25 steps to a healthier and safer office in Krugersdorp

1.  Create a clutter-free environment

Items including boxes, files and others must be stored correctly and not kept along walkways where they may become a tripping hazard. Electrical cords that run across walkways pose a significant tripping hazard and must therefore be secured and covered.

2.  Make use of stepladders

People often use chairs and other surfaces to stand on when having to reach something at a height. Rolling office chairs are a particular danger and pose a risk of falling when used. Stepladders must be available for such purposes and all employees must be informed on the safe use of stepladders.

3.  Clear line of vision

Employees are likely to collide when making a turn around a hallway or blind corners of cubicle walls. This can easily be avoided by installing convex mirrors at intersections, which allows for people to see whether someone is approaching the blind corner.

4.  Floors and slip hazards

Marble and tiles are commonly used as flooring in offices. These surfaces may become slippery, especially when they are wet. Slip hazards on floors can be prevented by making use of carpeting and skid-resistant measures, with appropriate signage when floors are being washed. In addition, carpeting can also be placed at entrances to allow employees and visitors to dry wet shoes before stepping into the building.

5.  Open drawers on file cabinets

File cabinets contain drawers that can fully extend to allow for better access; however, when too many drawers are fully extended simultaneously, this can result in the cabinet tipping over. Lower drawers that are kept open can also pose a tripping hazard and thus must be closed after having been in use.

6.  Safe stacking

By ensuring that heavy objects are safely stacked, office health and safety can be improved and the number of injuries in offices reduced. Large stacks of materials may lead to significant injuries and damages when they are knocked over.

7.  Adjustable equipment

One size does not fit all in an office environment and for this reason, offices must be equipped with equipment that can be adjusted according to individual users, such as chairs, work surfaces, computer monitors and others. This minimises and even eliminates ergonomic factors and injuries that can occur in the office.

8.  Equipment usage

Adequate training on how to use office equipment must be provided to minimise injuries and damage to property.

9.  Both feet must touch the floor

This can be applied to both safety and ergonomics. When seated at their desks, employees’ feet must firmly always touch the floor.

10.  Document holder positioning

When looking down at their desk and back to the computer document, employees may experience neck strain. This can be avoided by providing document holders that are positioned next to the monitor, preventing employees from looking down and back up again.

11.  Mouse placement

In offices using conventional desktop computers, employees must ensure that the mouse is positioned and used in a comfortable position to avoid neck and shoulder strain.

12.  Task lamps instead of main lights

Office buildings have florescent lights, which tend to be too bright to achieve optimal vision. It is therefore recommended to dim the main lights and make use of individual task lamps.

13.  Monitor/laptop screen positioning

Monitors and/or laptop screens must be below eye level to avoid eye and neck strain.

14.  Screen glare

To minimise eye strain, it is recommended that employees do not sit opposite windows or that shades, curtains, glare reduction filters or blinds are used to block out any light that may cause glare on a laptop screen or monitor.

15.  Wearing the correct glasses

Employees who conduct a lot of computer work must indicate this to their optometrist when they go for an eye test. Special glasses are available for working on a computer most of the day.

16.  Font size

It is recommended that the correct font size is selected to ensure that it is easy to read from a monitor or laptop screen without having to lean forward and squint.

17.  Take a break

When conducting work on a computer for extended periods, it is recommended that frequent breaks be taken to avoid eye strain.

18.  Keep cords in good state of repair

All electrical cords must be inspected frequently for signs of damage or wear and tear. Should these be damaged or worn, they must be replaced immediately.

19.  Space heaters

Only approved space heaters must be used, and they must be inspected frequently to ensure that they are in good and safe working condition. They must only be used in a well-ventilated area and kept away from other electronics and combustible materials.

20.  Sprinklers must be free of obstruction

Fire sprinklers in the ceiling must be clear of stacked furniture and/or tall stacks of materials.

21.  Escape routes and fire doors

Escape routes must not be obstructed and fire doors are not allowed to be held or propped open by any unapproved means.

22.  Regular walkthroughs

Regular walkabout inspections must be done in the office to check and ensure compliance with health and safety measures and to identify and recognise any hazards or risks.

23.  Musculoskeletal disorders

Such conditions must be monitored closely, and employees must be made aware of the necessary ergonomic alterations they need to make to their workstation to prevent such disorders.

24.  Employee concerns

Employees must have a safe and open platform where they can report any issues or incidents where they have observed unsafe acts or conditions.

25.  Employee reporting system

An effective reporting system must be implemented where employees can report hazards, risks and incidents, helping the employer address potential hazards before an incident occurs. Visit SafetyWallet’s website now for more information: https://www.safetywallet.co.za/