1. Office safety 101

2. Overview: Workplace Safety Statistics Key Safety Legislation
Common Office Space Hazards
Emergency Preparedness
Workplace Security
Team Member Responsibility
Ergonomics
“OFFICE SAFETY 101” will provide:  
Statistics on workplace safety and what it means to the employer’s bottom line
Familiarity with laws pertaining to safety in the workplace
An awareness of common hazards that exist in the office and the correct steps to be taken to avoid accidents and injuries in the office environment such as correct lifting and carrying, good housekeeping, safe use of electricity, and fire prevention
Importance of Emergency Preparedness
Types of workplace security
What your responsibilities are as a TM
And, an understanding of the principles behind workstation ergonomics, and how these principles can be used to avoid injuries and protect health  
It’s easy to consider the office a perfectly safe work environment, and forget about the hazards that can exist. Just because you work in an office, it doesn’t mean you shouldn’t be concerned for your own health and safety, and that of your colleagues. Let’s look more closely at Safety Statistics.

3. workplace safety statistics
WORK RELATED UNINTENTIONAL INJURIES, 2008
Deaths Change from Deaths per 100,000 Population Disabling Injuries Costs (billions)
4,303* decreased 11% $183.0
*Nonmotor-vehicle 2,549 and Motor-vehicle 1,754
Injuries and illnesses to workers years old
Median days away from work due to accidents
Even though the number of injuries and illnesses decreased overall, the number of injuries increased in workers years old. While the number of deaths at work is decreasing, employers are spending an amazing 183 billion dollars disabling injuries.
According to the BLS Survey on Occupational Injuries and Illnesses, there were a total of 3.7 million recordable cases that required missed days from work, 1.1 million cases were in the private industry alone.
Both the rate and the number of nonfatal occupational injuries and illnesses requiring days away from work in private industry decreased 7 percent from 2007 to 2008, according to the U.S. Bureau of Labor Statistics.
Median days away from work – a key measure of severity of the injuries and illnesses – increased to 8 days in 2008 after holding steady at 7 days for the previous four years.
Musculoskeletal disorders (MSDs), often referred to as ergonomic injuries, accounted for 29 percent of all workplace injuries and illnesses requiring time away from work in 2008, the same percentage as in Some examples of MSDs are Carpal tunnel syndrome, tendonitis, bursitis, and ganglion cysts. We’ll view a short video clip about MSDs later in this presentation. It is estimated that MSDs are responsible for increasing worker’s compensation claims to between $15 billion and $20 billion per year.
Men accounted for 64 percent of days-away-from-work cases, the same proportion as in 2007.
The rate for men and women decreased in 2008 by 7 percent and 8 percent, respectively.
Men continued to have a higher incidence rate than women.
MSDs accounted for ___ % of all workplace injuries and illnesses requiring time away from work.
Men accounted for ___ % of days-away-from-work cases.

4. Key safety Legislation
Fair Labor Standards Act (FLSA) 1938
Occupational Safety and Health Act, 1970
Mine Safety and Health Act 1977
Drug-Free Workplace Act 1988
Americans with Disabilities Act (ADA) 1990
USA PATRIOT Act 2001
Homeland Security Act 2002
This section is designed to increase your knowledge of: Federal, State, and local workplace safety enforcement agencies. Although some of the Acts listed are centered around workplace health, security, and privacy laws,…….they all relate to safety. With respect to the time allocated for this office safety presentation we will focus on those acts that impact the office workforce today.
Some of us may be familiar with FLSA with regards to regulating overtime status, overtime pay and minimum wage; however,  the FLSA regulates child labor by (a) setting minimum ages for jobs that have been determined to be particularly hazardous, (b) setting minimum ages for all other jobs (that is, jobs that are not considered particularly hazardous), and (c) limiting the hours that children are permitted to work.
Under the Drug-Free Workplace Act, federal contractors with contracts of $100,000 or more must follow requirements to certify that they are maintaining a drug-free workplace.
The ADA required that reasonable accommodation be made for the health and safety of employees with disabilities.
The Occupational Safety and Health Act of 1970 established the first national policy for safety and health. OSHA was created within the Federal Department of Labor to administer and enforce the act. Did you know that OSHA currently publishes six volumes of standards that Employers must follow in the Code of Federal Regulations (CFR). These standards cover four major categories: General Industry, Maritime, Construction, and Agriculture
The best known OSHA standards include: Emergency Exit Procedures, Occupational Noise Exposure, Machine Guarding, Hazard Communication, Control of Hazardous Energy, Bloodborne Pathogens, Confined Space Entry, Personal Protective Equipment, and Process Safety Management.

5. OSHA FORMS Form 300 Form 300A Form 301
Record-Keeping Requirements Under OSHA are mandatory for companies with more than ten employees, except for low-hazard businesses, must report all employee occupational injury and illness data. An occupational injury is an injury such as a cut, fracture, sprain, or amputation that results from a work-related accident or exposure involving a single incident in the work environment. An occupational illness is a medical condition or disorder, other than one resulting from an occupational injury, caused by exposure to environmental factors associated with employment. An example would be chronic illnesses or diseases that may be caused by inhalation, absorption, ingestion, or direct contact with toxic substances or harmful agents.
Employers are required to record work-related injuries or illnesses if they result in one of the following: death, days away from work, restricted work or transfer to another job, loss of consciousness, diagnosis of a significant injury/illness by a physician, and medical treatment beyond first aid.
Now that you know when you must report an injury or illness it is important to know that there is mandated documentation that must be completed by a representative of the company for which you work. These forms were first introduced in They include form 300, form 300A and form 301.

6. OSHA FORMS
OSHA Form This is a log of work related injuries and illnesses. This form is used to classify work related injuries and illnesses and to note the extent and severity of each case. When an incident occurs, the employer uses the log to record specific details about what happened and how it happened. If an employer has more than one site, it must keep separate records for each physical location that is expected to remain in operation for a year or longer. The OSHA Form 300 does not get posted for all to see.

7. OSHA FORMS
OSHA Form 300A - This is a summary of work-related injuries and illnesses. This form shows the totals for the year in each category. At the end of the year, the company posts the log in a visible location for three months (traditionally February through April) so employees are aware of the accidents and injuries at their workplace.

8. OSHA FORMS
OSHA Form This is an injury and illness incident report. Form 301 is used to keep a supplemental record of occupational injuries and illnesses. It must be prepared for each recordable injury or illness. It must also be filled out within 7 calendar days after you learn of a work-related injury or illness. This form must be kept on file for 5 years following the incident.
Now that you have an understanding of safety legislation and the mandatory recordkeeping, let’s take a look at some common hazards that exist in the office.

9. Common office space hazards
Lifting Ladders or Step Stools Slips, Trips, Falls Electrical Office Machinery Fires
Let’s review some common office space hazards and the correct steps to be taken to avoid accidents and injuries in the office environment such as correct lifting and carrying, good housekeeping, electrical dilemmas, safe use of office machinery, and fire prevention

10. Common office space hazards (continued)
Lifting Ladders or Step Stools
Incorrect
Incorrect
(3:11 minute video on proper lifting)
Always lift with your knees
Never lift more than you can carry
Never try to carry something you can’t hold comfortably – how many times have you grabbed something that you never really had a comfortable hold on and when you put it down your body let you know it?
How many of you have used something for a ladder other than a ladder?
We all have, a desk chair, with someone holding it so it wouldn’t swivel, a counter top that we aren't sure if it is strong enough but we try anyway, boxes, or at home, an arm of the couch or chair? Sound familiar?
Each office should have a step stool and/or step ladder to reach those “unreachables” use them
Correct
Correct

11. Common Office space hazards (continued)
Slips, Trips, and Falls
I for one do not need anything to help me trip or fall, lol
We are all guilty of leaving the drawer open for just one second while I………………………. You fill in the blank, but what about that person who turns the corner not knowing he should have waited just a second? Yea potential accident
Cords should be put away when not in use, yes it will take longer to set up the computer, TV, phone whatever the case may be, nut that is better than someone tripping over them and breaking an arm or wrist or worse.
There are times when you have to run a cord across the floor, then tape it down so that no one will trip on it
If you spill water or see water someone else spilled, clean it up if it is a major leak then put towels down to bring others attention to it and go get the maintenance people to fix it immediately. Don’t walk away and wait for someone else to do it. The next person might be carrying a load of papers, not see it and slip down.

12. Common Office Space Hazards (continued)
Electrical
Incorrect
Incorrect
In this day and age we all have a tone of cords, computers, monitors, label makers, charger, etc, but there is still a right way to connect them and we have to make sure that we take the time to do it right!
If you have a pile of cords under your desk that you are constantly hitting and/or moving out of your way, ask your it person to help you clean it up.
Correct
Correct

13. Common Office Space Hazards (Continued)
Office Machinery
Let me start by saying there are some people (raise my hand) that should not be allowed to use sharp objects without supervision.
We sometimes get careless on items that we use on a regular basis and do dumb things like a copier, how many times have you cleared a jammed copier? A lot right, so when you have this really nasty jam you don’t think to shut off the power as you dig in the machine with a letter opener… ok maybe you shouldn’t be using a letter opener but you get my point. The same with exacto knifes, just because you use them daily doesn’t mean you shouldn’t be extremely careful

14. Office Space Hazards (Continued)
Fires
Close door to room fire is in
Notify occupants to evacuate
And EVACUATE!!!
If you come across a fire, close the door to the room it is in and notify occupant to evacuate, do not go back for your personal belonging, EVACUATE
The Branch Manager and/or safety officer will call 911
Exit the building using the stairs NOT THE ELEVATOR
Go immediately to the meeting location and wait for other team members to join you
If the area is full of smoke:
Stay low to the floor and move as quickly as possible
Cover your nose and mouth with a wet cloth is possible
If you come to a door, use the back of your hand to see if it is hot. If not slowly open. If it is hot find another route out of the building
Assist others along the way
Most importantly heavy smoke and gases accumulate at the ceiling first. Stay below the smoke line at all times

15. Emergency Preparedness
Tornadoes and Hazardous Materials
Everyone should know where the stairs are located in your building and where the meeting location is in case an evacuation is needed.
Is this true at field offices?
Should it be? Or maybe a phone tree, something to let you know where your team members are and that they are ok in case of an emergency

16. Emergency Preparedness
Tornadoes
Where is the worse place to be in a tornado?
If outside, where is the safest place to be?
Where’s the safest place in a building?
Where’s the safest place in you are in a one level building?
Tornado :
A car is the worse place to be in a tornado followed by hiding under a bridge.
If you are outside, and can not make it to a building lay flat in a ditch until it has pasted
If you are in a building move immediately to the lowest level, stay away from outside walls and windows
Get under heavy furniture near an inside wall or inside a closet. A bathroom is a good place
Assume a curled position using your arms and hands to protect your head and eyes.
Be aware of falling debris or downed electrical wires.
ELEVATORS MAY BE USED IN A TORNADO EMERGENCY! Those who have difficulty using the stairs because of a disability should assert their right to priority use of the elevators.

17. Emergency Preparedness
Hazardous Materials
If hazardous gas or liquid appears to be leaking or posing a danger to persons:
Leave the area immediately
Warn other people to prevent their coming into contact with the material.
If possible, isolate the area to prevent accidental exposure by shutting doors in the affected and any adjacent spaces.
Wait for further instructions from the Fire Department HAZMAT squad.
HAZARDOUS MATERIALS
Notify the Branch Manager and/or the Branch Office Administrative Assistant to report the situation who will in turn call 911 and the building manager to report the material found and the exact location.
If necessary, guidance will be provided throughout the office by the Branch Manager, Branch Safety Officer or Office Administrative Assistant.

18. Security Hardware Security Audit ID Systems Workplace Security Theft
Security Measures
Security Hardware
Security Audit
ID Systems
Security measures ideally begin with construction (such as adequate lighting). In an existing facility, measures can be incorporated into office design (such as positioning desks so that a worker’s back does not face a door). One of the most common security measures is the use of security guards. Since MBP does not have them, let’s review the advantages and disadvantages of other common security measures.
The advantages of Security Hardware such as keys, alarms, sensor systems would be that losses may be reduced or prevented. Also access to the premises will be limited. A disadvantage may be that keys may be lost or stolen or the alarm/sensor codes may be broken, creating possible security breaks.
Through Preventative Security Audits losses may be reduced or prevented and substance abuse may be identified. However, employee morale and attitude may be negatively affected.
Finally, ID Systems such as voice, fingerprint, or magnetic card systems can prevent illegal entry to the premises and would make the need for security guards obsolete. The cost of ID Systems can be prohibitive however the use of guards may not be cost-effective unless the guards can patrol external facilities as well.
The following practices may help to control theft within an organization: Inventory counts, fraud hotline, sound auditing procedures, or dollar-limit authority.

19. Workplace security (continued)
Workplace Violence Employer Responsibility Causes of Violence
OSHA Statistics on Workplace Violence
44% Customers or clients
24% Strangers
20% Coworkers
07% Bosses
05% Former Employees
Even when organizations have security measures in place and plans made, there are still issues that may arise which concern both the MBP and Team Members.
Workplace Violence according to the Department of Health and Human Services is an action (verbal, written, or physical) that is intended to cause, or is capable of causing, death or serious bodily injury to oneself or others or damage property.
OSHA statistics indicate that 44% of workplace violence occurs from customers or clients. A breakdown of the remaining 56% includes strangers, co-workers, bosses and former employees.
Violent acts can occur in all industries and are perpetrated by workers who bully supervisors, and vice versa, customers who write menacing notes or refuse to leave the office, or discharged workers who return. Having a zero tolerance policy for threats, harassment, intimidation such as our current Harassment Policy provides MBP with legal support and helps Team Members understand the unacceptable behavior and its consequences.
Causes of violence are stress, inappropriate responses to situations and lost opportunities such as limiting the availability to potential victims by requiring keys and magnetic entry passes to be returned upon resignation or termination.
It’s everyone’s responsibility to keep our workplace free of safety issues.

20. Team member responsibility
Company Safety Program
Local Committee Member
Monthly Quiz
Monthly Toolbox Topic
Article in Focus
Safety Manual
OSHA 10-Hour, OSHA 30-Hour, Office Safety
MBP has established a Safety Committee which is made up of representatives from offices across the company. The Safety Committee is responsible for the company safety program which includes: representation that is local to your region for reach back capability. A dedicated account that will send a mass to all Safety Committee Members for quick response to your inquiry. Hopefully you have taken advantage of keeping your skills sharp by taking the monthly safety quiz and submitting your responses to the regional safety officer for review. All safety quizes are tracked for participation and reported up to corporate for follow up. Other avenues for furthering your knowledge are the monthly toolbox topic sent via and let’s not forget about the safety article in each issue of the Focus Newsletter.
MBP has recently updated our Safety Manual (blue 3-ring binder). The contents of this SAFETY manual is a serious business. Use the manual, this presentation as well as the Field Safety l-n-l as a guide not only in the work environment but also at home.
Many of you may be aware that more and more request for proposals are expecting that one’s workforce be OSHA 10-Hour certified at a minimum. If you have not taken one of the OSHA or Office Safety Training courses, contact your Regional Human Resources Generalist to get registered. We offer an online course for all three courses.
Most importantly is to be observant and report hazards.

21. Prevention of injuries
ERGONOMICS
While Working At Your Computer:
Sit Smart
Make your lap off-limits
Don’t overreach
Take a breather
Earlier we spoke of MSDs and how they are impacting our workforce and the bottom line of many employers. We have a 2 minute “Ergonomics” Video to help everyone to understand exactly what it is and how it can affect you. (Click on link)
Spending long hours glued to a monitor is literally a pain in the neck , back, and shoulders. “Most people hunch over their keyboard and point their head down. Laptop users are particularly guilty, since the screen is close to your face and well below eye level. Every inch your head projects forward puts an added 10 pounds of pressure on your neck (ouch!), triggering headaches and lower-back pain. The viewing distance between your eyes and the computer screen should be between inches. The top of the screen should be even with or just below the top of your head.
Sit Smart – Your thighs and torso should form a 90-degree angle and both feet should be flat on the floor. (If you are short, rest them on a footstool.) The key to sitting is aligning your pelvis so that it supports the spine. Instead of consciously raising your chest, which will cause your back muscles to tense and your lower back to arch, center your weight over the front edge of your sit bones and imagine wagging your tailbone into the right position.
Make your lap off limits – Yes, the beauty of a laptop is that you can use it anywhere. But when possible, place it on a stand on your desk at least a foot and a half from your face. That’s also where the monitor should be if you’re using a desktop computer. The center of your monitor should be about six inches below your gaze. Your chin will point down slightly, which lengthens the back of your neck and helps maintain the natural curve of your spine.
Don’t overreach – Keep your arms close to your body and make sure your wrists are in a neutral position on the keyboard. Your keyboard and mouse should be on the same level, with your elbows bent at 90 degrees. If you spend a lot of time on your laptop, invest in a separate keyboard and mouse so that you can maintain that healthy posture.
Take a break – Every 30 minutes, get up to stretch and walk around. Holding one position for a long period is tiring and makes it harder for you to maintain good posture.

22. Prevention of injuries (continued)
Arm Stretch 1 & 2
Chair Twist
Bring your arms behind your back, clasping your hands. Or, hold a tie, sweater, or scarf (or something) between your hands.
Lift your arms as high as you can. Lift your sternum.
Hold for 30 to 45 seconds, relax for a moment, then repeat.
Sit on the edge of your chair, sideways with your left side facing the chair back.
Throughout the pose, keep your feet and knees together and even.
Place your hands on the chair as shown.
Inhale while straightening your spine. As you exhale, twist toward the back of the chair, twisting from the very bottom of your spine -- pushing with your left hand and pulling with your right hand.
Repeat inhalation/straighten, exhalation/twist series several times.
Release and switch sides.
Prevention of injuries is an action step you can take as a Team Member. Let’s take a few minutes to review some easily done exercises that help prevent injuries.
[Walk participants through each of the exercises illustrated on this slide and the next one.]
Interlock your fingers and extend your arms outward, straight in front of your shoulders. Your palms should be facing outward.
Slowly raise your hands overhead, stretching all the way from the waist.
Work on straightening your elbows.
Hold for 30 to 45 seconds, relax for a moment, and try again.

23. Prevention of injuries (continued)
Lower Back Stretch
Sit in your chair and widen your legs so they are wider than hip-distance apart.
From the hip crease, bend forward and allow your entire body to relax. You can round your back. Drop your head and completely relax your neck.
If you are not completely comfortable, try putting a rolled blanket or towel at the hip crease and lean over again.
Hold this pose as long as you like, allowing each exhalation to relax your body and mind a little more. Sit up on an inhalation, pause for a few moments, and try again.

24. questions