Office Hazards

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.

The following pages provide information for preventing injuries/illnesses in office environments.

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

Working Environment

Electrical
Poor Housekeeping
Equipment Hazards/ Sharp edges/ Hot surfaces
Trailing Cables
Staff unaware of emergency procedures
Poor ventilation
Temperature variations
Poor lighting



Never use double adapters
Report any damaged power cords or power points
Minimize the use of power boards and extension cables and ensure they are not across walkways. Do
not attach numerous extension cords or power boards together. Ask for more power points to be
installed.
Ensure that floors, walkways, stairs and storage areas are free from obstructions
Check that emergency exits are not blocked
There should be a minimum clearance of 0.9m along walkways to allow for a safe passage in an
emergency (As per the building code )
Ensure that all floor surfaces are properly maintained and, if required, covered with non-slip material
Provide adequate lighting in all areas
Use step stools or step ladders to reach items above shoulder level, Not chairs or tables
Stabilize filing cabinets and bookcases to prevent their falling over
Do not stack files or equipment on top of high cupboards or cabinets
Regularly maintain all equipment to the manufacturers specification
Do not overload bookshelves and store heavy items at a low levels
Provide fans and heaters to employees if the area is not air-conditioned
Wear Suitable clothing for the weather conditions. Light clothing on hot days and warmer clothing
for cold days
Ensure employees are aware of the emergency procedures for their area
Ensure employees receive appropriate training for the tasks they perform





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.

Moving and Handling Items


Lifting heavy items
Repetitive lifting
Using incorrect techniques

UNSW Hazardous Manual task procedure provided for all staff
Manual Handling Training for all staff
Rest breaks, exercise, and task rotation
Manual handling aids provided e.g. Trolleys
Early intervention when identified
Communication and Interactions with Staff and Clients

Physical /emotional intimidation
Aggression towards staff members


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





Working after Hours

Walking to and from your vehicle /transport alone or in the dark


Use well-lit areas like the University Walk to access car/bus
Try to walk in groups or pairs
Contact Unibeat for a Security Escort from any lift phone or University Help Point
Use free Security Shuttle Bus Service

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

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 receive training in handling visitor aggression
Reception staff should receive 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

Storage and filing
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

Stress
Stress and Bullying
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
managerAssistTMand 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
Office Safety Toolkit
It is often thought that an office environment is a very safe environment to work in. However there are
many hazards which if left uncontrolled could cause injury and health problems. This site aims to provide
information to office workers on ways to control hazards and prevent injuries.
Office managers and supervisors can use the information provided in the Office safety implementation for
managers section on this site to manage safety in their areas.

Office safety for managers
This information has been prepared to assist office managers in managing safety in their areas.

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
First Aid

All areas should have first aid officers available to treat any minor injuries that occur. The names and
contact numbers of these first aid officers should be displayed in the workplace.
In case of injury

Depending on the severity of the injury and the injured parties preference, the injured party should seek
appropriate first aid/medical attention from one or more of the following:
1. A First Aid Officer
2. Contact Security to Arrange An Amubulance (Dial 93856666 or ext 56666)
3. A Hospital or the nearest available medical facility
4. Their treating/local doctor

Emergencies

Emergency procedures

It is in your own interest to make sure you are aware of all procedures that should be taken in the event of
an emergency, such as fire, explosion or chemical hazard. You should also be familiar with the use and
location of all safety equipment such as fire extinguishers.

For specific information on what should be done in an emergency refer to the UNSW Emergency
Procedures Flipchart which is located in all areas on campus.

Evacuations
Upon hearing a continuous alarm (fire alarm bell) or a request to evacuate the building, all occupants of
the building must leave in an orderly manner by the nearest exit as detailed in the section below. In the
case of an alarm, it should not be assumed that the alarm is being tested or has developed a fault. The
Fire Wardens will coordinate evacuation. The Fire Wardens will ensure that all areas of the building have
been evacuated and will inform Security about the evacuation.

Specific evacuation instructions
If possible, and safe to do so, switch off electrical devices, close windows and doors if you are the last
to leave.
Do not stop to collect personal belongings.
If a casualty is found, assess his/her condition and administer appropriate first aid. Inform First Aid
Officers and Security.
Proceed quickly (do not run) to the nearest exit or as directed by the Building Warden.
Do not use the lifts
On exiting the building, proceed as directed to the marshalling areas:
Do not re-enter the building unless you are told it is safe to do so

Persons with disabilities
During emergencies, designated Floor Wardens will direct able-bodied persons to assist persons with
disabilities to leave the building or area in question. It is not expected that people with mobility problems
should evacuate a building by staircase during an evacuation drill.

However, you are expected to participate in the drill if possible, for example, by using ramps where
available or moving to a fire isolated staircase and waiting there until the alarm has ceased.