infection prevention measures. Keep employees informed about the latest
guidance from public health authorities regarding COVID-19 and other infectious diseases.

• Monitor Health and Well-being: Implement health screening measures such as temperature checks or
symptom surveys to identify individuals who may be ill and prevent them from entering the workplace.
Encourage employees to self-monitor for symptoms and seek medical attention if necessary.
Manual Handling Hazards
• Lifting heavy objects, improper lifting techniques, and
repetitive manual tasks can lead to strains, sprains, and
other injuries.
Manual Handling Hazards (Control Measures)
• Provide Training: Offer comprehensive training on proper lifting techniques and safe manual handling
practices to all employees who may be involved in lifting or moving objects. Training should cover topics
such as maintaining proper posture, using leg muscles to lift, and avoiding twisting motions.

• Use Mechanical Aids: Encourage the use of mechanical aids such as dollies, carts, hand trucks, or
forklifts to assist with lifting and moving heavy objects. Provide access to these aids and ensure they are
well-maintained and readily available.

• Assess and Plan: Assess the weight and size of objects before lifting and plan the lifting process
accordingly. Determine the best approach for lifting, carrying, and setting down objects to minimize strain
and risk of injury.

• Team Lifts: Encourage team lifting for heavy or awkward objects that cannot be safely lifted by one
person alone. Assign tasks that require lifting to multiple employees to distribute the weight and reduce
strain on individual workers.

• Reduce Repetitive Tasks: Minimize repetitive manual tasks that can lead to overuse injuries by rotating
job duties, providing breaks, or implementing job enrichment programs. Alternate between tasks that use
different muscle groups to prevent fatigue and strain.
Manual Handling Hazards (Control Measures)
• Ergonomic Workstations: Ensure that workstations are set up ergonomically to minimize strain on the
body during tasks such as typing, data entry, or assembly work. Provide adjustable chairs, ergonomic
keyboards, and other ergonomic equipment as needed.

• Modify Work Environment: Modify the work environment to reduce manual handling hazards, such as
organizing work areas to minimize the need for reaching, bending, or lifting heavy objects. Store
frequently used items at waist level to reduce the need for bending or stretching.

• Encourage Stretching: Promote stretching exercises and warm-up activities before starting work to
prepare muscles and reduce the risk of strains and sprains. Encourage employees to take short breaks to
stretch and rest during periods of prolonged or repetitive activity.

• Monitor and Supervise: Regularly monitor manual handling tasks and provide supervision to ensure that
employees are using proper lifting techniques and following safety guidelines. Offer feedback and
corrective guidance as needed to reinforce safe practices.

• Reporting and Review: Encourage employees to report any discomfort, pain, or injuries related to
manual handling tasks promptly. Investigate incidents and near misses to identify root causes and
implement corrective actions to prevent future occurrences.
Psychosocial Hazards
• Stress, workplace bullying, harassment, excessive
workload, and poor communication can have negative
effects on mental health and well-being.
Psychosocial Hazards (Control Measures)
• Promote Work-Life Balance: Encourage a healthy work-life balance by offering flexible work arrangements,
such as telecommuting, flexible hours, or compressed workweeks. Respect employees' personal time and avoid
excessive demands that encroach on their non-work hours.

• Manage Workload: Assess workloads and redistribute tasks as needed to prevent excessive workload and
burnout. Set realistic expectations, prioritize tasks, and provide support or resources to help employees manage
their workload effectively.

• Encourage Open Communication: Foster a culture of open communication where employees feel comfortable
expressing concerns, providing feedback, and seeking support. Encourage regular one-on-one meetings
between employees and managers to discuss work-related issues and address concerns proactively.

• Address Bullying and Harassment: Implement zero-tolerance policies for workplace bullying, harassment,
discrimination, and other forms of misconduct. Provide training to employees and managers on recognizing and
addressing inappropriate behavior, and establish clear reporting procedures for incidents of misconduct.

• Provide Support Resources: Offer access to employee assistance programs (EAPs), counseling services, or
mental health resources to support employees experiencing stress, anxiety, or other mental health issues.
Ensure confidentiality and encourage employees to seek help when needed.
Psychosocial Hazards (Control Measures)
• Promote Respect and Inclusivity: Foster a culture of respect, diversity, and inclusivity in the workplace
where all employees feel valued and respected. Provide training on diversity awareness, cultural
sensitivity, and unconscious bias to promote respectful interactions and relationships among employees.

• Recognize and Reward Achievements: Acknowledge and reward employees for their contributions and
achievements to boost morale and motivation. Recognize the importance of employee efforts and
celebrate milestones, accomplishments, and team successes.

• Provide Training and Development: Offer training and development opportunities to help employees
build skills, grow professionally, and advance in their careers. Invest in ongoing learning and skill
development to empower employees and enhance job satisfaction.

• Manage Change Effectively: Communicate openly and transparently during times of change, such as
organizational restructuring, mergers, or leadership transitions. Involve employees in the change process,
address concerns proactively, and provide support to help employees adapt to change.

• Lead by Example: Lead by example as a manager or leader by promoting a positive work environment,
demonstrating empathy and understanding, and prioritizing employee well-being. Encourage
collaboration, teamwork, and mutual respect among employees.
Environmental Hazards
• Poor indoor air quality, inadequate lighting, extreme
temperatures, and noise can impact comfort, productivity,
and overall health.
Environmental Hazards (Control Measures)
• Improve Indoor Air Quality (IAQ):
– Ensure proper ventilation by regularly maintaining HVAC systems, changing filters, and maximizing outdoor air
intake.
– Minimize indoor air pollutants by avoiding smoking indoors, using low-VOC (volatile organic compound) paints
and cleaning products, and reducing sources of indoor pollutants.
– Monitor IAQ regularly using air quality sensors and take corrective actions if IAQ levels are found to be poor.

• Enhance Lighting:
– Provide adequate lighting in all areas of the workplace, including workstations, corridors, and common areas.
– Use natural light where possible and supplement with artificial lighting to ensure sufficient illumination.
– Adjust lighting levels to minimize glare and shadows, and provide task lighting for detailed work tasks.

• Manage Temperature and Humidity:

– Maintain comfortable temperature and humidity levels in the workplace by regulating heating, ventilation, and air
conditioning systems.
– Provide individual temperature controls or fans to allow employees to adjust their immediate environment as
needed.
– Address issues such as drafts, cold spots, or overheating in specific areas to ensure consistent comfort
throughout the workplace.
Environmental Hazards (Control Measures)
• Control Noise Levels:
– Identify sources of excessive noise in the workplace, such as machinery, equipment, or adjacent traffic, and
take steps to minimize noise emissions.
– Use sound-absorbing materials, acoustic panels, or barriers to reduce noise levels in noisy areas.
– Provide quiet areas or designated break areas where employees can retreat to for respite from high noise
levels.

• Perform Regular Inspections:

– Conduct regular inspections of the workplace to identify environmental hazards and address them promptly.
– Check ventilation systems, lighting fixtures, HVAC units, and other environmental controls for proper functioning
and maintenance.
– Encourage employees to report any concerns or issues related to indoor air quality, lighting, temperature, or
noise.

• Educate Employees:
– Provide education and training to employees on the importance of environmental safety and how they can
contribute to maintaining a healthy work environment.
– Raise awareness about the impact of poor indoor air quality, inadequate lighting, extreme temperatures, and
noise on health, comfort, and productivity.
Environmental Hazards (Control Measures)
• Promote Wellness Programs:
– Implement wellness programs that focus on promoting physical and mental well-being, including initiatives such
as stress management, ergonomic assessments, and healthy lifestyle habits.
– Offer resources and support for employees to manage stress, maintain work-life balance, and prioritize their
health and well-being.

• Seek Professional Assistance:

– Consult with environmental health and safety professionals or specialists to assess and address specific
environmental hazards in the workplace.
– Consider conducting indoor air quality assessments, lighting audits, or noise surveys to identify areas for
improvement and develop targeted interventions.