Office Safety: Protecting Your Workspace

1. SOUTHWEST BEHAVIORAL HEALTH CENTER OFFICE SAFETY Introduction Southwest Behavioral Health Center’s greatest assets are its employees, and keeping them safe is of utmost importance. As such, all Center employees, as part of their new or annual Training Modules, must review this brief safety presentation and successfully complete an exam at the end. This presentation is meant to serve as an OFFICE safety overview. It will cover a variety of main areas, with bulleted statements that indicate points to consider and review. Please ensure that you pay close attention to the issues presented. Your individual supervisor may have additional information that they will provide that is unique to your assigned program. Be sure to ask your supervisor any questions you may have. Now go ahead and review this presentation, AND STAY SAFE!

2. SOUTHWEST BEHAVIORAL HEALTH CENTER OFFICE SAFETY Introduction • The topics presented cover a wide variety of safety issues that impact each of us in an office environment. Electrical hazards, trip and fall accidents, fires, and minor bumps & bruises can plague an office if staff are not careful and aware of these concerns. Protect yourself and others by paying close attention to the following areas presented here: • Office Space and Work Stations • Chairs and Desks • Computers • Lighting • Stacking and Storing of boxes and files • Electrical Safeguards • Lifting and Carrying • Stairs and Ladders

3. Workstations & Office Space Your workstation should be set up to reduce excessive bending and stretching. • Good housekeeping is essential; clutter can be a fire hazard and cause trips and falls. • Never store items under your desk; also fire hazards and can interfere with wiring. • Never store items on top of cupboards; they tend to topple. • Never leave desk and/or filing cabinet drawers open; trips and shin injuries are common.

4. Chairs and Desks • Good lower back support keeps you comfortable • Adjustable - knees and hips should be level • Chairs on castors must have 5 legs; prevents tipping • If your desk is too high, compensate by raising the seat height of your chair • Never stand on the chair to reach anything, particularly if the chair has wheels.

5. Computers • A badly positioned computer not only makes the user unproductive, it also causes discomfort to arms, wrists and shoulders. • If the monitor is badly positioned the user will probably suffer eyestrain, headaches, stiff neck and shoulders, and backache. • The monitor should be placed directly in front of the user • The screen should be 18 - 24 inches away fromthe user’s eyes

6. Computers • The top of the monitor should be at eye level to avoid neck strain • The keyboard should be directly in front of the user • The user’s elbows should be bent at 90 degree angle • The back of the keyboard should be slightly elevated to allow the user’s wrists to be in a neutral position • The screen should be positioned at right angles to the window to avoid glare

7. Stacking and Storing When stacking boxes or other items, remember • Lighter objects stored on top and heavy objects on the bottom - also in filing cabinets. • Boxes, files and other heavy articles must not be stacked on top of cabinets, cupboards or window sills. • Keep passages clear and fire fighting equipment unobstructed.

8. Lighting Consider the lighting in your office or work area. • Prevent headaches and eye strain by ensuring sufficient light to see your work • Eliminate glare and reflection

9. Electrical Safeguarding • Electrical cables, cords and outlets: • Loose lying cables can cause • A tripping hazard • Electrocution • People can hook on cables and pull expensive equipment from tables • They are untidy • It is your responsibility to be aware and report to your supervisor items to be fixed

10. Electrical Safeguarding • No unauthorized person should tamper with the inner workings of any electrical appliance • Do not overload sockets • If equipment circuits or an electrical cable become warm to the touch, it must be disconnected and reported without delay • Cable and extension cords should not be run unprotected beneath carpeting nor should they span walkways without being secured in an encapsulation device

11. Electrical Safeguarding • Do not use cables that are taped together since they don’t have sufficient insulation or protection from liquids. • Carry out your own visual inspections of plugs and cords and get them repaired as necessary. • Look out for: • Physical damage to the cable • Damage to the plugs • Insecure connections to the plug • Switch off equipment before unplugging and before cleaning

12. Lifting and Carrying Do not over do when carrying or moving office items. Consider and evaluate the following: • Size & shape of the item; get help if needed • Weight of the item • Use correct lifting methods; bend your knees! • Don’t twist in an abnormal way that may cause strain to your back

13. Filing Cabinets • Close the drawers when not in use; many a shin can vouch for the benefits of this • Don’t open all the drawers at the same time; the cabinet will tip over! • Use the handle to close the drawer

14. Office Equipment • Learn how to operate office equipment safely before you use it (if in doubt, ask your supervisor - or the secretary who will likely know more than the boss :) ) • Ensure loose clothing, jewelry, long hair, or ties are kept clear of machines. • Keep hands, fingers and clothing clear of paper inlet at the shredder. • Switch the machine off before trying to clear a blockage (or follow appropriate instructions)

15. Office Equipment • If you get a shock or feel a spark when touching a machine or see smoking or sparking, unplug it immediately and report it! • Put a sign on the machine indicating to others that it is out of order

16. Stairs • Avoid distractions on stairs • Take one step at a time • Don’t load your arms so full of materials that you can’t see • Keep one hand on the handrail • Don’t congregate on stairs or landings • Keep stairs well lighted

17. Ladders • Beware of ladder hazards that include: • Ladders with missing or broken parts. • Using a ladder with too low a weight rating. • Using a ladder that is too short for purpose. • Using metal ladders near energized electrical equipment. • Using ladders as a working platform. • Objects falling from ladders.

18. Slips, Trips and Falls • Prevent them by remembering the following: • Do not allow cabling to create a tripping hazard • Clear up spills quickly • Do not block passageways • Keep office areas clean • Keep stacking and storage areas safe

19. Slips, Trips and Falls Watch out for: • Worn or loose carpets • Broken stair tread edges • Chipped floorboards and tiles • High heels • Objects that have fallen - pencils, etc

20. Protect your Hands Look after your hands: • When you close cabinets or drawers • When you handle papers and staplers • Keep sharp objects in safe containers • Make sure the left hand knows what the right hand is doing!

21. Protect your Hands • Pick up broken glass with a broom and dust pan • Wrap the glass in thick paper and mark it so that the cleaning staff will know what it is. • Slivers of glass should be picked up with a damp paper towel - discard paper towel

22. Protect your Eyes • Be careful near cabinet corners, doors, and sharp objects, like pencils, etc.. • Protect your vision by taking breaks from eye-straining activities • Don’t rub your eyes if you have chemicals, toner or other irritants on your hands

23. Watch Your Back Back injuries can reduce your mobility and certainly can reduce productivity. These injuries can be avoided by adhering to the the proper lifting techniques and other safety points outlined in this presentation. Additionally, • Exercise • Work on reducing stress

24. Accident Reporting • Report all injuries on duty to your supervisor the same day. • Ensure you complete an incident report and notify the Human Resource office of the injury. You may need to be seen by a Workers’ Compensation doctor.

25. First Aid Kit • Make sure you know where the office first aid kit is located in your office area • Ensure the box is well stocked • Ensure you are familiar with First Aid practices (also a part of New Employee Orientation)

26. Fire Training

27. Fire Precautions • Know and review often the fire exit map of your office area • Ensure easy access to the safest way out • Know where to gather in the event of a fire • Participate in practice fire drills

28. Fire Procedures In the event of a fire: • Keep your head about you; don’t panic! • Assess the situation; take action as necessary and notify others • Follow instructions • Prevent chaos! • Do not run, but walk as rapidly as possible to the nearest exit (or as instructed)

29. Various fires may require a different extinguisher: CLASS A - Wood, paper, cloth, trash, plastics CLASS B - Oil, gas grease, flammable liquids CLASS C - Electrical, Energized electrical equipment Most fire extinguishers will have a label telling you what kind of fire the extinguisher is for.

30. To Use the Extinguisher, Remember PASS Pull the pin. This will allow you to discharge the extinguisher Aim at the base of the fire. If you aim at the flames (which is frequently the temptation), the extinguishing agent will fly right through and do no good. You want to hit the fuel.

31. This depresses a button that releases the pressurized extinguishing agent in the extinguisher. Sweep from side to side until the fire is completely out. Start using the extinguisher from a safe distance away, then move forward. Once the fire is out, keep an eye on the area in case it re-ignites. Squeeze the top handle or lever.

32. YOU ARE RESPONSIBLE FOR YOUR OWN SAFETY

33. Conclusion You have completed this presentation. Now you must satisfactorily complete the test that accompaniesthis Office Safety Presentation. Your supervisor will see your results and a record will be maintained by the Human Resource office.