Office Safety Procedure for Workplace Safety Management

The purpose of this office hse procedure is to ensure that all offices are designed to mitigate risk and maintained to ensure the safety of staff and visitors. This office safety procedure is applicable for all kind of head/corporate/admin offices including project site offices to maintain good construction safety culture.

Overall the office/project manager is responsible for the implementation of this standard office safety procedure.

Every year many accidents occur in the office environment of which a considerable amount result in serious injury being sustained.

Traditionally construction operations and factories etc. have always been regarded as being hazardous whilst offices have been thought of being relatively safe.

The main safety considerations that should be taken into account covering offices are:

i. Notification to local Authorities.

ii. Maintenance of workplace, equipment, devices and systems.

iii. Firefighting equipment.

iv. Means of escape.

v. Ventilation requirements.

vi. Lighting.

vii. Cleanliness and removal of waste.

viii. Room space.

ix. Seating and workstation arrangement.

x. Condition of floors, obstructions, handrails etc.

xi. Falls of persons and objects.

xii. Windows and transparent doors, gates etc.

xiii. Opening windows, skylights etc.

xiv. Sanitary conveniences – suitable and sufficient.

xv. Washing facilities – suitable and sufficient.

xvi. Supply of drinking water suitably marked.

xvii. Clothing, storage and changing.

xviii. Emergency Preparedness

xix. Communication (Notice Boards)

xx. Electricity

xxi. Eating meals and resting.

Office Safety Hazard Identification and Risk Assessment

The following is a list of some of the common hazards, which may exist in office premises and may result in a risk of injury.

i. Trips and falls at floor level as a result of tripping over obstacles, for example electrical and telephone cables and poor housekeeping.

ii. Objects falling or toppling due to poor storage arrangements.

iii. Falling from heights whilst gaining access to shelves or high cabinets.

iv. Fire.

v. Electric shock from poorly maintained electrical apparatus.

vi. Injuries as a result of manual handling.

vii. Injuries from striking against open cabinets, drawers etc.

viii. Eye strain from inadequate lighting and poor positioning of VDU workstations.

ix. Injuries from unguarded machinery.

x. Exposure to chemicals/substances.

An assessment of the risks, resulting from any of the above and any other hazards present, which cannot be removed, should be made, and the appropriate control measures should be recorded.

Control Measures for Office Safety

All new office employees should receive a period of safety induction.

The induction should as a minimum include the following items:

i. Health and safety policy.

ii. Fire precautions.

iii. First aid arrangements including recording of accidents.

iv. Security.

v. Welfare facilities.

vi. Any other specific rules.

All office employees should receive a period of training and/or refresher training as identified by the individuals training needs, at intervals as may be considered appropriate.

The office management should consult with the Company safety staff to define this period in consideration to new premises, new equipment and changes in regulations etc.

Office Furniture Handling

a) There should be sufficient room to open drawers.

b) Drawers should be kept shut after use.

c) Only open one drawer at a time.

d) Ensure storage shelves and racks are stable and in good condition

Electrical Equipment Safety

a) Each office should prepare a list covering each portable electrical appliance, identifying the appliance and should arrange for a suitable check to be carried out at periods no longer than 1 year by a competent person.

The results of these checks should be recorded in a register.

b) All electrical appliances should be suitably maintained, so as to prevent danger. Any defect noted or any matters of concern about the equipment should be reported to the immediate supervisor.

c) Visually check electrical equipment regularly.

d) Do not use any electrical equipment, which looks as if it may be defective.

e) Flexible cables including telephone wires should not be positioned in walkways.

f) Flexible cables should be in good condition and outer protective sheaths should be secured both in the plug and in the equipment.

g) Electric kettles or other appliances with a removable flexible lead adaptor should be isolated from the main socket prior to removal of the flex adaptor.

h) Electrical heating appliances should not be obstructed by any combustible material or any which may cause the appliance to overheat.

i) If more than one appliance is supplied from a power point proper fused multi ways socket blocks should be used.

j) Personal electrical appliances should not be used in offices unless approval has been given by the Office Manager/Supervisor. This approval must be subject to the item being proved satisfactory by inspection and test.

k) All fixed electrical installations should receive an inspection/test at five yearly intervals.

l) If any installations or alterations are made, the office manager should get a certificate from the contractor and attach this to the 5 yearly inspection/test report.

m) Switch non-essential equipment off at night.

n) The fuse in a plug top should be of the correct rating. As a guide, the following sizes will apply:

• 3 amp for equipment power of up to 100 watts
• 5 amp for equipment power of up to 1000 watts
• 13 amp for equipment power of up to 3000 watts

o) Fuses should only be changed by a competent person.

p) Wires should not be jammed into sockets with matchsticks etc.

q) All flexible leads supplying power to portable equipment should be as short as practical and placed in positions which do not present a tripping hazard.

r) Where no alternative exists and flexible cables have to be placed in a walk area, they should be placed in enclosures affixed to the floor that are designed to eliminate any hazard.

s) Consideration should be given to the possibility of mechanical damage. Care must be exercised to ensure that flexible cables are not subject to damage by doors, office cabinets, tables etc.

t) No joints should be made unless by means of a specially constructed flexible coupler. The female portion of such a coupler must be affixed to the supply side.

Manual Handling of Loads

Where loads have to be handled or moved, assessments should be carried out and the following measures adopted.

i. Use trolley or barrow if possible.

ii. Reduce the weight of the load.

iii. Use correct manual handling techniques. Use your legs not your back.

iv. Get assistance if necessary.

v. Ensure floors are clear.

vi. Ensure sight is not obstructed.

vii. Take account of shape, roughness, sharp edges, etc.

Fire Precautions in Office Safety

a) All offices having more than a staff of 20, or more than 10 on any floor other than the ground floor, should have applied for or be in receipt of a current valid fire certificate.

b) Employees should be trained in evacuation procedures and use of fire extinguishers.

c) All fire extinguishers should be checked every 12 months. The date of the checks should be recorded on the individual fire extinguisher.

d) Escape routes kept clear.

e) Fire exit signs should be posted.

f) Keep fire doors shut.

g) A suitable number of trained fire wardens should be nominated on each floor of the building to ensure a safe evacuation of all personnel is carried out.

h) Smoking is not permitted in any office building.

i) Flammable liquids should be kept away from any source of heat and securely stored in flameproof containers.

j) Fire extinguishers should be clearly identified as regards the type.

k) All personnel should have received information in what to do in case of a fire, including:

• How to raise the alarm if a fire is discovered
• location and correct use of fire extinguishers
• identity of the fire wardens
• correct means of escape
• outside “roll call” assembly point

Office Safety for Copying and Printing

a) Operators should be adequately trained.

b) Guards kept in the correct position.

c) Keep hair or clothing away from moving parts.

d) Ensure adequate ventilation in accordance with the supplier’s information.

Office Security Requirements

a) At no times is it permissible for a staff member to be working in isolation outside of normal working times.

b) Visitors will be required to sign the visitor’s book and issued with a visitor’s pass at the reception area.

c) The visitor is to remain in the reception area until he/she is escorted to person the visitor wishes to meet.

d) On leaving the office, the visitor must surrender the visitor’s pass and sign out in the visitor’s book.

e) In case of emergency, the person being visited will take responsibility of his visitor.

General Office Safety Guidelines

a) All areas should be sufficiently illuminated in accordance with the recommended levels.

b) Adequate ventilation should be provided.

c) Work access and egress areas should be maintained in a clean and tidy manner.

d) Employees should be instructed and encouraged to report unsafe situations.

e) Full height glass doors or screens should be marked to indicate their presence.

f) Consider the special needs of disabled persons.

g) Provision of suitable and sufficient washing and toilet facilities.

h) Provision of adequate first aid facilities and trained first aid personnel.

Office Safety Checklist

a) Have all persons received induction training?

b) Have all employees received training as identified by their individual needs?

c) Are the storage facilities adequate in that they are safely constructed and not overloaded?

d) Are materials stored above head height safe and easily accessible?

e) Are electric and other leads (e.g. telephone) positioned safely and in good condition?

f) Have manual handling assessments been carried out and control measures implemented?

g) If applicable have fire certificates been obtained?

h) Are persons trained in fire evacuation procedures?

i) Have an adequate number of fire wardens been appointed?

j) Are all fire fighting points adequately marked, equipped and accessible?

k) Is adequate signage provided?

l) Are all escape routes signed, clear and accessible?

m) Is all machinery correctly guarded?

n) Is there adequate heating / cooling?

o) Is there adequate lighting?

p) Has adequate ventilation been provided?

q) Are machine rooms ventilated with good soundproofing?

r) Are welfare facilities adequate?

s) Are they being maintained in a clean and tidy condition?

t) Are both hot and cold running water available?

u) Is drinking water identified?

v) Are there adequate supplies of soap, clean towels and toilet rolls available?

w) Has a suitable assessment been made of all VDU workstations?

x) Have arrangements been made for VDU operators’ eye tests?

y) Has VDU operators’ work been programmed to ensure suitable breaks from that form of work?

z) Is a system of accident recording in place?

aa) Are annual summertime work hours and precautions discussed?