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When you’re running a small business, the world may be your oyster, but often, time is not on your side. Time, energy, and other resources are generally fully devoted to growing, scaling, and keeping things humming along in your core business. As a result, details like office safety can sometimes fall by the wayside.
Businesses operating in industries like manufacturing, agriculture and construction have to keep safety top of mind—but companies that employ workers chiefly in office settings need to consider their safety culture, too. The numbers don’t lie: the U.S. Bureau of Labor Statistics publishes annual statistics showing tens of thousands of work-related injuries and health problems suffered by office workers every year.
Some of the most prevalent risks to office safety include both physical hazards and preparedness gaps that can impact employee health and well-being.
Many of these risks stem from everyday office conditions, and addressing them proactively can help employers reduce preventable injuries related to common office hazards.
In this article, I’ll review these common occupational health and safety risks one by one. I’ll also cover 12 of the most helpful office safety guidelines and tips that small businesses can implement right now, so you can protect your office workers.
The Cleveland Clinic reports that poor sitting posture can lead to real health damage long-term. According to Dr. Andrew Bang, “Poor posture forces you to overwork the muscles in your neck and back. Your immune system’s efforts to heal those muscles spur inflammation that, over time, can lead to arthritis in nearby joints.”
Proper office ergonomics play a critical role in employee comfort, health and quality of life. Help your office workers maintain good sitting posture by making sure their chairs are adjustable and can accommodate different heights and sizes.
Employees should also be instructed to maintain a neutral posture with their feet flat on the floor, their elbows at 90-degree angles and their computer screens at a comfortable eye level.
According to the University of California, improper keyboard and mouse positioning are a common source of repetitive strain in the hands, wrists and fingers. Employees’ keyboards should be either flat or tilted slightly away from them, rather than propped up toward them on kick-stand legs.
Computer mice should also be the right size for each employee. Mice that are too big can lead to over-gripping, which causes discomfort in the wrists and elbows, while too-small mice lead to pinching and fatigue in the fingers and hand.
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Employees should be instructed to avoid overloading outlets, and they should never plug multi-outlet bars (or “power strips”) into other multi-outlet bars. Surge protectors should always be used.
Covering electrical outlets that are not in use can be a good workplace safety practice, particularly in environments where outlets may be exposed to dust, liquids or frequent contact. This may be more relevant in certain industries, such as retail, childcare, healthcare, food service or hospitality.
Outlet covers can help prevent objects from being inserted into the outlets and reduce the risk of electrical shock. However, outlet covers are not required in all workplaces. Specific requirements depend on local electrical codes, applicable safety regulations and the conditions present in your workplace.
Outlets can be covered with various types of safety devices, such as:
Your office space should be inspected at regular intervals, and all electrical devices, including computers, printers and other larger items, should be properly maintained.
Most office spaces are required to provide portable fire extinguishers. The National Fire Protection Association recommends that offices maintain one fire extinguisher for every 3,000 square feet of space. Employees should be trained on the proper use of fire extinguishers.
Double-check your compliance with all applicable fire safety laws. Depending on your business’ size and location, you may be required to have a written fire drill plan in place. One of the best ways to protect your workers in the event of an office fire is to be proactive. All employees should practice a well-vetted fire drill periodically.
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Whether your office space is new or old, potential workplace safety hazards could be in the way of your employees’ paths around the office.
Check your carpeting for ripples and rips, keep cables clear from walkways, and use caution signs for wet floors and uneven grounds. All employees should be instructed to close cabinets and file drawers after using them—they should not be left open for any period of time.
Employers can reduce slip and fall risks by keeping walkways clear, addressing uneven surfaces promptly, and reinforcing slip and fall prevention strategies that help employees stay safe on the job.
OSHA reports that loss of traction is the leading cause of workplace slips, often due to wet or uneven surfaces. Whether ice, snow or rain are the usual culprits, employers should ensure that the outdoor and indoor paths of ingress and egress for their office space have anti-slip measures in place, including signage, salt and entry rugs.
All employees should be responsible for immediately cleaning up or alerting maintenance staff of spills as soon as they occur. Be sure to have safe and environmentally friendly cleaning supplies available and well-stocked for employees to use.
First aid kits should be stocked in a visible and accessible area, and all items in the kit should be checked against their expiration dates periodically.
Do you have a plan in place for your response to natural disasters or other emergencies? Check your HR compliance with federal, state and local laws; develop an evacuation plan, and review and practice it with your workforce.
Even in office environments, employers should ensure employees know how to report emergencies, who to contact, and where to find safety information quickly.
Effective preparedness is also part of building a broader positive safety culture that supports employee engagement and reduces workplace risks overall.
Air vents should remain open and unblocked within your office space, air ducts should be cleaned and air filters should be replaced on a regular basis. Some of the most common air pollutants in office spaces are radon, particle pollution, carbon monoxide and Legionella bacterium.
Testing for and remediation of indoor pollutants is typically performed when required or when there are signs that contaminants may be present.
Encourage employees to maintain a clean workspace in order to prevent the spread of germs and diseases. If employees share spaces or use desks interchangeably, you may consider asking them to disinfect the surfaces they touch at the end of each workday.
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Building a culture of workplace safety goes beyond checklists. Clear policies, regular training, and proactive risk management help protect employees and reduce preventable incidents.
If you have questions about office safety guidelines, training programs or broader workplace risk management, Axcet HR Solutions can provide practical guidance tailored to your organization. Schedule a consultation >>
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