Capes 23-1

The Not So Obvious Health and Safety Hazards Commonly Found in Office Workplace
Environments
Presented to
Perry Barton, Instructor
MGMT 2215, Team Project
By
Jenny Capes

February 8, 2015

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Overall, todays workplace environments are not as dangerous as they once might have
been. A big reason for this is due to the Occupational Safety and Health Act of 1970 which was
passed by Congress. From the passing of the Occupational Safety and Health Act came the
creation of the Occupational Safety and Health Administration otherwise known as OSHA. The
purposeful existence of OSHA is to help employers and employees alike reduce the number of
accidents and injuries, illnesses and even deaths that can occur on the job. To do so, OSHA
works to enforce many different regulations that help to make sure that employers are working to
maintain protective conditions that are appropriate to employees in order to perform the work in
which they are assigned. For most of the issues pertinent to an office specific environment, the
general duty clause implemented by OSHA is important. The general duty clause states that the
employer will provide a work environment free from any known or recognized hazards. The
general duty clause allows for any employee to bring a complaint against his or her employer in
the event of a workplace accident or illness that is the result of a hazard that should have been
recognized and corrected.
Many office environments are not considered to be high risk hazards meaning that they
are more than likely not inspected by OSHA for this fact. However, just because OSHA does not
inspect an office environment does not exempt the office from meeting the requirements
necessary to provide a safe and healthy working environment. The common health and safety
issues that plague office environments are not usually as obvious given the relatively low hazard
status. However, there are four specific hazards that impact the health and safety of office
workers. They are: indoor air quality, slips, trips and falls, ergonomics, and work place violence.
Although the aforementioned hazards are not covered by a specific OSHA regulation, they are
covered by the provisions laid out in the general duty clause.
Indoor air quality, or IAQ, is a term used to define the quality of air in and around an area
of a building and the relation it has on a persons health and comfort within the building. In
recent years, indoor air quality has become a major health and safety concern within office
environments due to the construction of buildings that are more tightly sealed with reduced
ventilation in efforts to reduce energy costs. The use of synthetic building materials as well as
synthetic furnishings inside the building have also contributed to concerns regarding air quality.
Today, with greater use of chemically formulated personal care products, cleaning products and
pesticides, indoor air quality is major health and safety concern that is faced in an office
environment. There are many different pollutants found in office environments that affect the
quality of air. Some of those pollutants are carbon dioxide, carbon monoxide, formaldehyde,
sulfur dioxide, radon, sulfur dioxide, nitrogen and ammonia to name a few. Pollutants from
office equipment such as copiers, computers, and printers are also emitted further contributing to
the air quality in an office. Even pollutants from fibers like those found in furniture coverings
and window coverings as well as dust affect the quality of air within an office environment. All
sorts of allergens, mites, pollens along with bacteria, fungi, and viruses are also found in air
which therefor affect the quality of air.
Some factors that can contribute to poor indoor air quality include inadequate ventilation,
temperature variances or problems maintaining a temperature, and humidity, either too much or
too little. Other factors such as any recent renovations or remodeling within the office space as
well as any construction or other activities outside of the office space can also contribute to poor

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indoor air quality. Poor indoor air quality has been attributed to such things as headaches,
fatigue, difficulties in concentration, eye irritation, as well as irritations of the nose, throat and
lungs. An office environment that is experiencing poor indoor air quality may also experience
higher levels of absenteeism due to the aforementioned conditions.
In 1994, OSHA proposed a regulation standard pertaining to indoor air quality. The
proposal was later withdrawn in 2001 because most employers were already taking steps to
improve indoor air quality. The original proposal, however, targeted three specific initiatives to
facilitate improvements to indoor air quality. The first initiative was aimed at employers creating
and implementing some sort of written program to improve the indoor air quality in office
environments. The second initiative focused more on creating a consistent maintenance schedule
to make sure all building systems were functioning as they should. For example, regular
maintenance of the HVAC system to ensure temperatures remained consistent with use. Lastly,
the third initiative targeted the development of a smoking policy for the office by either
prohibiting smoking or only allowing smoking in designated areas. Making sure that indoor air
quality is good is one of the most important things that any office can do for the health and safety
as well as productivity of its employees. To help ensure that office indoor air quality is of the
highest quality possible certain proactive measures can be taken. One measure is to thoroughly
inspect the office area. Make sure that office equipment like copiers and printers are located in
areas where they can be properly ventilated. While looking around the office area, talk to the
employees and observe them. The demeanor of the employees can help give an indication as to
the quality of air within the office. Another measure that can be taken to help ensure the indoor
air quality is to make sure to investigate any complaints. While air quality may affect some
employees differently than others it is important to take any complaints seriously. It could be
possible that an employee is experiencing symptoms from other factors like job stress but it is
better to be safe than sorry especially if complaints from multiple employees are presented.
While investigating any complaints, having the air quality professionally tested may help. An air
quality test can help to identify the problem pollutants and provide a plan of action to resolve the
issue.
Maintaining a clean office environment is another measure that can be taken to help
ensure good indoor air quality. Simple tasks like vacuuming and dusting on a regular basis can
help rid the air of pollutants that could otherwise affect the quality of air. Another good measure
to take in the battle against poor indoor air quality is to keep unwanted pests likes rats and mice
out of the office environment. Sometimes these vermin make their homes in areas not usually
frequented like attics or basements. However, the droppings from these animals can pose
potentially life threatening diseases in certain conditions. It is best to make sure that pests are
evicted as soon as possible upon discovery.
Ventilation is key factor in the quality of indoor air. A ventilation system that is not
functioning efficiently will not be able to bring enough fresh outdoor air into the office
environment. A poorly functioning ventilation system will also not be able to void the polluted
indoor air quickly enough. Outdoor air is needed to help maintain low carbon dioxide levels
inside. Making sure that adequate ventilation is provided is a proactive measure that can be
taken to ensure the quality of indoor air.

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Neglecting building repairs is yet another way that indoor air quality can be
compromised. To help improve the quality of indoor air, repairs to areas that can allow pollutants
like dust and moisture into the office environment must be repaired. Such areas include doors
that may not shut properly, windows that leak air, and roofs that may have holes or worn areas.
Moisture that collects from a roof leak is a prime breeding ground for mold and mildew which
will definitely affect the indoor air quality. However, precautions must be taken during any
repairs to ensure the health and safety of employees is not endangered while making needed
repairs. Working to ensure that all necessary building repairs are completed in addition to taking
the aforementioned proactive measures will aid in the improvement of the indoor air quality of
the office thus decreasing the amount of employee related illnesses from poor indoor air quality.
Slips, trips, and falls are also a health and safety hazard present in office environments. In
fact, slips, trips, and falls are responsible for a good bit of accidents that occur in work
environments. No one intends to slip, trip or fall in the workplace but it happens. Perhaps, an
employees is concentrated on figuring out how many copies of a memo are needed and ends up
tripping over a carpet runner not sufficiently secured. The result of the fall could range from
minor scrapes and bruises to more serious sprains or broken bones. In either case, it is the
responsibility of the employer to assure safe workplace free of known hazards. By following a
few guidelines, employers can rest assured that they are doing what is necessary to provide safe
working conditions to their employees.
Slips, trips, and falls can be avoided by implementing some common sense practices.
One such practice is housekeeping. If an office does not employ a professional service then it is
imperative that a plan be developed and duties assigned to employees. Housekeeping is crucial to
the safety of the office environment. Cluttered and dirty offices are more prone to employee
accidents than offices that are neatly organized and clean. It is also important for employers to
ensure that walking surfaces are not wet or slippery. If an area inside the office has to be cleaned
with water it is important to properly label the surface as wet so that employees can take extra
precaution when walking across the surface. Other areas that need to be addressed are outside
surfaces like parking lots and sidewalks. These areas are changed by weather so it is imperative
to stay abreast of the weather conditions and plan accordingly. In icy conditions make sure that
salt and sand is disbursed to help provide traction. For areas that are exhibiting signs of needed
repair, make sure appropriate repairs are made. Obstacles in walkways also contribute to the slip,
trip, and fall rate in office environments. A box of copy paper obstructing the hallway unnoticed
by an employee can result in an embarrassing fall. A filing cabinet with a drawer left open can
be an unexpected hazard for an employee standing up from looking at a file. The aforementioned
carpet runner causing a trip because it was not secured to the floor is also an avoidable obstacle.
To make sure the office environment is free of obstacles it is the responsibility of the employer to
make periodic inspections of the office and also relay to employees what standards are expected
in regards to potential obstacle hazards. In addition to obstacles being placed in walkways and
hallways, lighting can also play a role. Perhaps an obstacle was in the way but the lighting was
so poor that the employee could not see the obstacle to attempt to avoid it. Lighting is critical in
being able to locate potential hazards and work to avoid and correct them.
Employees do have to take some responsibility for slips, trips, and falls on account of the
footwear worn by employees can contribute to a slip, trip, or fall. For instance, in an office

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environment, a female employee that wears high heeled stilettos could potentially be more prone
to slipping on a hardwood floor surface. It is imperative that employees make appropriate
footwear decisions based on the job and the environment for which they work. On the same note
is the individual behavior of the employee. Some people are more prone to accidents than others.
Employees that are easily distracted or are in too much of a hurry can cause themselves to be
more susceptible to slips, trips, and falls. The employee sending a text message while carrying a
stack of papers could very easily be distracted for a few seconds to not notice the wet floor sign
and end up falling down. Individual behavior is harder to control because ultimately the
individual employee is responsible. However, employers can work to help employees control
their individual behavior by establishing rules and expectations in regards to behavior. While all
instances of slips, trips, and falls will not be avoided in an office environment following these
guidelines will help to reduce the risk associated with slips, trips, and falls.
Another health and safety concern that office environments need to be concerned with is
ergonomics. Ergonomics involves studying how efficiently employees perform in their current
working conditions. The overall goal in studying the ergonomics of an office is to reduce stress
and prevent injuries that result from the overuse of muscle groups or bad posture. Ergonomic
hazards in an office environment are those that require an employee to perform repetitive tasks
such as typing at a computer and or extended amounts of time sitting in an office chair. However,
working in an office environment does not doom an employee to suffer from ergonomic injuries
like back pain, neck strain, and sore wrists. By simply implementing some easy office
ergonomic changes employers can provide their employees an ergonomic friendly office
environment.
To make the office environment ergonomic friendly, first and foremost the problem must
be identified. An employee that is experiencing low back pain could be the result of poor posture
from sitting in an office chair whereas an employee with neck strain issues could be from his or
her monitor being at an incorrect height for his or her needs. Management support is also needed
to help ensure the success in implementing an ergonomic process however, employee
involvement is just as crucial. Employees are the ones that perform the repetitive tasks that can
cause ergonomic injuries therefor their concerns and suggestions need to be voiced in order to
confirm that the ergonomic changes being made will help alleviate any issues. Training is also
key when it comes to ergonomic health. It is important for employers to properly train
employees on techniques that can be used to improve the ergonomics in their positions. Part of
training is to reinforce the need for early reporting of any ergonomic related injury. Early
reporting can help employers work to correct an issue and also prevent extreme medical costs
associated with treatment of prolonged injuries. There are some simple steps that employers can
take to make sure that their employees are aware of how to make their current working
conditions more ergonomically friendly. Such steps include making sure that an employees
office chair height is appropriate for the employees height. The chair height of an office chair
should be set to allow for the employees feet to lie comfortably on the floor with knees parallel
to the floor but almost level with the hips. If the feet do not reach the floor and rest comfortably,
the use of foot rest will help. A foot rest can be something as simple as a stool or piece of wood.
There are options for foot rests available through most office supply distributors. Lumbar support
is also important when it comes to an office chair. Lumbar support helps to alleviate lower back
pain by keeping the back in alignment. If an employees current office chair does not provide

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adequate lumbar support the employee may want to place a pillow or cushion behind him or her
to experience the benefits of lumbar support. To avoid reaching, key objects that are used
frequently, such as ones telephone or calculator, should be placed close by. If there is something
that is not easily accessible, then it is best to stand up and retrieve the object. Awkward reaching
can cause an employee to experience discomfort. Since most office jobs require the use of a
computer it is important to make sure that the setup of the computer will contribute to ergonomic
comfort. The computer monitor should be directly in front of the employee with the top part of
the monitor screen falling just shy of below eye level. Since using a computer can cause
eyestrain it is crucial that an employee make sure that lighting in the office is sufficient to help
reduce eyestrain. The keyboard and mouse should be positioned close to one another to allow
comfortable access in a natural position. The use of wrist rests can help prevent awkward
positions and help to minimize stress that the wrists can endure. When typing, it is important for
an employee to keep the wrists straight and in a natural position to avoid wrist strain. Neck strain
can result from holding the neck in one position for extended amounts of time. Torticollis, more
commonly referred to as wry-neck, is the name of this particular neck strain injury. For
employees that are required to talk on the phone and do a great deal of writing while on the
phone may benefit from the use of a headset. A headset will remove the need to cradle the
telephone receiver between the neck and shoulder allowing a more natural position when talking
on the phone and easing the pain associated with torticollis. Of most importance is the
employees posture. Even if all efforts are made to provide ergonomic accommodations an
employees poor posture can still result in an ergonomic injury. It is crucial that employees use
proper posture to help avoid ergonomic injuries. For an office worker, proper posture should
include sitting up straight with the center of ones body in front of the monitor and keyboard. As
previously mentioned, feet should rest comfortably on the floor with thighs parallel to the floor at
almost the same level as the hips. Forearm placement should be level to the desk but slightly
tilted up. Employers that encourage their employees to follow these tips will help ensure
ergonomic success in the office environment.
Workplace violence is something that has become more prevalent in recent years. No
longer does work place violence allude to a nonemployee entering a work place causing harm as
in a robbery type scenario. As defined by the Occupational Safety and Health Administration,
work place violence is anything that threatens physical violence including harassment,
intimidation or any other threatening behavior, at the workplace. Workplace violence runs the
gamut from idle threats and verbal abuse to actual physical assaults to, in the most unfortunate of
cases, homicide. A major cause for concern is the rise of workplace violence instances.
Regardless of how workplace violence presents itself be it verbal abuse or physical harm, it is
very important to pay it attention and develop ways to identify and prohibit such behavior. For
the most part, workplace violence can be assigned to one of four categories: criminal, customer,
co-worker, and domestic violence. Workplace violence associated with the criminal category is
violence against a business in which the perpetrator has no affiliation such as that of a bank
robbery where employees are injured. Customer or client workplace violence occurs when said
customer or client becomes violent while engaging in a business transaction. Such an instance
might occur with a customer shouting obscenities at an employee. Co-worker workplace
violence is violence committed against the place of employment or another employee be it past
or present. Co-worker workplace violence are the scenarios that are most publicized in the media
and can tend to be more devastating. Such instances include office shootings or threats to bomb

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offices. Domestic violence is not something normally thought to go along with workplace
violence but more with male/female companionship. However, domestic violence can occur in
the workplace as well when the perpetrator may have a personal relationship with the intended
victim but no affiliation with the business the victim works for.
With the rise of instances of workplace violence there is a greater need for office
environments to have a workplace violence policy or program. However, a majority of
businesses still operate without an official policy or program to address workplace violence.
Offices need to be proactive in assessing risks for potential workplace violence scenarios. One of
the best things any office can do is work with local law enforcement to develop a plan to prevent
workplace violence but also explain to employees how to handle situations regarding workplace
violence should they arise. Employees are a key component to the prevention of workplace
violence but only through education on the matter. Employees may be able to recognize signs of
distress long before management because of the close interaction needed between co-workers.
An educated employee with knowledge of a workplace violence prevention program will know
how to read the behavior of a co-worker in distress and potentially thwart a workplace violence
scenario before it escalates. It is unfortunate, but no office environment is immune from the
potential of workplace violence. Employers must take all measures available from background
screenings performed on employees to evaluating security risks in the office environment to
ensure the safety of their workers.
The most important step an employer can take is making sure that there are no obviously
known health and safety hazards present in an office environment. When the not so obvious
health and safety hazards like indoor air quality, slips, trips, and falls, ergonomics, and workplace
violence, present themselves it is imperative that employers work to rectify the issues in a timely
manner. A lot of the responsibility lies with the employer to ensure that the office environment is
safe to work in but some responsibility does lie with the employees as well. Working together,
employer and employees can make any office environment reveal the not so obvious health and
safety hazards.

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