Ergo on Workstation

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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 UNSWSetting up your Workstation guide(HS705) andWorkstation

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
https://www.ohs.unsw.edu.au/hs_procedures_forms/guides/HS705_Guide_to_setting_up_your_workstation.pdfhttps://www.ohs.unsw.edu.au/hs_procedures_forms/guides/HS705_Guide_to_setting_up_your_workstation.pdfhttps://www.ohs.unsw.edu.au/hs_procedures_forms/guides/HS705_Guide_to_setting_up_your_workstation.pdfhttps://www.ohs.unsw.edu.au/hs_procedures_forms/checklists/HS114_Workstation_Checklist.dochttps://www.ohs.unsw.edu.au/hs_procedures_forms/checklists/HS114_Workstation_Checklist.dochttps://www.ohs.unsw.edu.au/hs_procedures_forms/checklists/HS114_Workstation_Checklist.dochttps://www.ohs.unsw.edu.au/hs_procedures_forms/checklists/HS114_Workstation_Checklist.dochttps://cms.unsw.edu.au/ohs_hazards/electrical.htmlhttps://cms.unsw.edu.au/ohs_hazards/electrical.htmlhttps://cms.unsw.edu.au/ohs_hazards/electrical.htmlhttps://www.ohs.unsw.edu.au/hs_procedures_forms/checklists/HS114_Workstation_Checklist.dochttps://www.ohs.unsw.edu.au/hs_procedures_forms/checklists/HS114_Workstation_Checklist.dochttps://www.ohs.unsw.edu.au/hs_procedures_forms/guides/HS705_Guide_to_setting_up_your_workstation.pdf


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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


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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


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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


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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


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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 areashave 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


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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


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Workplace Stress

Workplace stress can occur when people are subjected to demands andexpectations 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 controlover 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 meetour daily challenges.

Stress can have negative effects for your health and well being when high demands and expectionscontinue 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 personby another or others in the workplace which may be considered unreasonable and

inappropriate in workplace practice. It includes behaviour that could be expected tointimidate, offend, degrade, humiliate undermine or threaten.

Bullying is normally associated with an ongoing systematic pattern of behaviour.Anisolated incident of behaviour is not considered bullying, but may of course lead toaction 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 toserious 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


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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 calledmanagerAssistTMand 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 functioningmanagerAssistTMis 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 HumanResources 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 provideinformation 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 formanagers 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.
http://www.hr.unsw.edu.au/employee/eap.htmlhttp://www.hr.unsw.edu.au/employee/eap.htmlhttp://www.hr.unsw.edu.au/employee/eap.htmlhttp://www.hr.unsw.edu.au/employee/eap.html


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Employee assist for managers

There is a service specifically for Managers and Supervisors in EAP called managerAssistTM and it is anEAP 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 functioningManagerAssistTM is a resource service, providing suggestions and options. A manager/team leaderaccessing the service decides on appropriate action, applying relevant HR policy. The manager/teamleader remains in control in managing the situation. More information is available on the HumanResources 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 andcontact 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 seekappropriate 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 facility4. Their treating/local doctor

Emergencies

Emergency procedures
http://www.hr.unsw.edu.au/employee/eap.htmlhttp://www.hr.unsw.edu.au/employee/eap.htmlhttp://www.hr.unsw.edu.au/employee/eap.htmlhttp://www.hr.unsw.edu.au/employee/eap.html


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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 andlocation of all safety equipment such as fire extinguishers.

For specific information on what should be done in an emergency refer to the UNSW EmergencyProcedures 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 ofthe 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. TheFire Wardens will coordinate evacuation. The Fire Wardens will ensure that all areas of the building havebeen 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 problemsshould 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 whereavailable or moving to a fire isolated staircase and waiting there until the alarm has ceased.

Documents

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