Offices are generally considered a safe working environment, but there are still risks to take into account. According to key work health and safety (WHS) statistics, there were over 120,355 serious work health and safety claims in 2021.

This costs employers a significant amount of time and money, both in workers' compensation claims and lost productivity. When it comes to creating a healthy workplace environment, employers must consider a range of factors. From office ergonomics to computer hazards and risks, here’s how to manage risk and improve office safety in your workplace.

Identifying hazards in an office environment

Employers are obligated to provide healthy and safe working practices for their employees. Whether it’s in the building or an employee’s tasks, there are several risks in the modern workplace. These can include factors such as:

• ergonomic issues that might affect an employee’s health, safety and wellbeing

• repetitive sedentary and manual tasks that can lead to strain

• electrical and fire safety hazards

• slip, trip and fall hazards such as wiring

• the effects of poor lighting, temperature, and air quality

• risks associated with computer use, including eye strain, posture, or repetitive strain injury.

Each of these risks poses a threat to workplace health and safety. As an employer, you need to take steps to address each to provide a safe working environment for your team.

Good work design: ergonomics in the workplace

Office ergonomics refers to the design and arrangement of work spaces and equipment to help people work safely and efficiently. Ergonomic issues are particularly common in an office where employees are regularly using furniture and computers. Because of this, considering ergonomics in the office is essential if your employees regularly work at a computer desk.

Safe Work Australia has principles to guide good work design, including workplace ergonomics. This is so employees can do their jobs in a safe environment. Ergonomic requirements refer to the work itself, work systems, the physical working environment, and the people within the organisation. To implement good work design in your office, it’s important to consider the following:

• Ensure the alignment of the screen and keyboard are comfortable, so no twisting of the head or body is needed.

• The height of the screen, keyboard, desk and chair are comfortable for the employee. In some cases, foot rests and screen risers can help.

• Prevent glare or reflections on the screen, to limit the likelihood of an employee working in awkward positions.

• Invest in the right office furniture and equipment to ensure your employees can work safely and comfortably.

It’s important to remember the consequences of poor workstation setup aren’t obvious and occur over time. Good work design can protect your employees from long-term health risks as a result of their role.

Encouraging breaks from sedentary work

Office work often involves prolonged periods of sitting. Statistics have shown that sitting can pose significant risks to a person’s health, leading to premature death, an increased risk of heart disease, an increased risk of type II diabetes, a higher risk of physical strain, and an increased risk of bowel cancer.

There are several ways to reduce the amount of sedentary work in your office. To help employees stay active, remind them to take regular breaks from sitting and to eat lunch away from their desks. You can also try to vary work tasks to encourage employees to change their posture or foster a standing-friendly work culture.

The Comcare website also has more ideas on how to manage sedentary work in your office, as well as links to more information.

My Business Workplace has a range of policies and documents including several on WHS ready to download.