Office Work Environment

1. Safety & Health in the
“Office” Work Environment
CLEET
Safety Training

2. Office Employees are part of
the site Safety & Health
process.

3. What are some of the hazards
we encounter in offices?
Ergonomic
issues;
Fire &
evacuation;
Electrical cords &
equipment;
Heat-generating
sources;
Hand & powered
tools &
equipment;
Office machines
(copiers, paper cutters,
shredders, jammed
machines);
Office chemicals;
Slips, trips, falls;
Housekeeping;
Furniture/layout;
Motor vehicle
accidents.

4. Start your day off safely…
Dress for success
Wear loose, comfortable
clothing to allow free
movement of hips & to maintain
natural spinal curves.
Avoid open-toed shoes and
sandals, whenever possible.
Wear comfortable footwear
with a low heel to reduce leg
and back strain & to help
prevent slips and falls.

5. Slips, Trips & Falls
The #1 cause of office
employee injuries!
– Level surfaces,
– Elevated surfaces -
standing on chairs,
falling out of chairs,
falling down stairs
– Manufacturing areas,
– Parking lots.
Awareness.
Keep aisles clear.
“Walk like a duck” on
slippery surfaces.
Use the handrail on
stairs.
Report deficient
conditions to Facilities
Maintenance.
Hold onto chair
seats/arms when
attempting to sit.
Approved step stools &
ladders only.
“Sensible shoes.”
Wipe up spills.
Walk, don’t run.

6. Layout:
Office areas established with the assistance
& approval of the Facilities Maintenance &
EHS.
Emergency exits & passageways established
& must be maintained.
Furniture & equipment arranged, so far as
possible, to:
• Avoid chairs and equipment jutting into
walkways; Avoid drawers from opening
into walkways or doorways; Obstruct the
view around corners or partitions.

7. Lighting:
Areas that are not lit adequately, or are
lit too much, can cause headache, strain,
and fatigue.
Color plays a big role in eye fatigue.
Use adjustable task lighting for tasks that
require greater illumination.
Take visual “breaks” every 30 minutes.
Get regular eye exams…let your eye doc
know if you are working at a computer!

8. “Housekeeping”
Storage or placement of objects in aisles,
below knee level, or on other “office-type”
floor surfaces.
Overflowing, heavy wastebaskets.
Dust accumulations.
Maintaining condition of office equipment
and work area.
Orderly arrangement in all areas, especially
storage.
Storage must be 18” or more below sprinkler
heads.

9. Chairs should remain squarely on the floor.
Casters on all chairs should be secured and
all parts of the chair should be sturdy &
should not present a hazard to the user.
Close drawers when not in use.
Open drawers slowly and carefully.
Avoid overloading filing cabinets, and
distribute the weight of materials stored in
cabinet to avoid tipping.
Furniture should be selected and maintained
without sharp edges, points, or burrs.
Furniture Safety:

10. Good workstation set-up is
based on individual needs.
But, there are some general principles
that can be taken into account…
Rule #1: If you are uncomfortable,
seek assistance!

11. Considerations in setting up a
Computer Work Station
How with the
computer be
used? How long?
What kind of
computer?
What furniture will
be used?
What chair will be
used?
What can you
see?
Posture!
Where will the
computer be
used?
Breaks
Ergo. Gizmos

12. “Turtleneck”;
Hungry head;
Slumped posture;
Elbows out;
Reach out of
“easy reach”
zone;
Work outside the
“comfort zone”;
Shoulder(s) too
high/low;
Butts up;
Twisting of neck
or back;
Wrists outside of
neutral position;
Squinted eyes.

13. Good posture is essential to
your health & safety!
3 natural curves.
Seated posture puts lots
of strain on your body!
Exaggerated curves are
bad.
Stretch frequently.
Maintain or build
strength.

14. Easy Reach
Items to think
about moving
into the “easy
reach” zone...
– Keyboard
– Mouse
– Telephone
– Calculator

15. Chairs:
Some adjustments to
check out…
– Seat height, depth,
angle/tilt,
– Back height, adjustability,
and angle/tilt,
– Lumbar support,
– Arm rest height,
– Swivel.
Another pair of eyes.

16. Your Health & Safety Requires
Stretching/Exercise “Breaks”!
Two types:
– Aerobic exercise
– Micro breaks
Micro Breaks:
short breaks to
relax, restore, re-
nourish, gently
stretch.

17. Material Handling:
No lifting over 35
pounds on an
occasional basis.
– Obtain assistance
through the Facilities
Maintenance Dept.
Avoid lifting objects that
are too heavy for you!
Plan the lift.
Stand with your feet
apart, alongside the
object to be lifted.
Use the “sit down”
position, maintaining the
natural arch of the
spine.
Tuck your chin.
Get a good grip on the
object.
Keep the object close.
Center the weight over
your feet.
Avoid twisting.

18. Office Equipment Safeguarding
Copiers (sorting
trays, moving
parts).
Paper Cutter
guarding to avoid
contact with the
cutting blade by the
opposing hand
(hand holding the
paper).
When cutters are
not in use, cutter
should be down and
the blade secured.
Storage of letter
openers and sharp
tools (i.e. Exacto
knives, scissors,
etc.) should be
appropriate to avoid
tools rolling and
falling off of desk
surfaces.
Use sheaths for
knives and razors.

19. 11% of Injuries =
“Struck by or between”
Struck by or between what???
– Doors,
– Office machines & equipment dropped
on feet;
– Falling objects (from cabinets &
storage locations);
– Copy machines;
– “Addressing” machines and fans;
– Paper cutters.

20. In accordance with
Lockout/Tagout policy &
procedures...
Office equipment has
the potential to cause
harm & is included in
the Lockout/ Tagout
program.
In order to clear a jam
of electrically-powered
office equipment, power
must be turned “off” and
disconnected from the
power supply.
Copiers that become
jammed should be
cleared in accordance
with manufacturer’s
instructions.
– Know the procedures
for for safely clearing
jams.
– Remain cognizant of
areas which may be
hot.
– Remember that power
is still connected!

21. Electrical Safety:
Shut off electrical
equipment not in use!
Properly equipped with
grounding prongs.
Electrical cords should
be visually inspected on
a periodic basis to
identify frayed and worn
cords.
Maintain electrical cords
in areas out of walkways
and passageways.
Avoid extension cords in
office areas.
Surge protectors may
not be overloaded and
may not be used as an
“extension cord” for
other office equipment.
Don’t overload outlets
and surge protectors!
Combustible material,
such as paper, may not
be stored on or in close
proximity to electrical
outlets and connections.

22. Heat Generating Equipment
Coffee pot
Toaster oven
Microwave
Mug warmer
Heaters
Cooling fans
Soldering iron
Heat gun
Other electrical stuff
Ensure 18” or more of
clearance from other
combustibles
UL listed
Grounding prongs
Plug into outlet directly
Heaters need tip-over
protection
Shut it off!

23. Chemical Safety
What chemicals do we use in the
office?
Read the label & hazard warnings.
Read the MSDS (Material Safety
Data Sheet)…on file in EHS Dept.
Handle & store the material
properly, in accordance with the
MSDS.

24. Report injuries & “near-hits”
Learn from near-
misses to prevent
serious injuries.
Report injuries to
your supervisor and
the EHS Manager.
Primary Goal:
Prevent Recurrence!

25. Emergencies:
How do we report emergencies &
get assistance?
What does the alarm sound like?
What are the primary & secondary
exits?
Where do we meet?
Who accounts for us?
How do we report missing persons?

26. General Office Safety Hazard
Control
Proper, well-designed layout of
office, furniture, equipment,
lighting;
Ergonomic evaluation &
correction of workstations;
Small appliance control ;
Proper electrical wiring &
properly grounded electrical
service;

27. General Hazard Control - continued
Proper materials handling &
storage areas;
Maintenance of walking surfaces;
Emergency planning;
Maintenance of fire prevention &
control program;
Contractor & visitor safety rules.

28. THE END