Like any other workplace, proper precautions and ongoing safety inspections in offices help protect employees and visitors. Eliminating or mitigating most office safety hazards is straightforward when jobs and workplaces are designed correctly and supervisors understand differences among people and tasks. Make sure there is adequate temperature and humidity control and functioning exhaust systems to maintain a comfortable environment.
The Need for an Office Safety Plan
Companies that receive multiple workers' compensation claims or visitor accident claims may face higher insurance premiums. When management and staff work together, the workplace is safer for everyone. Safety plans typically define responsibilities, training, and reporting procedures.
For guidance on evacuation and fire precautions, see Fire Safety and Evacuation Plan.
Who is Responsible?
Everyone is. Management is responsible for providing training, and employees are responsible for following procedures and reporting hazards.
Management training
- Emergency procedures
- Electrical safety
- Office ergonomics
- Ensure all office equipment is in good and safe working condition
- Provide proper storage for office supplies with easy access and adequate space
Office Staff Responsibilities
Office staff play a key role in day-to-day safety by recognizing hazards and reporting them promptly.
- Report safety problems to management at once.
- Report equipment that needs repair; never attempt repairs yourself.
- Keep the office environment well maintained and tidy.
Be On the Lookout (BOLO)
All employees should stay aware of their surroundings and report unsafe conditions before they cause harm.
Electrical Safety
Electrical hazards are a major concern in office spaces. Improperly maintained or used electrical equipment can start fires or create tripping risks. Common issues include:
- Extension cords that create tripping hazards.
- Cords with frays, cuts, kinks, or knots.
- Cords running through doorways where closing doors can damage the wiring.
Noise Hazards
Noise in the office is more than an annoyance; sustained high noise levels can contribute to stress and communication errors.
- Buy the quietest equipment reasonably available.
- Maintain equipment so it stays quiet.
- Place loud equipment away from conversation areas.
- Isolate noise sources with barriers, buffers, or acoustical materials.
Housekeeping
Poor housekeeping is often the cause of fires, employee injuries, and guest injuries. Aisles within the office must remain free of obstructions, and drawers should be closed when not in use. Damaged furniture, especially chairs and drawers that do not close, needs prompt attention.
For more on keeping aisles and walkways safe, see Corridors and Walkways Safety Plan.
Management should encourage employees to report unsafe conditions and take prompt action to fix reported problems. If you need insurance guidance about office risks, consider talk to an agent.
Frequently Asked Questions
What should an office safety plan include?
An office safety plan should identify responsibilities, emergency procedures, training requirements, and reporting processes for hazards and equipment maintenance.
How quickly should I report a safety hazard?
Report any unsafe condition to management as soon as you notice it to reduce the risk of injury or property damage.
Who is responsible for maintaining office equipment?
Management must ensure equipment is maintained and safe, and employees should report equipment needing repair rather than attempting repairs themselves.
How can noise in the office be reduced?
Use the quietest equipment available, maintain it, position loud machines away from workspaces, and add acoustic barriers where needed.