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CPO Office Safety Guidelines
INTRODUCTION
We'd like to invite all our employees to join in a big effort to make our workplace one of the safest in the world. Let's face it; we spend much of our lives in our workplace, so we want it to be a pleasant, happy place. Accidents definitely spoil everyone's happiness, so they must be prevented. These guidelines show how we can accomplish our goal.
Maybe you think offices are not very dangerous places. Of course, you're right, but you'd be surprised how many small and big injuries can be caused by everyday objects. These guidelines are filled with practical tips on what to look out for to prevent accidents. Every member of staff has a part to play. Let's all sharpen our skills in spotting unsafe acts or unsafe conditions in our work areas and do something about them. When all are constantly aware of safety, we'll never again hear words like "ouch". In short, we'll all be happier!
All accidents are preventable.
TEN PRINCIPLES OF SAFETY
The following ten points sum up how CPO feels about safety and form the policies we act on to continually develop safer workplaces.
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- We believe that preventing all injuries and occupational illnesses is a realistic goal and not just a theory.
- We are all directly responsible for preventing injuries and illness with each level accountable to the one above and responsible for the level below.
- Safety is as important as production, quality and cost control.
- Safety awareness does not come naturally. Management must establish procedures and safety performance standards for each job or function.
- We must audit performance in the work place to assess the effectiveness of facilities and programs, and to detect areas for improvement.
- All deficiencies must be corrected promptly such as bettering employees training and disciplining constructively and consistently.
- It is essential to investigate all unsafe practices and incidents with injury potential, as well as injuries.
- Serious illnesses and injuries involve tremendous cost directly or indirectly.
- Safety off the job is just as important as safety on the job. (See related information on home safety.)
- People are the most critical element in the success of a safety and health program. Management responsibilities must be complemented by individuals' suggestions and their active involvement in keeping work places clean.
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Keeping our workplace clean and neat is a big contribution that everyone can make towards creating a safe work place. Housekeeping not only improves the appearance of a workplace - it also helps prevent injuries. What's more, a tidy work environment helps to make our work go faster and more efficiently.
The seven steps below are keys to good housekeeping:
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SEVEN STEPS TO GOOD HOUSEKEEPING
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- Remove all unnecessary items.
- Arrange necessary items properly so that they can easily be picked up for use.
- Clean your workplace periodically to ensure cleanliness.
- Maintain a high standard of housekeeping and workplace organization at all times.
- Ensure ample leg room.
- Maintain a minimum space of 3 feet wide wherever people need to walk.
- Keep perishable goods or samples in proper storage conditions.
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CREATING A SAFE WORKPLACE
Remember the following four simple points. They summarize nearly all you need to know to play your part in creating a safe workplace.
- Removing the causes of accidents is the first step in preventing them. Our workplaces should be made hazard free and accident proof.
- Unsafe actions by staff members cause the largest number of office injuries. Staff members can prevent accidents by changing their behavior.
- Slips, trips and falls cause most of the serious injuries in offices. Hazards that might cause falls should not be allowed to exist.
- Fingers and hands suffer the most frequent office injuries, which occur while employees are handling everyday materials such as paper. Employees should take special care to avoid injury to their hands.
POTENTIAL HAZARDS
Below is a list of common office hazards. If you see any of them, take action to solve the problem. Actions you can take are shown in italic. |
| FURNITURE |
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Protruding Keys left in a file cabinet lock. A passer-by might bump into them and get a painful poke. Remove keys after using a filing cabinet. |
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"Jaws Drawers". Filing cabinet and desk drawers are known to "bite" fingers. Avoid being bitten by drawers by using the handles. |
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Open drawers. Somehow there's always someone who has a fatal attraction for open drawers and will bump into them when you least expect it, and opening several file drawers at a time can tip over a cabinet. Keep drawers closed when not in use. Open only one file drawer at a time. |
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Obstacle courses. When furniture is badly arranged, it can form an obstacle course for people trying to move about the office. Arrange furniture to allow people to move around freely and easily. |
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| PASSAGEWAYS AND STORAGE |
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Blockages. Large objects or groups of people standing around blocking doorways and passageways increase the likelihood of bumps and knocks, because vision is blocked and space is tight. Keep doorways and passageways clear at all times, especially emergency exits. Make sure that any area where people walk up and down is at least 3 feet wide. DO NOT place objects close to fire extinguishers, fire hydrants and fire alarms. |
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Climbing. Reaching for high objects while standing on a stack of boxes or a chair with wheels is dangerous. Always use a suitable ladder or step stool. |
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Heavy Objects. These are dangerous if they fall. Store heavy objects near floor level. |
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Toxic Chemicals. Do not store toxic chemicals in or near the office. |
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Swing doors and corners. You can't guess when someone might be approaching the other side of a closed door or around a corner. Do not open doors suddenly. When working behind a closed door, lock it. Approach corners and doors cautiously. |
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Running. This should be strictly a lunch time or after-work activity for keeping fit. It has no place in an office, where it can cause close encounters of an embarrassing, or even painful, kind. Walk, don't run. Better to arrive late than without your two front teeth! |
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| FLOORS |
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Extension cords and other wires snaking loosely across the floor. These can cause not only injury but also the abrupt shutting down of electrical equipment such as computers. (You won't be happy if you didn't save your document!) Clamp electric wires securely to the floor. |
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Litter. Small items left lying on the floor have been known to cause some dreadful accidents. While somebody slipping on a banana peel may be funny in a comedy film, tripping on a pencil in the office may not seem so humorous. Food dropped on the floor is unhygienic as well as hazardous, and should be disposed of in kitchen area garbage cans only. Anything dropped on the floor should be removed immediately. |
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| WORK METHODS AND TOOLS |
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Using the wrong tools. Fingers are not suitable tools for jobs such as removing staples. Use the right tools for the job. |
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Not using safety glasses. Eyesight is precious. Always wear safety glasses when working with hand tools. |
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Sharp and pointed objects. Even paper has sharp edges, as many office workers know to their cost. Scissors, knives, pencils and letter openers and paper cutters are some other common sharp objects in the office. Use and store sharp objects carefully. Sheath them before storing in a drawer. Point them away from you on your desk. Do not use razor blades as cutters. |
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Unreported injuries. Reporting injuries reduces the chances of the same injury happening to someone else in future. Report accidents to help make the office safer for others. |
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| KITCHEN AREA |
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Clean up your spills. Dispose of food waste in the proper container. |
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Microwave oven. Cover food in the oven to prevent spattering. Do not put metal containers, paper objects or styrofoam inside the oven. Keep all flammable objects clear of it. |
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Hot objects. Use a cloth or mittens to handle hot objects. |
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Kitchen area housekeeping. Do not stack up glasses too high. Store knives and can openers in the right place. Wrap broken glass in paper labeled "broken glass" and place in the kitchen garbage can. All waste food must be thrown only in the kitchen garbage cans. Keep the floor dry to prevent slips. |
The hazards listed above are just some of the common ones. Stay alert and on the lookout for these and others.
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| EQUIPMENT AND TOOLS |
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Using tools wrongly can be hazardous. And it can be dangerous to use tools that are not properly maintained. |
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Offices use a lot of electrical equipment. When using it, we should watch out for any obvious signs that something is wrong - such as loose wires, faulty connections, excessive heat, smoke or sparks. |
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Never tamper with any electrical equipment. If repair is needed, always seek help from the qualified personnel in our office services department. |
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Computers, printers, and other electrical equipment should be switched off at the socket. |
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Do not overload the socket outlet. If uncertain, check with your manager. |
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Use proper adapters for two-pin plugs. |
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Safety glasses are to be worn while using certain hand tools. Never fail to use them. |
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HOW TO TYPE WITHOUT TEARS
(KEYBOARD COMFORT)
If your fingers do a lot of walking, the right position of your hands and body keeps your muscles and back stress free and flexible. You'll be more comfortable and your hands won't get overworked. Follow these guidelines:
- Sit up straight, facing the computer screen straight on.
- Hold your head at a slight downward tilt to avoid straining your neck and shoulder muscles.
- Keep your hands and wrists level and straight while typing.
- Touch your keys lightly by keeping your wrists and fingers relaxed.
- Keep your feet flat and pointed toward the computer.
- Make sure the computer screen is adjusted at a comfortable angle, is neither too bright nor too dim, and is properly focused.
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Five points for protecting your back while lifting objects:
DO hold the object you are lifting close to your body. Let go of it if you start to drop it.
DON'T bend, twist or pivot at your waist.
DON'T lift a heavy object above your chest.
DON'T use a jerking action when lifting.
DON'T lean forward with a weight in your hands.
Eight helpful points for preventing back injury at your desk:
DO put a cushion in your chair to support your lower back if your chair has no lumbar support.
DO support your arm while holding the telephone. Put your elbow on your desk or chair arm rest.
DO hold reading material comfortably or use a reading support, to avoid slouching.
DO wear good quality rubber-soled shoes.
DON'T twist your body in your chair to reach for a file or piece of equipment.
DON'T hunch over your desk.
DON'T hold a telephone receiver between your shoulder and cheek.
DON'T overstretch to reach a file. |
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WHAT TO DO IN THE CASE OF FIRE! |
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Be prepared for any outbreak of fire by knowing the following:
- The locations of fire extinguishers nearest to your workplace.
- Your nearest emergency exit.The alarm signal.
- This is the continuous ringing of alarm bells on every floor of the building.
These are the things to do if you discover a fire:
- Activate the nearest fire alarm and alert those all around you by shouting or other effective means.
- Evacuate by the nearest exit. (See Office Emergency Map near exit doors.)
- If the fire is small, try to use a fire extinguisher to put it out. But do so only if you're not risking anyone's safety, including your own.
What to do if you hear the fire alarm horn:
When the alarm horn sounds, all in the building must leave whatever they are doing and evacuate.
Evacuation procedures
Don't panic. Look for the nearest exit sign and evacuate.
Close all doors along the escape routes, including doors to stairways, rooms, etc. to isolate or enclose the fire and
to prevent the spread of smoke or fire to other floors.
Assembly point
As soon as you leave the building, go to the designated assembly area (see the Emergency Evacuation and Operations
Plan) and report to the floor wardens so that s/he knows you are safely out of the building. Do not disperse or go back to
the building until instructed to do so
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OFF THE JOB SAFETY
Employees traditionally have a feeling of responsibility and so are conscious of the need for keeping fit for the job. Therefore, safety off the job is every bit as important as safety on the job. This information is about office safety, not home safety, but many of the suggestions on these pages can be applied wherever you go.
Here are a few more steps you can take to be safe off the job.
- Wear your seat belt in your car.
- Have fire extinguishers and smoke alarms in your home, and inspect them regularly.
- Inspect your home for fire hazards.
- Inspect your home for tripping, slipping and falling hazards. Remember, more falls occur in the home than on the job.
- Make sure your home tools and personal protective equipment are right for the job, used correctly, and in good condition.
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Best wishes for your safety, 24 hours a day!
THE GOAL IS "ZERO"
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