4. SAFETY IN THE OFFICE

Accidents do happen in the office where slips, trips and falls are the number one cause of disabling injuries. Most accidents can be prevented by thinking and working safely.

The following are some examples of common hazards and what you can do to prevent them from becoming accidents:

1.    Don't lean back in your chair. Keep all legs on the floor so that you do not end up on the floor. Take time to reach out and hold on to the chair as you sit down. Be sure that the chair is beneath you as you sit.

2.    Keep the floor and walkway clear of electrical, telephone and computer cables, boxes, etc. They are tripping hazards waiting to happen.

3.    Close one drawer in a filing cabinet before opening another. This prevents the file cabinet from tipping over on you.

4.    Close the drawer in your desk before getting up and close file drawers before walking away from the file cabinet. This prevents the danger of people walking into an open file drawer or desk drawer.

5.    Store supplies inside cabinets, not on top of them. Store heavy items in lower drawers or on low shelves.

6.    Watch out for slippery surfaces. Spilled drinks or water from umbrellas are typical hazards and need to be cleaned up/or identified immediately .

7.    Look where you are going. Don't block your view by carrying loads higher than eye level.

8.    Don't read while walking. It doesn't save enough time to justify the risk.

9.    Walk, do not run. Please slow down.

10. Don't climb on chairs, desks or boxes. Use a step ladder instead.

11. Hold onto handrails when using stairways.

12. Use elevators when carrying boxes if they are available.

13. Don't throw matches, ashes or cigarette butts into wastebaskets. If the building has been designated as a smoke free building - DO NOT smoke in the building.

14. Don't overload wall sockets and extension cords.

15. Don't touch electrical switches, sockets, plugs, etc with wet hands.

16. Don't eat or drink at a computer station. It could result in malfunction of the computer and void the warranty.

17. Watch for unsafe conditions such as defective equipment, burned out lights, loose steps, torn carpet, etc and report them to your supervisor immediately.

Everybody has a responsibility

The following are examples of ways in which employees can help safeguard their own safety and that of their work Colleagues.

Visual display units (VDU’s) can cause eye strain, neck, wrist and elbow pain, stress, tension, headaches, dizziness and irritability. These symptoms can be reduced by setting up the workstation correctly.

Manual Handling which involves lifting can result in injuries. These can be avoided by careful positioning of the body. The straight back position eliminates the risk of uneven stress being applied to the discs or abdominal muscles. Correctly positioning the feet apart, but no wider than the hips ensures that the whole body is balanced during the lifting process.

Equipment should only be serviced by qualified specialists. Employees who are not responsible for maintenance should not try to repair faulty equipment.

Safety of Others should be the concern of every worker. Keep fire exits clear; do not position drinks and other liquids on electrical equipment; do not leave filing cabinets open or overloaded at the top; be aware of any hazards you may be creating; make sure you know where the first-aid box is kept and the position of the fire equipment and how to get emergency help quickly if it is needed.

Observe safety notices and signs which aim to warn of danger and hazards. Become familiar with what the various signs mean.

Protective Clothing and other safety equipment should be used.

What is ergonomics?

Ergonomics is the science of designing the job, equipment, and workplace to fit the worker. Ergonomics is employed to fulfill the two main goals:

            a)         health

            b)         productivity

Factors that affect ergonomics:

Some of the factors that will affect employee’s comfort in the office are:

                a)            Desk

                b)            Seating

                c)            Lighting

                d)            Computer

                e)            Temperature

                f)             Repetitive strain injury (RSI)

Importance of an appropriate Office Desk

 The location, shape and size of the employee’s desk should be such that everything on it is within easy reach so that there will not be strain on his or her muscles.

Poor Desks/Furniture

 

Ergonomic Desks

Poor Seating

Proper Seating

¢  The seating design should ensure that the width and depth of the seat will allow even weight distribution.

¢  It should be big enough for the employee to seat comfortably on the seat.

¢  The back of the seat should allow for support of the lower back and perhaps the neck.

Poor Office Lighting

Importance of Office Lighting

¢  If lights are installed in the ceiling it should be designed so that it is distributed evenly round the room.

¢  The workstation should be properly illuminated  yet free from glare or shadows.

¢  Individual lamps should be placed on each desk.

Proper lighting in an Office

Importance of a good Computer System

¢  The placement of the monitor on the desk should be sufficient to ensure that the user can view the entire screen without eyestrain.

¢  The screen should be located so that there is no reflection on it from lights or windows

¢  The keyboard should be placed so that the angle of the elbow when the worker is typing is about 90 degrees

¢  The keyboard should be kept on a sliding tray suspended beneath the desk.

The Importance of Temperature

¢  Temperatures in a room can be a source of discomfort and affect the health of employees.

¢  The heating or air-conditioning must be monitored by expert personnel to ensure that a constant temperature is maintained.

Poor posture at the computer

Importance of good posture

¢  Bad posture can cause lower back pains

¢  Relax your shoulders when you sit.

¢  Stretch your lower back now and then by standing up and pulling each knee to your chest, holding that position for a few seconds.

¢  Use a firm, adjustable and comfortable chair.

¢  Adjust the chair height so that your thighs are horizontal, your feet are flat on the floor.

¢  The back of the chair should always support your lower back.

There are two types of repetitive strain injury:

a)                  Tendonitis:  a situation where the tendon is inflamed caused by some repeated motion stress on the tendon

b)                  Carpel tunnel syndrome:  the inflammation of the nerve that connects your forearm to the palm of your hand

How to prevent repetitive strain injury.

• Take frequent breaks during any long computer session to exercise your hands and arms
• Place a wrist rest between the keyboard and the edge of your desk to prevent injury during typing.
• Type on the computer keyboard as you would play the piano, lifting your fingers up and down rather than your wrist.