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Office work

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Office work safety for administrative and desk-based tasks should be managed through a basic workplace health and safety program that identifies hazards, applies controls, trains staff, and reviews incidents. Key office hazards include ergonomic strain, poor lighting or air quality, repetitive work, manual handling, slips/trips, and emergency risks. A practical approach is to assess each task and area, control hazards first through engineering, work practice, and administrative measures, and use PPE only where residual risk remains. [1] [6] [12]

For office ergonomics and workstation setup, employees should work in neutral postures and adjust the workstation so frequently used items are easy to see and reach. The chair, desk, keyboard, mouse, and monitor should be arranged to avoid excessive bending, reaching, twisting, wrist deviation, or slouching. Staff should not remain in one posture for long periods and should alternate sitting, standing, walking, and task types where possible.

  • Keep head, neck, back, shoulders, elbows, wrists, and hands in a neutral working posture.
  • Position the monitor directly in front of the user at a comfortable viewing height and distance.
  • Place keyboard and mouse close enough to avoid overreaching; keep wrists straight and avoid excessive force on the mouse or keys.
  • Adjust the chair so feet are supported and there is free leg movement under the desk; do not store items under the desk.
  • Change position frequently, take micro-breaks, and stretch regularly.
  • Avoid holding any single posture too long and avoid awkward seated positions such as leaning back with feet on the desk.

[1] [1] [1] [1] [1] Manual handling in offices commonly involves lifting boxes of paper, files, office supplies, small equipment, or moving furniture. Risks should be reduced by avoiding unnecessary lifting, keeping loads small, using carts or trolleys, storing heavier items between knee and shoulder height, and training staff to assess the load before moving it. Employees should keep loads close to the body, avoid twisting while lifting, and ask for help with bulky or heavy items. Work should be organized so that manual handling hazards are reduced by equipment and layout rather than relying only on individual effort. [8] [6]

Slips, trips, and falls prevention is a core office safety requirement because most falls occur on the same level and are commonly caused by poor housekeeping, spills, clutter, cables, poor lighting, and open drawers.

  • Clean spills immediately and mark wet areas until dry.
  • Keep walkways, corridors, and work areas free of clutter, boxes, and loose materials.
  • Cover or secure cables that cross walkways.
  • Ensure rugs, mats, and carpets lie flat and are secured.
  • Close desk, cabinet, and file drawers immediately after use.
  • Maintain good lighting, replace failed bulbs, and reduce glare or shadows where possible.
  • Walk at a safe pace, avoid distractions while walking, and carry loads small enough to maintain clear vision.
  • Inspect office areas regularly and report unsafe conditions promptly.

[2] [2] [3] [5] [4] Fire safety procedures for office environments should include maintaining clear exits and access to fire equipment, controlling ignition sources, safe use of electrical equipment, good housekeeping, emergency planning, and staff training. Offices should have an emergency evacuation procedure, designated assembly points, alarm reporting arrangements, and trained fire wardens where required. Employees should know how to raise the alarm, evacuate immediately, assist visitors if safe to do so, and never block exits, extinguishers, or electrical panels. Portable heaters, overloaded sockets, damaged cords, and improper storage of combustibles should be controlled through inspection and policy.

Risk assessment should be documented and reviewed regularly. For office work, this means walking through work areas, identifying hazards by task and location, deciding who may be harmed and how, evaluating risk, implementing controls, and recording findings. Assessments should be reviewed when jobs change, new equipment or processes are introduced, after an accident, when concerns are raised, and at least periodically. Training records, inspection findings, corrective actions, and hazard assessments should be retained as part of the safety management system. [10] [10] [11]

Incident reporting procedures should require employees to report all injuries, near misses, hazards, unsafe conditions, and fire or evacuation events promptly to a supervisor or designated safety contact. Reports should be investigated to identify root causes and corrective actions, with follow-up to confirm controls were implemented. Early reporting is especially important for ergonomic discomfort, slips/trips hazards, and manual handling strains so that workstation or task changes can be made before a more serious injury occurs. [3] [10]

Compliance with occupational health and safety regulations for office work generally requires employers to provide a safe workplace, identify hazards, implement controls, provide information, instruction and training, maintain emergency procedures, and comply with applicable jurisdictional rules. Where PPE is relevant, employers must assess hazards, provide suitable PPE, train employees in its use and care, ensure it is used properly, and keep it in safe condition. For most desk-based work, PPE is limited, but slip-resistant footwear or task-specific PPE may be needed for cleaners, maintenance staff, mail handling, storage tasks, or wet areas. [11] [9] [7]

  • Provide workstation assessments for desk-based staff and adjust furniture and equipment to fit the individual.
  • Train employees on posture, micro-breaks, stretching, safe lifting, housekeeping, emergency procedures, and incident reporting.
  • Keep floors, stairs, and walkways clean, dry, well lit, and free from clutter, cords, and open drawers.
  • Use carts or team lifting for heavier office loads and store heavy items at safer heights.
  • Inspect offices regularly for ergonomic, electrical, housekeeping, and fire hazards.
  • Document risk assessments, incidents, corrective actions, and training.
  • Review controls after changes, complaints, near misses, or injuries.

[1] [2] [10]

12 source record(s)

Sources used for this answer

[1] Personal Protective Equipment (PPE) Guide

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# Option 2 SAMPLE 2 Job Hazard Analysis for Personal Protective Equipment (PPE) Assessment Job/task: Lathe operator Location: Lathe room <table><tr><th>Job/Task Step</th><th>Hazard Type</th><th>Hazard Source</th><th>Body Parts At Risk</th><th>Severity</th><th>Probability</th><th>Risk Code</th><th>Control Method*</th></tr><tr><td>Pick up stock</td><td>Cuts</td><td>Sharp metal</td><td>hands</td><td>III</td><td>C</td><td>2</td><td>Leather gloves while handling</td></tr><tr><td></td><td>Sprain</td><td>Heavy metal</td><td>back</td><td>II</td><td>C</td><td>2</td><td>Hoist for heavy items</td></tr><tr><td></td><td>Crush</td><td>Heavy metal</td><td>feet</td><td>II</td><td>C</td><td>N</td><td>Steel Toed Shoes</td></tr><tr><td>Run Lathe</td><td>Impact</td><td>Revolving chuck</td><td>hands</td><td>II</td><td>C</td><td>N</td><td>Chuck guard</td></tr><tr><td></td><td>Impact</td><td>Metal Chips</td><td>face, eyes, hands</td><td>II</td><td>B</td><td>1</td><td>Safety Glasses, face shield, coveralls</td></tr><tr><td></td><td>Chemical</td><td>Coolant/Lube</td><td>hands</td><td>III</td><td>C</td><td>z N</td><td>Switch to non-irritating mixture</td></tr><tr><td></td><td>Repetitive Motion</td><td>Frequent control adjust</td><td>hands</td><td>II</td><td>D</td><td>3</td><td>Periodic rest breaks, vary task duties</td></tr><tr><td>Remove stock</td><td>(Same as</td><td>Pick up</td><td>stock)</td><td></td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td><…

[2] Personal Protective Equipment (PPE) Guide

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# How To Use This Guide This guide will help you to comply with the WISHA (Washington Industrial Safety and Health Act) Personal Protective Equipment rules. Volume 1: General Personal Protective Equipment, covers PPE requirements used to protect the head, eyes and face, hand and arm, foot and leg, and body (torso) in most work environments. Future volumes will cover other PPE, such as Hearing Protection, Respiratory Protection, Fall Protection, etc., which have specific requirements, including separate written programs. This guide features a Resource section containing ✓ Sample checklists and forms that you can use and modify (Microsoft Word format) to fit the needs of your particular work place. ✓ Optional PPE policies which you may choose to incorporate into your Accident Prevention Program. (If you need assistance with your Accident Prevention Program, you can consult the Accident Prevention Program Guide.) - Information on particular types of PPE to help you select the appropriate equipment. This guide is not a substitute for the WISHA standards. You need to refer to the Washington Administrative Code (WAC) chapters listed below to make sure you comply with the rules when using this guide. ➤ For this user guide on general PPE, refer to - PPE in the Core Rules Chapter [redacted identifier] ➤ The hazards in your work place may have special rules that apply to them. For information about PPE for specific work places or work tasks, see these WISHA rules: <table><tr><th>Work place</th><th>WAC code reference</th></tr><tr><td>Construction Work</td><td>Chapter 296-155</td></tr><tr><td>Electrical Workers</td><td>Chapter 296-45</td></tr><tr><td>Fire Fighters</td><td>Chapter 296-305</td></tr><tr><td>General Occupational Health Standards</td><td>Chapter 296-62</td></tr><tr><td>such as Hearing Protection</td><td>Chapter 296-62 Part K</td></tr><tr><td>Respiratory Protection</td><td>Chapter 296-62 Part E</td></tr><tr><td>Bloodborne Pathogens</td><td>Chapter 296-62 P…

[3] Prevention of Slips, Trips and Falls

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# Prevention of Slips, Trips and Falls (cont.) ## Trips (cont.) - poor lighting - clutter in your way - wrinkled carpeting - uncovered cables - bottom drawers not being closed - uneven (steps, thresholds) walking surfaces ## How to prevent falls due to slips and trips? Both slips and trips result from unintended or unexpected change in the contact between the feet and the ground or walking surface. This fact shows that good housekeeping, quality of walking surfaces (flooring), selection of proper footwear, and appropriate pace of walking are critical for preventing fall incidents. ## Housekeeping Good housekeeping is the first and the most important (fundamental) level of preventing falls due to slips and trips. It includes: - cleaning all spills immediately - marking spills and wet areas - mopping or sweeping debris from floors removing obstacles from walkways and always keeping walkways free of clutter - securing (tacking, taping, etc.) mats, rugs and carpets that do not lay flat - always closing file cabinet or storage drawers - covering cables that cross walkways - keeping working areas and walkways well lit - replacing used light bulbs and faulty switches Without good housekeeping practices, any other preventive measures such as installation of sophisticated flooring, specialty footwear or training on techniques of walking and safe falling will never be fully effective. For more information about effective housekeeping, visit the OSH Answers document on Workplace Housekeeping - Basic Guide. Flooring Prevention of Slips, Trips and Falls CCOHS

[4] Prevention of Slips, Trips and Falls

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# Prevention of Slips, Trips and Falls (cont.) ## Housekeeping (cont.) Changing or modifying walking surfaces is the next level of preventing slip and trips. Recoating or replacing floors, installing mats, pressure-sensitive abrasive strips or abrasive- filled paint-on coating and metal or synthetic decking can further improve safety and reduce the risk of falling. However, it is critical to remember that high-tech flooring requires good housekeeping as much as any other flooring. In addition, resilient, non-slippery flooring prevents or reduces foot fatigue and contributes to slip-prevention measures. ## Footwear In workplaces where floors may be oily or wet or where workers spend considerable time outdoors, prevention of fall incidents should focus on selecting proper footwear. Since there is no footwear with anti-slip properties for every condition, consultation with manufacturers is highly recommended. Properly fitting footwear increases comfort and prevents fatigue which, in turn, improves safety for the employee. For more information on footwear visit the OSH Answers document on Safety Footwear. ## What can you do to avoid falling at work? You can reduce the risk of slipping on wet flooring by: - taking your time and paying attention to where you are going - adjusting your stride to a pace that is suitable for the walking surface and the tasks you are doing - walking with the feet pointed slightly outward - making wide turns at corners ## You can reduce the risk of tripping by: - keeping walking areas clear from clutter or obstructions - keeping flooring in good condition - always using installed light sources that provide sufficient light for your tasks - using a flashlight if you enter a dark room where there is no light - making sure that things you are carrying or pushing do not prevent you from seeing any obstructions, spills, etc. Fact sheet last revised: 2023-03-28 Prevention of Slips, Trips and Falls CCOHS

[5] FACT SHEET: Personal Protective Equipment

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WORKER HEALTH AND SAFETY FACT SHEET Personal Protective Equipment OSHA Oregon OSHA OAR 437 • Division 2/1 Department of Consumer and Business Services ## General requirements Oregon OSHA standards require employers to assess the workplace to determine if hazards are present or likely to be present that necessitate the use of personal protective equipment (PPE). Employers must provide workers with appropriate PPE and require them to use and maintain it in a sanitary and reliable condition when, based on the hazards, there is reasonable probability that an injury or illness can occur. ## Why use PPE? PPE is designed to protect employees from serious workplace injury or illness resulting from contact with chemical, radiological, physical, electrical, mechanical, or other workplace hazards that cannot be eliminated. PPE is a supplementary form of protection when hazards have not been controlled through engineering or administrative controls. PPE includes a variety of garments and equipment such as goggles, coveralls, gloves, vests, earplugs, and respirators. PPE, when used properly, protects against hazards, but does not eliminate them. Individual standards may require specific PPE. OSHA Oregon OSHA Department of Consumer and Business Services Salem Central Office [redacted street address]. NE Salem, OR [redacted identifier] Phone: [redacted phone] Toll-free: [redacted phone] Fax: [redacted phone]

[6] Personal Protective Equipment (PPE) Guide

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# SAMPLE PPE POLICIES # Procedures ## A. Hazard Assessment for PPE (Safety Person or designated person), in conjunction with Supervisors, will conduct a walk-through survey of each work area to identify sources of work hazards. Each survey will be documented using the Hazard Assessment Certification Form, which identifies the work area surveyed, the person conducting the survey, findings of potential hazards, and date of the survey. (Safety Person or designated person) will keep the forms in the (Specify exact location, e.g., your company's business files). (Safety Person or designated person) will conduct, review, and update the hazard assessment for PPE whenever • a job changes • new equipment or process is installed • there has been an accident - whenever a supervisor or employee requests it • or at least every year Any new PPE requirements that are developed will be added into (Name of your business)'s written accident prevention program. ## B. Selection of PPE Once the hazards of a workplace have been identified, (Safety Person or designated person) will determine if the hazards can first be eliminated or reduced by methods other than PPE, i.e., methods that do not rely on employee behavior, such as engineering controls (refer to Appendix B - Controlling Hazards). If such methods are not adequate or feasible, then (Safety Person or designated person) will determine the suitability of the PPE presently available; and as necessary, will select new or additional equipment which ensures a level of protection greater than the minimum required to protect our employees from the hazards (refer to Appendix C - Selection of PPE). Care will be taken to recognize the possibility of multiple and simultaneous exposure to a variety of hazards. Adequate protection against the highest level of each of the hazards will be recommended for purchase. All personal protective clothing and equipment will be of safe design and construction for the work to be performed an…

[7] Personal Protective Equipment (PPE) Guide

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# TABLE OF CONTENTS (If viewing this pdf document on the computer, you can place the cursor over the section headings below until a hand appears and then click. You can also use the Adobe Acrobat Navigation Pane to jump directly to the sections.) <table><tr><th></th><th>How To Use This Guide...</th><th>4</th></tr><tr><td>A.</td><td>Introduction</td><td>.6</td></tr><tr><td>B.</td><td>What you are required to do.</td><td>8</td></tr><tr><td></td><td>1. Do a Hazard Assessment for PPE and document it</td><td>8</td></tr><tr><td></td><td>2. Select and provide appropriate PPE to your employees..</td><td>10</td></tr><tr><td></td><td>3. Provide training to your employees and document it.</td><td>11</td></tr><tr><td></td><td>4. Make sure your employees use their PPE properly.</td><td>12</td></tr><tr><td></td><td>5. Make sure PPE is in safe and good condition</td><td>12</td></tr><tr><td>C.</td><td>Resources</td><td>.14</td></tr><tr><td></td><td>Tools/Forms: Checklists and forms you can use to help you</td><td></td></tr><tr><td></td><td>comply with PPE requirements.</td><td>15</td></tr><tr><td></td><td>Guidelines for complying with PPE requirements.</td><td>5672 16</td></tr><tr><td></td><td>Hazard Assessment For PPE.</td><td>17</td></tr><tr><td></td><td>Job Hazard Analysis Assessment for PPE.</td><td>21</td></tr><tr><td></td><td>- Additional Guidelines for Conducting a Job Hazard Analysis (JHA) Assessment for PPE...</td><td>.25</td></tr><tr><td></td><td>Personal Protective Equipment Training Certification Form</td><td></td></tr><tr><td></td><td>Personal Protective Equipment Training Quiz.</td><td></td></tr><tr><td></td><td>Sample PPE Policies</td><td></td></tr><tr><td></td><td>Recognizing and Controlling Hazards</td><td></td></tr><tr><td></td><td>What is a hazard?.</td><td>35</td></tr><tr><td></td><td>How do you control hazards?</td><td>38</td></tr><tr><td></td><td>Engineering Controls.</td><td>38</td></tr><tr><td></td><td>- Work Practice Controls</td><td>39</td></tr><tr><td><…

[8] Slips, Trips, and Falls - Module 2

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# Maintaining Work Areas: Housekeeping Organized and tidy work space • Securely fasten unanchored loose rugs or mats with skid-resistant backing and carpet tape. - Close desk, cabinet, and file drawers and doors immediately after each use. • Keep the floor around work spaces free of boxes, cords, cables, materials, and other objects. Washington State Department of Labor & Industries 11

[9] safety-manual-businesses-en

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# Office Ergonomics Safe Work Practices ## Potential Health and Safety Hazards • Physical hazards (air quality, lighting). • Ergonomic hazards (repetitive movements, posture, force). ## Safe Work Practices (Do's) • Work in a neutral body posture without excessive bending, reaching, twisting or slouching. • - Work with your wrists and hands in a neutral position. • Position work so it is easy to see and reach. • Ensure your computer workstation is properly setup and adjusted (refer to Workstation Evaluation Report form). • Change your body position frequently by varying your tasks and taking micro rest breaks. • Avoid sitting for a long period of time. Alternate between sitting, standing and walking. - Consider alternating tasks within a job to minimize repetition. . Stretch regularly. Stretches should be done slowly and smoothly. ## Safe Work Practices (Don'ts) • Do not hold a single posture too long. • Do not lean back in a chair with your feet on a desk. • Do not squeeze the mouse or press buttons with excessive force. • Do not store items under your desk (allow for free movement of your legs). 32 Nova Scotia Safety Manual for Businesses | Safe Work Practices

[10] Personal Protective Equipment (PPE)

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WORK SAFE KENTUCKY Free safety resources provided by KEMI HOME SAFETY RESOURCES SAFETY TRAINING SAFETY BLOG ABOUT KEMI CONTACT US O # Personal Protective Equipment (PPE) ## Print a Sign-In Sheet | Spanish Version Proper use of PPE can be an employee's most important means of protection on the job. Employers and employees must work together to ensure the greatest possible protection from hazards in the workplace and maintain a safe and healthy work environment. Employers should: • Perform a hazard assessment of the workplace to identify areas requiring the use of PPE. • Identify and provide appropriate PPE for employees. • Train employees in the use and care of PPE. • Maintain PPE, including replacing worn or damaged PPE. • Periodically review, update, and evaluate the effectiveness of the PPE program. Employees should: • Properly wear PPE. • Attend training sessions on PPE. • Care for, clean, and maintain PPE. • Inform a supervisor of the need for repair or replacement of PPE. Search ## Safety Blog KEMI recognizes 27 Kentucky employers for workplace safety KY Organizations Recognized for Keeping Workers Safe KEMI Announces Destiny Award Winners for 2021 Remember to use a Sign-In Sheet to document your safety training. Follow us on Social Media Specific requirements for PPE are presented in many different Occupational Safety and Health Administration (OSHA) standards (published in 29 CFR). Please refer to OSHA regulations for more information. KEMI does not assume liability for the content of information contained herein. Safety and health remain your responsibility. This information is to be used for informational purposes only and not intended to be exhaustive or a substitute for proper training, supervision, or manufacturers' instructions/recommendations. KEMI, by publication of this information, does not assume liability for damage or injury arising from reliance upon it. Compliance with this information is not a guarantee or warranty…

[11] Preventing Slips, Trips, and Falls

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WORK SAFE KENTUCKY Free safety resources provided by KEMI HOME SAFETY RESOURCES SAFETY TRAINING SAFETY BLOG ABOUT KEMI CONTACT US O # Preventing Slips, Trips, and Falls ## Print a Sign-In Sheet | Spanish Version • According to the U.S. Department of Labor, slips, trips, and falls are the most common occupational accidents. • Many falls can be prevented with general safety precautions. • The two main causes of slips, trips, and falls are environmental conditions and human factors. CAUTION A FLOOR - • A slip occurs when there is too little traction, or friction, between the shoe and walking surface. • A trip occurs when a person's foot contacts an object in the way or drops to a lower level unexpectedly, causing the person to be thrown off-balance. • A fall occurs when a person is too far off-balance. ## The main causes of slips include: • Spills of liquids and other debris, such as mud, water, grease, oil, sawdust, powders, etc. • Highly-polished or freshly-waxed floors. • Transitioning from one surface another, such as walking from a carpeted surface to a smooth surface like tile. • Sloped walking surfaces. • Loose floor tiles, loose or unanchored floor mats, and loose floor covers. • Wet, muddy, or inappropriate footwear. • Environmental factors, such as rain, snow, and frost. • Mounting and dismounting equipment improperly. • Climbing ladders with wet, muddy, or greasy shoes. • Mark swinging doors with "in" and "out" signage. ## The main causes of trips include: • Uncovered cables, wires, or extension cords. • Cluttered walkways. - Open cabinets and desk drawers. • Changes in elevation, such as unmarked steps. • Damaged or nonuniform steps and ladders. Other conditions and factors that may contribute to slips, trips, and falls include: • Poor lighting. • Use of bulky equipment and personal protective equipment (PPE). • Improper material handling techniques. • Loud noise or distractions. • Medication or drug and alcohol effects. …

[12] Personal Protective Equipment (PPE) Guide

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# Option 2 # SAMPLE 1 Job Hazard Analysis for Personal Protective Equipment (PPE) Assessment Job/task: Mill Operator, Mill operator helper Location: Milling room <table><tr><th>Job/Task Step</th><th>Hazard Type</th><th>Hazard Source</th><th>Body Parts At Risk</th><th>Severity</th><th>Probability</th><th>Risk Code</th><th>Control Method*</th></tr><tr><td>Bridgeport Mill Operator</td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td>-Insert stock to chuck</td><td>penetration</td><td>moving cutter</td><td>fingers</td><td>I</td><td>с</td><td>1</td><td>Turn off cutter when changing stock</td></tr><tr><td>-Processing material</td><td>impact</td><td>flying metal chips</td><td>eyes, face</td><td>II</td><td>B</td><td>1</td><td>install clear guard and require safety glasses</td></tr><tr><td></td><td>penetration</td><td>moving cutter</td><td>fingers</td><td>I</td><td>с</td><td>1</td><td>install clear cutter guard</td></tr><tr><td></td><td>noise (86 dBA)</td><td>motor/cutter</td><td>ears</td><td>II</td><td>с</td><td>2</td><td>require ear plugs or muffs</td></tr><tr><td></td><td>chemical irritation</td><td>cutting fluid</td><td>hands</td><td>III</td><td>B A</td><td>z</td><td>switch to non-allergenic cutting fluid</td></tr><tr><td>- remove stock</td><td>penetration</td><td>metal shavings attached to stock</td><td>hands</td><td>III</td><td>с</td><td>3</td><td>be attentive to work</td></tr><tr><td>Mill Operator's Helper</td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td>- bring / take pallet of stock to from the milling machine</td><td>crush</td><td>rolling/falling stock</td><td>feet</td><td>II</td><td>с</td><td>2</td><td>require steel toe shoes</td></tr><tr><td></td><td>crush</td><td>rolling/falling stock</td><td>hands</td><td>III</td><td>B</td><td>z</td><td>wear leather gloves when handling stock by hand</td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></t…

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