A Health and Safety Solution
Using office areas
May 2011
What is the problem?
Using office areas that are unsuitable (eg poorly designed
or cluttered) for computer or administrative tasks.
What are the risks?
Workers may be at risk of musculoskeletal injuries
(eg sprains, strains, fractures and soft tissue injuries)
to the back, neck or shoulders when using awkward
postures, or exerting high or unexpected force in office areas.
Common sources of risk include:
poorly designed or cluttered office areas
prolonged and intense keyboard and mouse
use and high demands on vision
placement of objects above shoulder height
or below knee height
manually lifting or moving heavy objects
inappropriate seating
supporting the telephone on the shoulder when
using a computer or writing
sustained mental effort and peak demands
or set work rates
insufficient time to complete work.
Workers may also be at risk of injuries from slips
and trips or from being struck by objects due to:
cluttered or poorly maintained office areas
poorly maintained floor surfaces
unsecured filing cabinets or unstable shelving.
What are solutions to the problems?
Systems
Develop systems of work that:
match the numbers of workers to the task
and environment
alternate repetitive tasks with tasks requiring different
postures and movements
regularly review supplies and equipment and discard
objects that dont need to be retained or have not been
used within a designated timeframe (eg 12 months)
provide workers with information, instruction, training
and supervision in relation to work procedures and use
of equipment
HSS0154/01/05.11
identify and report safety issues so they can be fixed
as soon as possible
schedule and record regular inspections and
maintenance of all areas of the workplace and equipment
allocate sufficient time to complete work tasks.
Computers, desks and chairs
Provide a height-adjustable desk so workers can sit
comfortably at the desk with their feet flat on the floor.
If the desk is not height adjustable, provide a footstool.
Provide chairs that can be easily adjusted and have
a five-star base.
Provide information to workers on chair adjustments/
ergonomics. For example:
adjust the height of the chair so the forearms are
parallel to the desk when elbows are at 90 degrees
or more
adjust the backrest of the chair so it supports
the lower back
remove armrests if they restrict the ability to move
closer to the desk or cause the shoulders to be raised
when typing.
Position the top of the computer screen at eye level,
at arms length and away from sources of glare such
as windows or lights.
If laptops are used for long periods, reduce awkward
postures by using a laptop stand, separate computer
monitor and/or a separate keyboard and mouse.
Provide adequate space for workstations.
Keep the space under the desk free from objects
or clutter.
Secure cables under computer desks to minimise
tripping hazards.
Position computer keyboard and mouse to avoid
overstretching.
Use document holders to avoid working from documents
that are flat on the desk.
Place frequently used items within easy reach.
Use a telephone headset to avoid awkward postures.
Take regular breaks away from the desk to stand,
relax eyes, and stretch or perform other tasks.
(Continued over page)
A Health and Safety Solution Using office areas
Filing cabinets and shelving
Secure filing cabinets to the wall or use filing cabinets
with anti-tilt features.
Fix shelving to the floor and walls of the office area.
Use shelving with a safe working load limit (designated
by the manufacturer) and do not exceed this weight limit.
Maintain shelving and replace any shelving that
is cracked, loose or damaged.
Place items frequently used in easy-to-access shelves,
between shoulder and knee height.
Store heavier objects between knee and shoulder
height rather than at floor level or overhead.
Store objects in smaller containers to avoid having
to lift and balance heavy loads.
The problem
A solution
The office is cluttered and has inadequate space under the desk
for the workers legs.
The desk, chair and computer equipment are adjustable for the
worker. Storage systems are used to reduce clutter. A window blind
reduces glare.
Further information
WorkSafe Advisory Service
Toll-free 1800 136 089
[email protected]
worksafe.vic.gov.au
Environment
Maintain floor areas to remove uneven or damaged
surfaces that may cause people to trip.
Install additional power points to avoid stretching
electrical cords across floors.
The information presented in this Health and Safety Solution is intended
for general use only. Whilst every effort has been made to ensure the
accuracy and completeness of the Health and Safety Solution, the advice
contained herein may not apply in every circumstance. Accordingly, the
Victorian WorkCover Authority cannot be held responsible, and extends
no warranties as to the suitability of the information for your specific
circumstances; or actions taken by third parties as a result of information
contained in the Health and Safety Solution.
Related WorkSafe publications
Officewise, 2006
Manual Handling Code of Practice, 2000
Working safely in community services, 2006
Injury hotspot Community support services, 2008
WorkSafe OHS compliance kits
Childrens services, disability service, home care,
community support services
Volunteer health and safety
A handbook for community service organisations, 2008
