Office Safety 

While safety in the workplace quickly brings to mind warehouses, loading ramps, job sites and similar areas, have you considered the hazards that may be present in your office areas? 

Although it is true that working in an office is safer than working in an industrial workplace, there are many potential hazards in office environments that can cause injuries to employees and visitors, such as electrical shocks, trips and falls, cuts, bruises, concussions, sprains and fractures.  

A Checklist for Improving Office Safety 

The following provides a basic checklist that you can customize to create a work-specific office safety checklist for minimizing the risk of accidents and injuries for your employees and visitors.  

Walkways 

•  Aisles are clearly established, especially in storage areas, and no less than 22 inches wide.

•  Aisles are clear and no tripping hazards are present such as boxes or briefcases.

•  Employees close desk drawers, filing cabinets and wall cabinet doors to prevent someone walking into these.

•  Carpets and rugs are secured to prevent slipping. Floors are even and there are no cracks.

•  Mats are placed both inside and outside the entrances to prevent slippery floors.

•  Glass paneling on interior doors is safety or tempered glass. Large expanses of glass are clearly marked to prevent people from walking into them.

Electrical Hazards

•  Computer cables, extension cords, telephone lines and printer cables are bundled and secured to desks or walls.

•  Wall outlet covers are in place to prevent accidental exposure to electrical wiring.

•  All extension cords are 3-wire type and in good condition.

•  Only one extension cord is used. Extension cords are not plugged into one another.

•  Power cords that are damaged in any way are replaced. Wires or extension cords are not running under rugs, through doorways or placed in other traffic areas.

•  Multiple outlet strips are equipped with overload protection (such as a circuit breaker). 

Office Equipment 

•  Storage cabinets, bookcases and file cabinets are secured to the wall to prevent tipping. Brackets are heavy duty, particularly for heavy cabinets.

•  Employees open only one drawer at a time to prevent the cabinet from tipping over.

•  File drawers are closed when not in use.

•  Equipment, books, filing boxes are not piled on top of cabinets.

•  Step stools are available where needed.

•  Chairs are in good condition and can be adjusted for the individual's comfort.

•  The paper cutter is equipped with a guard. 

Working Environment 

•  Ventilation in photocopying and supply rooms is adequate.

•  Adequate lighting in place in work areas (including emergency lighting).

•  Stairways, corridors and storage areas are well lit so that individuals can adequately see the steps and walkways.

•  Storage in stairways, corridors and hallways is prohibited.

•  No storage is within 18 inches of sprinkler heads.

•  Lunchroom housekeeping rules set out the proper use of equipment and responsibilities of users to keep the area clean.

•  All food left in the refrigerator at the end of the week is thrown in the garbage and the refrigerator is cleaned.

•  A first aid kit is centrally located and clearly labeled.

•  Individuals perform safety inspections in their areas of responsibility on a regular basis and report deficiencies.

•  Fire extinguishers are inspected monthly. 

Your Workplace Safety and Health Program 

Safety and health is fundamental to effective planning and operations. Take time to research the many resources and training materials available online that can support your workplace safety and health program, such as the websites of the federal and provincial governments, workers' compensation boards, local fire services and business associations. 

Update your workplace safety and health program to ensure it provides a systematic way to: 

•  Identify and control hazards;

•  Respond to emergencies; and

•  Communicate responsibilities, resources and procedures for keeping the workplace safe and healthy.  

Make Safety Everyone's Responsibility  

Studies show that an effective safety and health program reduces injuries and illnesses and enhances productivity. Keep in mind, though, that it is how well management implements and manages the program that will determine its success.