Office Equipment Safety

Office Equipment Safety – An average office space can have many different appliances. Each machine has its own use and manual which makes a risk assessment not just vital but also challenging.

In this day and age, virtually every office appliance makes use of electricity and it is, as usual, no news, that a risk assessment should start with inspecting the electrics. Office workers tend to place appliances in one place, making it common practice that they use extensions and multi-plugs to connect all of them.

During a risk assessment, it should be established whether offices have sufficient plug points for all devices. Plug points should also be fitted with some surge-protection to prevent lightning as an uncontrolled power surge can make the equipment become useless.

Cables for the various devices should be checked and reviewed. An assessment should ensure that cables are not broken, frayed, damaged or tied in knots or have melted insulation. These could contribute to explosions and electric shocks. It should also be avoided that cables are grouped together as the combined heat can contribute to melting of the insulation, thereby, contributing to possible explosions, fires or electrical shocks.

A risk assessment should ensure that all office appliances are grounded as a method of protecting employees from electric shocks. By grounding an electrical system, a low-resistance path to earth through a ground connection is intentionally created. When properly done, this path offers sufficiently low resistance and has sufficient current-carrying capacity to prevent the build-up of hazardous voltages. Most fixed equipment such as large, stationary machines must be grounded. Cord and plug connected equipment must be grounded if it is located in hazardous or wet locations, if operated at more than 150 volts to ground or, if it is of a certain type of equipment such as refrigerators and air conditioners.

Electricity and water can be a lethal combination. Ensure that office appliances do not come into contact with moist or water to avoid electric shocks and possibly death. Always dry your hands before touching electrical office equipment.

As slips, trips and falls are the most common reported incidents in the workplace; extra attention should be given to cables that are running over the floors. At no time should cables be placed underneath floor coverings, unless the space is specifically designed and fitted to carry cables. Employees tripping over cables can, apart from injuring themselves, damage the outer jacket of a cable, resulting in it longer becoming water-resistant. They can also accidentally pull the device off the table or cupboard where it was placed, thereby causing damage, explosions or even fires.

Electronic office equipment should not be positioned next to exterior windows for two reasons, to prevent sun damage or overheating and to prevent water damage if the windows leak. Employers can refer to manufacturers' manual to find out the electronic equipment's required room temperatures and or humidity levels to ensure optimum productivity. Also as a precaution, companies can put covers over unused electric office appliances. This is particularly important if you have children visiting your offices.

Equipment such as fans, heaters, shredders and photocopiers should have a guarding system in place to protect employees from hazards such as burning, being struck by flying objects, having body parts getting stuck in machinery, to name but a few. Guards are essential and in some appliances, they are a legal requirement.

While most office appliances are there to improve productivity, office workers might resort to bringing equipment in to improve the work environment or personal well-being. Radios, cellphone chargers and heaters are the most common items employees tend to bring along themselves. Companies should not allow this to happen as none of these items have been checked and can contribute to the electric system becoming overloaded or place additional pressure on corporate electricians to check the quality and well-being of the devices.

It is essential to train employees on safe use of office appliances. For example, they should know what type of materials shredders can and cannot shred. Electrical accidents usually occur as a result of faulty or defective equipment, unsafe installation, or misuse of equipment on the part of office workers. Training will go a long way in preventing incidence.

When electrical devices are maintained, it is essential that they will be disconnected before cleaning, adjusting, or applying flammable solutions. If a guard is removed to clean or repair parts, replace it before testing the equipment and returning it to service.

Play it safe! It's important that employees and office equipment end-users are made aware of possible hazards and have the knowledge to handle different situations should they arise.