Office Risks

Whilst the health and safety risks associated with offices may be viewed as minimal even simple accidents can have serious consequences. Hazards in workplaces where machinery is present or chemicals are used are self-evident, in the office environment hazards may be less obviouc but still with the potential to cause injury.

Regardless of the size of your business or the number of employees, you need to understand the basic legal framework. As an owner or occupier of premises and an employer you have duties to:

your employees (including trainees), wherever they are working
those affected by your work, (neighbours or the public)
visitors, contractors and agency staff
people who purchase and use products you supply
those who use your services.

In simple terms you have to take care of the people who may be affected by what you do, or what you failed to do. In law the main responsibility for health and safety lies with the employer who must provide a safe working environment and safe working methods. There are specific pieces of legislation with which all businesses are required to comply but the health and safety measures need only to match the level of risk.

Common hazards

Slips, trips and falls are the most common source of office accident. The main causes of slips and trips are the poor condition of flooring or floor covering, trailing leads, spillages of liquid onto smooth or polished flooring, poor lighting and general untidiness. Falls often arise from a failure to use correct access equipment e.g. stepping up onto a chair rather than using a "kick stool" or purpose designed ladder.
Manual handling of heavy loads such as boxes of photocopy paper, office furniture or training equipment such as overhead projectors, televisions and videos can give rise to back injuries.
Fires can be caused by poorly maintained electrical installations and portable electrical equipment, storage of combustible items or waste next to electrical switchgear, or discarded cigarette ends.
Use of display screen equipment at poorly designed workstations for long periods of time leading to stresses and strains on the back, shoulders, arms and wrists.

Key Action Steps

You need to consider the following areas:

Safety Policy - A H&S policy specific and relevant to your business should be prepared and communicated to employees. If you employ five or more people then it should be written down.
Assessments - The Management of Health and Safety at Work Regulations 1999 includes a duty to carry out risk assessments and if you employ more than five people these must be recorded in writing. Risk Assessments will identify hazardous activities, potentially harmful substances and dangerous materials and help you to frame the precautions needed such as training, new methods of work or guarding of machinery. Risk Assessments should be revised from time to time.
Fire Safety - You need to assess the fire risk, testing of alarms, inspection of extinguishers, the drawing up emergency procedures and their testing by means of drills and practices.
Electricity - Review adequacy of the fixed wiring and sockets and set up an inspection procedure for electrical equipment such as kettles, computers and portable heaters.
COSHH - To reduce the risk of ill health it is necessary to control the risks from exposure to hazardous substances. In offices this usually relates to cleaning materials, toners, etc.
First Aid - Have you assessed the need for first aiders? Do you have an appointed person to take charge in an emergency and an appropriately stocked first aid box?
Accident Reporting - Are all accidents recorded in your accident book and are all reportable accidents notified to the enforcing authority on form F2508?
Display Screen Equipment (VDUs) - Assessments of workstations should be completed to ensure their suitability for use.
Workplace/Welfare - Legislation gives general guidance on working temperature, toilet and washing facilities, space/person, etc, which need to be adhered to.
Contractors/Visitors - Take into account the management of visitors e.g. are they escorted whilst on the premises, what happens in the event of a fire? In addition consider the use of contractors; how is their competency determined, do they have adequate insurance, security, how are they notified of your health and safety procedures.