Health and Safety hazards in the office,regular environment inspections are needed

Health and Safety - Office hazards

Welcome to the first of my hubs relating to Health and Safety in the Workplace and Office Hazards.

Firstly let me tell you a little about me and my knowledge within this area. Coming from a civil service background and working within an office environment as an Administration Manager I also took on the role of Health and Safety Representative.

Whilst taking on this role I found myself on many Health and Safety training courses enabling me to gain the knowledge to carry out Health and Safety inspections within the work place.

Are you aware that thousands of serious injuries take place in offices every year. Many of them go unreported and often unrecorded. Office workers may not be in the same category as some other sectors and you could say the accidents may be less hazardous however that said millions of people work in offices and the health hazards can still leave people disabled for life.

Unventilated, cramped, badly lit offices are a real source of hazards.

Work pressures are also a major factor when it comes to risks.

Equipment and lack of space can be a big issue within an office environment if consideration for the people using it have not been consulted in connection with space, noise and the amount of heat that comes from it.

Cramped conditions not only cause discomfort but increase the hazards of office workers. Overcrowding normally becomes apparent when the building is unsuitable.

High on my agenda when I did Health and Safety inspections within the workplace was electrical safety. Faulty electrical equipment can cause shock and may also cause a fire hazard. No one other than a trained mechanic should attempt to investigate the internal working of any equipment.

Fire precautions can also be very poor in many offices. Overcrowding increases the hazards, by making it more difficult to escape should a fire occur.

Some offices are too hot, too cold, draughty and have lack of air circulation and can cause members of staff to feel poorly, lethargic, have constant dry skin and dry throats. In some buildings this can be identified as sick building syndrome.

These offices may be identified as air conditioned and open plan with screens, partitions and a lot of filing cabinets blocking the flow of air, they are also likely to be overcrowded and dependant on artificial lighting. The type of jobs are normally repetitive clerical work.

Other hazards could include ultra violet light which can cause eye problems and burns, ultra violet light can be found in photocopiers and that is why the lid should be kept closed when the machine is not being used.

Excessive dust in electrical equipment will cause sparking and extinguishers of the carbon dioxide type should be kept close by the machines, this is essential.

I have heard of more than one incident whereby an individual has used a photocopier and has found that the machine has a jam. Instead of calling an engineer who is qualified or indeed switching off the machine, the individual has tried to get the paper out themselves. The machine must be turned off before attempting and removal of jammed paper.

A checklist for photocopiers could consist of the following:-

1. Investigate - check the health effects by carrying out a survey on all staff to identify any symptoms relating to the chemicals that are used in the machine.
2. Control - make sure copiers are regularly serviced and the filter replaced monthly, if the machine is old and faulty get it replaced.
3. Siting and ventilation- the exhaust vent should be kept free of obstruction and no one should be sat within 3m of the machine.
4. Use the law - The Office, Shops and Railway Premises Act 1963 states that an adequat supply of fresh air must be circulated in all workrooms and rooms with no direct access to cresh air must be provided with mechanical ventilation. An assessment of all chemicals on the employers premises shoud be carried out to ensure that safety data sheets for all copier chemicals are obtained and all recommended precautions are taken.

A checklist for hazards in the office could look like this:-

Lack of Space

Check

Is the amount of space adequate for people and machinery?

Could proper storage help to clear floorspace?

Could a better planned layout give more space?

Could office space be shared out more fairly?

Are floors clear of wires and small objects which may be a tripping hazard?

Electrical Safety

Check

Are all wiring, sockets and electrical equipment regularly checked and serviced?

Is damaged or faulty equipment immediately taken out of service?

Machinery hazards

Check

Is machinery properly guarded?

Is the noise level as low as possible?

Are chemical fumes removed by ventilation?

Fire precautions

Check

Do you have a fire certificate for the building?

Are fire escapes and exits clear and properly labelled?

Do you and your staff know what to do in an emergency and are regular drills carried out?

Environmental

Check

Is the temperature comfortable?

Is there enough air without draughts?

Does the atmosphere feel dry and stuffy?

Is the ventilation/air conditioning system in clean working order and serviced regularly?

Are stairs corridors and toilets/rest rooms also adequately lit?

Is different lighting provided for VDUs and paperwork?



I cannot stress how important it is to ensure that workplace checks are carried out, working in a safe and hazardous free environment where both the employer and employee has taken responsibility for health and safety will prove to be advantageous for all.