If asked to give an example of a dangerous workplace, most of us would probably describe an industrial site, construction project or perhaps a type of field work.  The office environment, however, is often overlooked.  Some of the most common workplace injuries – sprains, strains, and wounds – can occur in the office.  It’s important, therefore, to include office safety in your company health & safety program.  There’s another reason, too: offices are usually where your senior managers and policy makers spend most of their time.  Do your offices reflect the company’s commitment to workplace health & safety?

Work Safe Alberta describes a health and safety management system as one which includes eight “essential” components¹.  Let’s look at how the office environment can be included in each of these.

Health & Safety Policy and Management Commitment
The goals, objectives and responsibilities outlined in the company health & safety policy should address all company operations, including those in the office.  Managers and supervisors have an excellent opportunity to “walk the talk” by ensuring that their offices are safe workplaces.  

Identification and Analysis of Health & Safety Hazards
In Alberta, hazard assessments are mandatory under Part 2 of the Occupational Health & Safety Code².  Include all office areas in your assessments to identify existing or potential hazards.  Look for hazards that are unique to your offices, as well as these common areas and issues:

Controls to Eliminate or Reduce the Risks to Workers from Identified Hazards

Use the basic principles of hazard control.  Eliminate hazards where feasible.  Otherwise, reduce hazards with:

• Engineering controls – where hazards are managed through design of equipment or processes.  Examples include ventilation systems, office and workstation layout, sound barriers, and material-handling equipment.
• Administrative controls – safety rules and work procedures, which are supported with training and enforcement.
• Proper tools – for example: step-stools or ladders for reaching high areas, dollies or carts for moving heavy loads, fasteners or covers for electrical cords, office equipment that’s in good working order.
• Personal protective equipment – not common in the office environment, but may be needed for special circumstances identified during the hazard assessment or subsequent workplace inspections.

Worker Competency and Training
This, too, is an important element which applies to all office personnel – clerical staff, supervisors, managers and others.  Start with a health and safety orientation on the first day of work.  This is a prime opportunity to make safety an integral part of the job.  Basic training addresses the safe use of office equipment, applicable work procedures, methods of reporting hazards and incidents, and site emergency procedures.  Depending on the individual’s job situation, specialized training might also include:

• WHMIS - address any WHMIS-controlled products in the office or in proximity to the employee.²
• TDG – Transportation of Dangerous Goods training is required if the employee offers dangerous goods for transport, or if dangerous goods are handled or transported.³
• First aid / CPR / Use of Automated External Defibrillator (AED).

Inspection Program
Include office premises in planned and unplanned workplace inspections.  Inspect visitor reception areas, employee offices, meeting and training rooms, coffee stations, lunch rooms and lounges, copy and mail rooms, utility rooms, washrooms, shipping and receiving areas and all storage facilities.  Record existing and potential hazards, as well as recommendations for hazard control.

Incident Reporting and Investigation
Office incidents can be as debilitating and costly as those occurring elsewhere.  Report injuries, illnesses and other incidents in the office, and then follow up with an investigation by trained personnel. 

Emergency Response Planning
Effective emergency response planning can prevent an unexpected incident from becoming a disaster.  When planning for emergencies consider incidents that might originate in the office, as well as any emergencies that might affect office premises and personnel.  Be prepared for emergencies from natural causes (e.g. weather) as well as from human activity (fire, explosion, medical, spills, threats and other causes).

Program Administration
Involve office personnel, activities and facilities in all elements of the health and safety management system.  Record keeping, training and other administrative components apply equally to the office.

Useful References:

1. “Creating a Safe Workplace for Alberta Business and Industry”, Partnerships in Health & Safety Resource Kit, Work Safe Alberta, Alberta Human Resources and Employment.

2. Alberta Occupational Health & Safety Code, enacted under the Occupational Health & Safety Act (Alberta Human Resources and Employment).

3. Transportation of Dangerous Goods Regulations, enacted under the federal Transportation of Dangerous Goods Act (Transport Canada).

4. Office Ergonomics Safety Guide, 5^th Edition, Canadian Centre for Occupational Health & Safety, 2002.

5. Violence in the Workplace Prevention Guide, 2^nd Edition, Canadian Centre for Occupational Health & Safety, 2001.

This article is provided as introductory information only.  Cited references, and other literature, should be consulted for complete details.    Copyright 2007 Escalade Services Group Inc.