General Office Safety Tips

Creating a safe work environment not only provides for workers' physical safety but also mental well-being, efficiency and productivity.

Though office work is usually relatively safe compared to other typically dangerous occupations such as firefighting or high rise construction, dangers exist which can create physical injury, headache and chronic illnesses. Providing a safe workplace not only creates a physically healthy working experience for yourself and your employees, it can also make them comfortable and mentally healthy which can lead to increased productivity and efficiency.

Falls, Cuts and Scrapes

To minimize falls, cuts and other first-aid requiring injuries, keep at least three feet between desks; make sure cords stay out of aisles; put people who use the same equipment together to minimize traffic; keep printers, telephones, files and other equipment away from the edges of desks; inspect and replace damaged flooring and use slip-proof mats or rugs. Also, place heavy objects on lower shelves; file papers in cabinets; open one file drawer at a time and use the handles; keep paper cutter blades closed when they are not used; use stapler removers; store sharp objects in drawers; immediately identify and clean up spills; close desk and file cabinet drawers before getting up or stepping away and unplug equipment before cleaning or servicing. Don't store items on top of cabinets.

Headache and Fatigue

To help minimize risk of headache and fatigue, keep ventilation systems working correctly to provide comfortable humidity and temperature levels; limit and maintain exhaust from printing and copy machines; provide and maintain adequate but not-too-bright lighting; create light-colored floors, ceilings and walls with dull finishes to reduce glare and use indirect lighting. You can also move noisy machines away from work areas; muffle noise with carpeting, curtains and acoustic ceiling material; put telephone ringers at lower volumes and route traffic away from work areas.

Disease and Chronic Problems

Following the suggestions to help eliminate headache and fatigue can also help to ward off disease and other chronic health problems. In addition, you can limit fumes from machines for printing and copying by keeping them away from working areas; keep material safety data sheets on file and accessible for all chemicals in the office and maintain proper ergonomics for typing and working at the computer.

Fire and Natural Disasters

Keeping office workers safe from fire includes prevention and ensuring their ability to get out of the building safely should a fire occur despite prevention efforts. Therefore, make sure the office has at least two exit doors that are at least 28 inches wide, clearly marked and free from obstructions; create evacuation procedures and train employees with them; and keep and maintain fire alarms and extinguishers. For fire prevention, use flame-retardant materials for carpets, curtains and wherever else possible; label and properly store all combustible materials; and have and maintain a sufficient number of electrical outlets. In addition to fire safety efforts, create a plan of action and train employees in case of tornado, earthquake or other weather emergencies and ensure weather shelters are large enough, accessible and clutter free.

References

• NOAA: Office Safety
• James Madison University: Safety in the Office