Protect your business with the right insurance coverage
Even the best safety measures cannot entirely eliminate the possibility of workplace accidents. It’s crucial to have the right business insurance coverage in place to protect your business and employees in case something goes wrong.
1. Workers’ Compensation insurance
If one of your employees is injured at work, workers’ comp coverage can help cover medical costs and lost wages while the employee is recovering.
2. Commercial Property insurance
Commercial property insurance is especially important coverage if you have a physical office. It can help with risks to the office itself, like if a tree falls on your building, or if your equipment or inventory is damaged or destroyed in a covered event.**
3. General Liability insurance
General liability insurance can also help cover a number of different risks. For example, if someone visiting your office trips and falls and gets injured, general liability can help cover medical expenses. It can also help with legal fees and defense costs if your business is sued.
Reduce risk with regular inspections
Office environments are more likely to have potential hazards if not regularly inspected. Regular inspections help pinpoint hazards before they cause harm and demonstrate to employees that their safety is a priority.
Here are some considerations for effective inspections:
4. Fix poor lighting
Insufficient lighting in areas where employees work or walk can cause accidents or eye strain. If certain office areas feel dim or difficult to see, improve lighting. Fluorescent lights, task lamps or even increased natural light in the workplace can all help improve visibility.
5. Look for tripping hazards
Common office tripping hazards include loose rugs, chair mats and changes in floor elevation. Ensure that all flooring is even, mats are secure and no cables or wires are left exposed where people walk. Extension cords should be neatly arranged or anchored, and office chairs should be properly maintained.
6. Create clear pathways
Walkways should be clear of obstacles. Sometimes, storage areas or supplies may spill into common walking zones. Cluttered areas or items left in hallways can increase the risk of trips and falls, leading to potential injuries.
7. Practice electrical panel safety
Combustible materials should never be stored within 36 inches of electrical panels. These materials can present fire risks if they interfere with the electrical system. It’s also important to keep all filing cabinets and doors to storage areas properly closed to avoid injuries.
8. Identify an evacuation plan
An often overlooked element in office safety is ensuring that emergency exit routes are clearly marked and visible. Make sure your evacuation plan is posted in a visible area and updated regularly so everyone knows what to do in case of an emergency.
9. Assign a safety check leader
One of the most effective ways to identify and eliminate risks is to assign someone to conduct periodic office walkthroughs. By assigning someone to perform these safety checks regularly, you create a culture of responsibility and prevent hazards from going unnoticed.
After each inspection, you should review any identified hazards and plan corrective actions to address issues before they become serious problems.
Mitigate ergonomic issues
Some of the most common concerns with office safety are related to ergonomic issues. Poor posture, improperly adjusted chairs or poorly positioned computer screens can lead to repetitive stress injuries, back pain and discomfort.
Consider these ergonomic tips:
10. Conduct periodic workspace reviews
Consider regularly scheduling workspace reviews to ensure employees have the right equipment and setup for their workstations. Don’t wait for issues to arise before properly considering ergonomics.
11. Promote good desk posture
One of the most important aspects of office ergonomics is ensuring employees maintain good posture while working. Desks should be adjusted so employees can sit comfortably with their feet flat on the floor, their knees at a 90-degree angle and their arms parallel to the ground.
Chair height should be adjustable, and lumbar support should help maintain the natural curve of the spine.
12. Position screens for healthy alignment
A computer monitor should be positioned at eye level to avoid neck and back strain. Employees needing to constantly look down or tilt their heads to see their screens can result in discomfort over time. Encourage employees to adjust their monitors so that the top of the screen aligns with their eye line, reducing strain on the neck and shoulders.
13. Encourage regular breaks
Sitting at a desk for extended periods can contribute to musculoskeletal issues. Encourage employees to take short, regular breaks to stretch, walk or move around. You could even implement a “stretch break” program to foster a healthy, productive workspace.
14. Train on proper use of office equipment
Tools such as paper cutters, staplers and desktop fans should be used correctly to minimize injury risk. It’s essential to train employees on the safe use of equipment and encourage the use of ergonomic tools when possible.
Prioritize physical safety
There’s usually less physical activity in an office than in other work environments, but physical strain can still be a potential issue.
Help protect your employees from physical injury with the right job requirements and training:
15. Minimize twisting and reaching
Employees shouldn’t be forced to twist or stretch excessively to reach items on their desks or at workstations. If frequent reaching is necessary for tasks like grabbing documents from shelves or cabinets, make sure those items are within arm’s reach, ideally positioned at eye level. This minimizes the risk of shoulder and back injuries.
16. Train on proper lifting techniques
If your employees need to move office supplies or computers, ensure they are trained on proper lifting techniques. Remind them to lift with their legs, not their backs, and to ask for assistance when lifting heavy items. This reduces the risk of back injuries, which are unfortunately common in office settings.
Build a “culture of safety”
Safety isn’t just about checking boxes on an inspection form. A strong safety culture can help prevent injuries before they happen and create a healthier, more productive workplace.
Here’s how you can encourage a culture of safety in your office:
17. Encourage open communication
Encourage employees to speak up if they notice something unsafe or are experiencing discomfort in their workspace. Foster an open-door policy where safety concerns are taken seriously and promptly addressed.
18. Provide ongoing safety training and education
Safety training should be a priority. New employees should be trained in safety procedures, and regular safety workshops or refresher courses should be offered to ensure everyone knows how to handle potential hazards and what to do in an emergency. Training could include fire drills, first-aid training or specific ergonomic best practices.
19. Promote accountability and recognize “safety heroes”
Recognizing employees who consistently follow safety procedures can go a long way in reinforcing a safety-conscious culture.
Improve safety, productivity and morale
Creating a safe office environment doesn’t have to be complicated, but it does require regular attention and a proactive approach.
20. Take a top-down approach to safety
As a small business owner, you’re ultimately responsible for protecting your team. Set a good example and ensure all your employees know that safety is a priority.
As a bonus, implementing safety measures will help keep employees safe while enhancing their well-being, productivity and morale.
