Safety Rules in the Office

Most people would not think that an office is a particularly hazardous work environment—and compared to a foundry or mine, it is not. However, even an ordinary office contains many potential hazards. Following a few, simple safety rules can help to keep everyone safe and injury-free.

Fall Hazards

• Spilled coffee on the floor or a wayward electrical cord can cause a serious slip and fall injury. Wipe up or report spills immediately. Place door mats in front of entrances to soak up tracked-in rain or snow. Pick up loose objects on the floor and report loose carpeting or damaged floor surfaces. Keep aisles clear and secure electrical cords away from walkways. Make sure drawers are completely closed after every use. Wear stable shoes with non-skid soles and exercise care when walking up and down stairs.

Ergonomics

• Exercise caution when lifting; even small loads can cause back and neck injury. Never twist when lifting, hold the object close to you and lift with your legs and not your back. Arrange your workstation to fit you so that your body can maintain a relaxed, neutral posture. Adjust chair height so that your feet can rest flat the floor and adjust the monitor so that you can look directly at it without tilting your head up or down. When on the keyboard, your wrists should be straight. Vary your tasks during the day and take mini-breaks to rest eyes and muscles. Take opportunities to get up, walk around and stretch.

Material Storage

• Stack materials neatly, so that objects cannot fall on workers. Store heavy objects on lower shelves and try to store materials inside cabinets and files. Keep materials out of aisles and passageways. Never place materials in front of fire exits, extinguishers or other emergency equipment. Materials must also be stored at least 18 inches away from sprinkler heads, as this could impact the sprinkler's effectiveness.

Electrical and Fire Hazards

• Inspect power cords regularly and discard any that are worn, have exposed wires or missing prongs. Use extension cords that are rated for the expected load. Do not overload power strips and never plug a power strip directly into another power strip. That is known as “daisy-chaining” and can lead to dangerously overloaded circuits. Portable space heaters can pose a major fire risk. Use space heaters that have been approved for commercial use and never use with an extension cord.

Environmental Factors

• The most likely sources of indoor air quality issues are poor ventilation, indoor temperature (too hot or cold) relative humidity (too high or low), and emissions from office machines. Raise any concerns with building management so that an air quality assessment can be completed and necessary adjustments made.

Emergency Procedures

• Become familiar with your organization’s emergency plan. Learn your organization’s procedure for handling workplace injuries and illnesses. Identify your nearest emergency exit and an alternative exit. Building management should conduct an emergency evacuation drill at least once per year.