Office Workplace Safety

Employee Induction Manual

discuss the issue with your supervisor or manager
together with your supervisor or manager, identify the source or the nature of the hazard
management will then act to eliminate or minimise the hazard.

Adopt a ‘low stress’ posture. To do this:

Do not overload any part of the body (neck, lower back, etc)
Ensure that your posture is comfortable
Use a chair that suits the person and the task
Ensure that desks used for reading and writing are just above elbow height. Alternatively, use a desk top slope board, to promote better neck and back posture, and use of the back rest
Ensure that the computer keyboard is at elbow height
Ensure that desks or benches, used for collating and stapling, are just above elbow height.
Ensure that staff are trained in the correct use of equipment and furniture.
Ensure that adequate space is provided for activities such as collating, which usually requires a larger space than writing
Ensure that related work tasks are located near to each other.
To maintain a low stress posture, avoid:

People vary in the amount and type of work that they are able to perform. To allow for these differences, the employee should be able to:

shift or move around to avoid physical strain
vary tasks being done to relieve mental stress
make some decisions with respect to varying activities according to personal needs, work habits and the circumstances in the workplace
talk and be with other employees; productive work is still possible when employees can pass comments to each other
Take rest breaks; these do not have to be breaks from productive work. A change of task for a few minutes is a very effective rest break for the body. Check, however, that the ‘different’ task really is different for the parts of the body that are under stress.

To ensure a safe work environment, regular maintenance is essential. These include:

Maintaining floors, furnishings and equipment in good condition.
Keeping aisles, exits and stairs free of clutter, clearly marked and well lit.
Controlling minor spills and responding quickly when they occur.
Use of non-slippery cleaning agents for floors and use signs to warn of slippery areas and restricted access.
Correct installation and regular maintenance programs for equipment such as photocopiers.
Ensuring adequate, safe and appropriate storage areas.
Handling and disposal of waste, such as unwanted scrap paper.
Ensuring that the workplace is clean, hygienic and free of vermin.
Flexible leads, either electrical or telephone, should not be placed across traffic areas. If such leads cannot be moved, a special cover strap anchored to the floor should be used, or the lead should be supported from a structural ceiling member.

Ensure:

Keyboards are just above elbow height
Keyboards are 60-70mm from the edge of the bench
Documents are placed in a level position, either beside the screen or directly below the screen
The top of the screen is at eye level and screen luminance and contrast is adjusted to prevent eye strain
Screens are positioned so glare from windows, etc does not cause discomfort and reflections on screen are minimised
Laptop or notebook computers are plugged into a regular screen and keyboard when used for a prolonged period
The mouse is located so the elbow can be held close to the side of the body and shoulders are relaxed and comfortable
Tasks are varied to avoid prolonged keyboarding.

Ensure:

Requirements for storage are regularly assessed
Space for storage allows for the use of manual handling equipment such as trolleys
Storage space allows for personnel to adopt an upright, forward facing posture
Storage facilities are provided according to the needs of personnel
Storage facilities are easily accessed
Cabinets above eye level are not used as storage space
Materials are not stacked excessively on low cabinets
Personnel are instructed to have only one drawer open on filing cabinets at any one time
Filing cabinets do not open onto walk ways
Shelves, etc are firmly fixed, braced and adequate for the intended load
Heavy or awkward objects are stored no lower than waist height
Trolleys and stepladders are provided, where necessary.
Ensure all areas are neat, tidy and well organised, with no articles stored in corridors or in front of shelves.

DO NOT lift any object that you feel may be too heavy and avoid prolonged lifting and carrying of any heavy load.

Be aware that repeated lifting of, even moderately, heavy loads can injure muscles, joints and ligaments over a period of time.
Use a trolley to carry heavy loads, whenever possible.
Avoid over-reaching in order to pick up a load.
Plan your movements and ensure that the path and storage area is clear and free from obstructions.
Assess the weight, size and shape of the load before lifting it. Small, compact loads may be easier to handle than bulky loads of the same weight.
Use team lifting. An individual making a single lift is restricted to no more than 20 kg.
Wherever possible, lifting operations should be conducted between mid-thigh and shoulder height – loads over 10 kg should not be stored above waist height.

assess the load for size and weight
position yourself close to the load and balance the body
spread your feet for balance and relax your knees
get a firm palm grip
bend your knees slightly
bend forward at a 45° angle, let your back bend slightly if it wants to and drop your chin to your chest
Raise your head and straighten your legs
let your leg and buttock muscles do the work
lift smoothly without jerking or twisting
turn your feet in the direction you wish to go before you start to walk; do not twist your body first.

Try to vary tasks in order to allow various postures.

Avoid double or multiple handling by placing incoming cartons on a trolley, mark and place straight onto shelves.
Store heavy cartons and articles between mid-thigh and waist heights, with only small and light articles above shoulder height.
Crates or containers should have easy-to-grip handles. For large cartons, strapping can assist grip as do gloves with rubber grip pads.
Use steps and platforms.
Keep space in front of display stands clear, to enable heavy items to be lifted close to the body.

Ensure the work level is at or about waist height.
Avoid the lowering of objects that must be lifted later.
Keep equipment and materials within easy reach without the need to bend or twist.
Adopt a balanced position when using office hand tools such as staplers; do not over reach.

Ensure that:

limits are set on the amount of time that any employee operates the photocopier, to minimise exposure to ozone
copiers that are used extensively are located away from work stations
personnel are instructed to follow the manufacturer’s recommendations for the handling of toner
the effects of light, noise and heat from photocopiers have been considered and addressed where necessary
photocopiers are regularly maintained and records are kept.

Ensure that: