Office Hazards

Meeting Objectives
This training session will help employees become more aware of the many potential
office hazards—from common slip and trip hazards to more complex ergonomic hazards.
Employees will better understand how they can make their office environment hazard
free as well as how they can protect themselves from ergonomic and back injuries.
Employees should also know how to respond to a fire or medical emergency in the office.

Suggested Materials to Have on Hand

Conduct this meeting in an office environment so you can point out specific hazards
and demonstrate correct ergonomic posture.
• Handouts—Office Hazards
—Office Ergonomics
• A facility map showing exits, alarms, fire extinguishers, and location of
first-aid kits
• Copies of material safety data sheets for chemicals used in your office
• An empty box to demonstrate proper lifting techniques

Introduction/Overview
When most people think about job safety and hazards of the workplace, they think
about manufacturing and warehouse work environments. Office hazards are either
forgotten or ignored because many people think the hazards are minor when compared to
the hazards of other work environments. However, office personnel are exposed to
hazards such as: slip and trip hazards, electrical hazards, hazardous chemicals, lifting
hazards, ergonomic issues, and fire or other emergency hazards.

OSHA Regulations
OSHA does not have specific regulations for office safety; however, many OSHA
standards (such as the General Duty Clause) apply to offices as well as industrial
environments. Proper training, a written emergency plan, and other OSHA requirements
must be addressed.

General Duty Clause

OSHA’s General Duty Clause requires that all employers provide a workplace that is
“free from recognized hazards that are causing or likely to cause death or serious physical
harm to its employees.”

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Office Hazards

Slip, Trip, and Fall Hazards

Slip, trip, and fall hazards are more common than you would think in the office
environment. Once you learn to recognize slip, trip, and fall hazards, you can take steps
to prevent the hazards from causing an injury to an employee.
• Wet Floors. A nonhazardous liquid such as water or coffee can turn a
linoleum floor into a skating rink. Clean up liquid spills immediately.
• Torn carpet, linoleum, or other flooring that is sticking up is a trip hazard and
should be repaired as soon as possible.
• Inadequate lighting, especially on staircases, can also cause falls.
• Electrical cords laying across walkways are like traps waiting to snare
unsuspecting office workers. Avoid laying electrical cords across walkways.
Not only are they a tripping hazard, they can also easily become damaged and
unsafe.
• Open file cabinet drawers are just waiting for someone to walk into them.
Close file cabinet drawers as soon as you are finished using them. Never walk
away from an open file cabinet drawer. If top drawers are open, the files can
easily become top heavy and fall on someone nearby.
• Fall hazards might include standing on chairs, especially swivel chairs, to
reach objects on high shelves. Use step stools or stepladders if you need to
reach a high shelf.
Discuss slip, trip, and fall hazards that are specific to your workplace.

Electrical Hazards
In an office environment, you usually don't worry too much about electrical hazards
because the voltages and uses are similar to home electrical use. An office does not have
high-voltage equipment like you will find on a manufacturing floor. However, office
electricity is still dangerous, and safe work practices should be followed.
• Do not overload circuits. When you plug too many machines into one outlet,
you may overload that circuit. This could result in the wiring overheating and
causing a fire. Most likely, the circuit breaker will trip “off” and you will
know that the circuit is overloaded.
• Damaged electrical cords are fire hazards. They may also contribute to
electrical shock. Cords that are missing insulation, ripped, cut, smashed, or
pinched should not be used and should be discarded.
• Do not plug in a cord if one of the prongs is missing. Most electrical
equipment uses 3-prong plugs. The third prong is a connection to the ground.

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 This provides a pathway for electricity if the machine short circuits. Not only
does this protect the machine, it also protects the employee using the machine.
Some people have been known to remove the third prong if they need to plug
the machine into an outlet that accepts only 2-prong plugs—that removes the
safety factor.
• Visually inspect electrical equipment before plugging it in. Check the cord,
plug, and the equipment itself for any signs of damage or burning that may
have been caused by a short circuit.
• Do not touch breaker panels unless you have been trained as an electrician.

Cut Hazards
Even an office environment has potential for cuts and lacerations. It is important that
employees be aware of these hazards and take the necessary steps needed to protect
themselves.
• Box knives are used to open packages. Point the blade away from you when
cutting. Close the blade as soon as you are done using the knife.
• Scissors should be stored in the closed position. Some new scissors are even
packaged with sheaths to protect the user from the blade until the scissors are
needed.
• Paper cutters, when improperly used, cut off the tips of fingers. Keep hands
away from the blade when cutting. When finished, put the blade in the down
position and latch it.
• Envelope openers, which look like dull knife blades, can puncture the skin if
they are not used properly.
Discuss any cut hazards that are specific to your workplace.

Other Hazards
• Chemical hazards are not that common in an office setting where the most
common chemicals are copy machine toner and cleaning supplies. Workers
should be advised to read labels to learn about any physical or health hazards
and follow the proper precautions to protect themselves.
• Fire, of course, is a hazard in any environment. New workers should
immediately be instructed in how to evacuate safely in case of fire. They
should know where exits are located, what the alarm sounds like, and where to
meet following evacuation.
• Medical emergencies can also occur anywhere. All workers should know
where first-aid supplies are located and the proper phone number in their area
to summon emergency medical assistance.
Discuss other hazards that are specific to your workplace.

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Ergonomic Risk Factors
Office workers tend to spend their days sitting at their desks and staring at their
computer screens. They may also be keyboarding and using a mouse for hours at a time.
These duties may put them at risk for musculoskeletal disorders because of repetitive
motions and poor posture. In addition, office workers may suffer from eye strain. Using
excessive force or vibrating tools can also cause ergonomic injuries, but office workers
are not likely to be exposed to these risks.

Musculoskeletal Disorders (MSD)

MSDs are ergonomic-related injuries or disorders of the nervous system or soft tissue
such as muscles, tendons, ligaments, joints, cartilage, blood vessels, and nerves. MSDs
often occur from exposure to ergonomic risk factors.
Signs or symptoms of MSDs may include pain in your hands, wrists, fingers,
forearms, joints, or elbows. These symptoms may appear in many different forms such as
tightness, soreness, coldness, stiffness, burning, tingling, or numbness.
Report any of these signs or symptoms to your supervisor immediately. Early
treatment can prevent long-lasting problems.

Follow Good Ergonomic Practices—Take Breaks to Reduce Repetition

 Rotate work duties—One of the best ways to reduce exposure to repetition is
by dividing the day between different projects so that the same muscle groups
are not used continuously. For example, if you spend a lot of time typing on the
computer, you should break up the day with alternate tasks. Every 30 to 60
minutes leave your workstation, make some copies, do some filing, or ask your
boss a question. Do something productive that does not involve typing.

 Minibreaks—Another way to reduce repetition is to take minibreaks. Between

bursts of typing activity, allow your hands to relax in a flat and straight
posture. In a minibreak, you can stay at your workstation but change posture by
making a phone call, standing up and stretching, or bending forward to touch
your hands to the ground.

 Eye breaks—Take an eye break at least every 20 minutes. Look away from
the monitor at something at least 20 feet away for 20 seconds. This allows your
eye muscles to relax. Blink rapidly for a few seconds to remoisten the eyes’
surface.

Practice Good Ergonomic Posture

 Head—Your head should be facing straight forward—not turned to the
side or tilting down. To keep your head aligned properly, your monitor should
be placed directly in front of you about an arm’s length away. The level of the
monitor should be such that your eyes are level with a point about 2 to 3
inches below the top of the screen.

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  Knees—Your knees should be bent about 90 degrees so they are
comfortable. Choose a chair that can be adjusted for height. Make sure the
chair is comfortable, even after sitting 30 to 60 minutes. The chair should also
have a comfortable backrest with adequate lumbar support. Sit in the chair so
that your back is against the backrest.

 Feet—Your feet should be resting flat on the floor or on a footrest.

Remove any obstructions under your desk that interfere with the proper
position of your legs and feet.

 Wrists—Your wrists should be in a straight line with your forearms so

that your wrist is not flexed up or down or bent to the either side. Choose a
keyboard tray that is height adjustable and tilts. Remember not to rest your
wrist on a wrist rest while typing. This puts pressure on your carpal tunnel.
Only use the wrist rest during a typing pause.

 Shoulders—Your shoulders should be in a comfortable position and not

hunched. Adjustable armrests on your chair will help support your shoulders,
elbows, and wrists.

 Elbows—Keep your elbows close your side. Extending your elbows out
when typing puts additional strain on your shoulder and elbows.
Demonstrate the correct ergonomic sitting posture.

Practice Stretching to Relax Your Muscles

 Hands—Stretch your hand by making a fist, then extending and spreading
your fingers. Hold each position for about 10 seconds.

 Wrist—Wrist and forearm stretches can include holding your arms

straight out in front of your body and bending your hands up and down.

 Shoulders—Stretch your shoulders by rolling them back and forth or

reach your arms overhead, stretch, and then bend from side to side.

 Neck—Stretch your neck by rolling your head up and down and from side
to side.

 Back—Stretch your back by standing up, placing your hands on your hips,
and arching backward.
Have the trainees join you to try these exercises. It will wake up anyone who is about
to fall asleep!

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Practice Safe Lifting to Protect Your Back
Another common office-related hazard is a back injury. Most office employees are not
used to lifting and carrying objects on a regular basis so they have never received training
on how to do so properly.
 When you lift—Stand close to the load.
—Squat, with knees bent and back straight.
—Bring the load close to your body.
—Push up slowly, using your legs.

 Don’t lift anything that is too heavy.

—Ask a friend to help and team-lift the object together or
use a dolly or handcart.

 Always be sure you can see over your load.

—You risk a fall if you can’t see where you are going.

 Store extra supplies at waist height.

—That will make it unnecessary to lift items from the floor.

Suggested Discussion Questions

1. What are some general hazards of our office environment?
2. Describe some of the key elements to an ergonomically correct posture.
3. What are some of the stretching exercises you can do and breaks that you can
take to help reduce ergonomic risk factors?
4. What are the key elements to lifting safely?
5. What would you do if you were the first to see a fire in the workplace?
6. What are some things that can be done to prevent fires in the office?
7. What would you do if someone said they were having chest pains?
8. Are there any other questions?

Wrap-Up
Office environments have their fair share of hazards. Good housekeeping will help
eliminate a number of general hazards. Reduce ergonomic injuries by maintaining good
posture, stretching, and taking appropriate breaks. Reduce back injuries by lifting
properly and using material handling aids. Finally, know how to respond to emergencies.

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 Handout

Office Hazards

Slip, Trip, and Falls Hazards

 Wet floors
 Torn carpet, vinyl, or other flooring
 Electrical cords in walkways
 Open file cabinet drawers
 Standing on chairs to reach high objects

Electrical Hazards
 Overloaded circuits
 Damaged electrical cords
 A plug with a missing prong
 Visually damaged electrical equipment

Cut Hazards
 Box knives
 Scissors
 Paper cutters
 Envelope openers

Other Hazards
 Chemical hazards
 Fire
 Medical emergencies
 Ergonomic injuries
 Lifting heavy objects

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 Handout

Office Ergonomics

Ergonomic Risk Factors for Office Workers

 Repetitive motions
 Poor posture
 Eye strain
Musculoskeletal Disorders (MSDs)
 Injuries or disorders of the nervous system or soft tissue
 Signs or symptoms of MSDS—pain in your hands, wrists, fingers, forearms, joints,
or elbows
 Report signs or symptoms to your supervisor
Follow Good Ergonomic Practices
 Rotate work duties
 Take minibreaks
 Take eye breaks every 20 minutes for 20 seconds and look 20 feet away
Practice Good Ergonomic Postures
 Head facing straight forward
 Knees bent about 90 degrees
 Feet resting on the floor or on a footrest
 Wrists in a straight line with your forearm
 Shoulders relaxed and elbows close to your side
Practice Stretching to Relax Your Muscles
 Hands—Make a fist, then extend and spread your fingers—repeat.
 Wrists—Hold arms out, then bend your hands up and down.
 Shoulders—Roll back and forth, then bend side to side.
 Neck—Roll your head up and down, and from side to side.
 Back—Stand, place hands on hips, and arch backward.
Practice Safe Lifting to Protect Your Back
 When you lift—stand close to the load.
 Push up slowly, using your legs.
 Don’t lift anything that is too heavy.

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Copyright © BLR®—Business and Legal Resources.