Office hazards and risks

There are many hazards when working in an office environment including incorrect workstation set-up, poor lighting, poor layout of furniture and equipment, poor housekeeping, electrical hazards and equipment hazards.

Workplace Stress

Workplace stress can occur when people are subjected to demands and expectations that are out of keeping with their needs, abilities, skills and coping strategies.

In general, the combination of high demands in a job and a low amount of control over the situation can lead to stress. Stress in the workplace can have many origins or come from one single event.

Good and bad stress

Stress can be both good and bad. Some stress is normal. It is often what gives us movtivation to meet our daily challenges.

Stress can have negative effects for your health and well being when high demands and expections continue for long periods that exceed your abilities, skills and coping strategies.

Workplace Bullying

Workplace Bullying is defined as the repeated less favourable treatment of a person by another or others in the workplace which may be considered unreasonable and inappropriate in workplace practice. It includes behaviour that could be expected to intimidate, offend, degrade, humiliate undermine or threaten.

Bullying is normally associated with an ongoing systematic pattern of behaviour.An isolated incident of behaviour is not considered bullying, but may of course lead to action being taken against the perpetrator based on that single incident.

Bullying constitutes significant risk to the health, safety and wellbeing of individuals and can lead to serious psychological injury and other illness. It should be managed using the same risk assessment and control processes that other workplace hazards are subject to.

Decreased productivity
Feeling exhausted
Feeling frustrated
Dissatisfaction with your role
Increased blood pressure
Increased stomach acids
Headaches

Job design: Designing jobs so that the demands of jobs meet the capablities of workers
Adequate rest breaks: Providing sufficent time for recovery from fatigue and providing enough notice to employees when hours of work are changed.
Improving consultation: To ensure employees have participation in decision making.
Improving equipment and tools: Ensuring employees have the correct tools and equipment to perform their job.
Developing a supportive workplace culture
Ensuring early resolution of conflicts
Establishing clear roles and responsibilities
Establishing suitable work/life balance polices
Training: Provide training for employees on stress mangement techniques
Employee assisstance programs:- Providing counselling for employees

Employee assist for managers

There is a service specifically for Managers and Supervisors in EAP called managerAssistTM and it is an EAP Advisory service that assists managers and team leaders in managing situations such as:

an employee with problems impacting on work performance or behaviour;
interpersonal conflict
a distressed or troubled employee
assisting an employee not coping with change
difficulties with team functioning

managerAssistTM is a resource service, providing suggestions and options. A manager/team leader accessing the service decides on appropriate action, applying relevant HR policy. The manager/team leader remains in control in managing the situation. More information is available on the Human Resources Website: http://www.hr.unsw.edu.au/employee/eap.html

Communication and Interactions with Staff and Clients

Physical /emotional intimidation
Aggression towards staff members

Consultation with staff
Procedures to minimise risk
Workplace bullying policy communicated to all staff
Equity unit advice and policies
Conflict resolution training
Security staff
Workplace violence Prevention and management policy

Kitchen Hazards

Most offices have a shared kitchen area. It is important to keep these areas clean and tidy, and to wipe up spills immediately to prevent falls.

These areas may also provide a range of kitchen appliances for staff to use, including:

Microwaves
Kettles
Toasters
Sandwich makers
Coffee machines

Superheated food and liquids
Electrical
Cleaning products
Leaving uneaten food on benchtops
Leaving food in refrigerators past the used by date
Leaving dirty dishes in the sink
Not cleaning up food or liquid spills
Impacts with cupboards and benchtops

Ensure the area is kept clean and tidy
Ensure all spills are cleaned up immediately
All electrical appliances are tested and tagged
Caution signs are placed on hot surfaces/ water
Procedures are in place for the cleaning of refrigerators and signs are in place to remind staff to throw away their items if they are out of date

Office equipment

Poor ventilation in photcopying areas
Poor Housekeepng
Incorrect height of workbenches
Equipment hazards :- Sharp egdes, moving parts, Heat, Pinch points
Inks and toners

Obtain safety data sheets for inks and toners
Ensure the areas is kept clean and tidy and that cables are kept clear of walkways
Workbenches should be at waist level
Employees must be trained in the operation of equipment
Ensure adequate ventilation for photocoping areas. For example installing extractor fans or placing other fans in the area and Keeping doors open to assist with air flow
Ensure covers prevent people having access to moving parts during operation
Do not insert items other than those allowed by the operating manual
Do not operate equipment such as shredders and laminators with loose clothing or jewellery. People with long hair must tie it back.

Reception Hazards

Many offices across campus have reception areas. It is important that these areas have addtional controls in place to manage hazards of working in these areas.

Poor Access and egress
Visitor aggression
Furniture
Lack of Security

Reception staff should recieve training in handling visitor aggression
Reception staff should recieve training in emergency procedures
Have duress alarms installed to link to security personnel for use by reception staff if necessary
Choose furnishings for in the reception area with care and thought for their potential to be used as a weapon
Consider whether furniture can be secured (i.e. to the ground or a wall)
Where glass is used choose shatterproof glass
Design the workstation to provide security for your employees (e.g. install security screens, install deeper and or higher counter areas to prevent aggressive visitors being able to reach employees)
Ensure the area is well lit
Ensure walkways are free from obstructions
Ensure visitor furniture is cleaned
If the area is used by a number of employees ensure the furniture used by staff is adjustable

Hazards

Overloading shelves
Storing heavy items at high levels
Repetitive actions
Reaching overhead
Moving shelves on compactus

Large or heavy items should be stored at waist level
Frequently handled items should be placed within easy reach. .
Smaller, lightweight and infrequently handled items may be stored in the lower or higher areas of a storage system.
It should be easy to place items into the storage unit and take them out.
Do not climb shelves
Always use a step stool or ladder to reach items from higher shelves
Do not overload shelves
Take regular breaks if performing repetitive actions

Compactus

Do not overload shelves
Check that aisles are clear when moving compactus shelves
Only move one bay a time
Keep tracks clear of debris
Never place objects on top of the unit
Always place heavy objects on the lower shelves
Ensure objects do not overhang shelves as this will prevent bays from closing

Working With Computers

Poor posture
Excessive duration in a seated position
Incorrect setup of workstation
Glare
Repetitive movements

All staff to be provided with the UNSW Setting up your Workstation guide (HS705) and Workstation Checklist (HS114) to conduct their own workstation assessment
All new staff to complete online ergonomics course
Adjustable chairs, desks and ergonomic accessories such as document holders are available for staff to use
Individual staff are responsible for taking breaks and doing stretches
Staff are advised to report any symptoms ASAP
See Workstation Set-Up page for more information