Ensure a safe and efficient office work environment with this Office Environments SWMS. This document outlines a structured approach to identifying and controlling hazards associated with office work, including ergonomic risks, electrical safety, and manual handling. It provides essential risk controls, hazard management strategies, and best practices to support compliance with Australian workplace safety standards while maintaining a secure work environment.
Hazards & Control Measures Covered:
1️⃣ Working with Computers
- Ergonomic Risks – Workers must follow workstation setup guidelines, including proper chair height, screen positioning, and keyboard placement. Adjustable chairs, desks, and ergonomic accessories must be available.
- Prolonged Sitting & Repetitive Strain – Employees must take regular breaks, rotate tasks, and perform stretches to reduce strain and fatigue.
- Glare & Screen Fatigue – Workstations must be positioned to minimise screen glare, and workers should use anti-glare screens or adjust lighting if necessary.
2️⃣ Electrical Safety
- Faulty Equipment & Electrocution Risks – All electrical equipment must be tested and tagged regularly. Residual Current Devices (RCDs) must be installed on the main switchboard and individual equipment where applicable.
- Cable Management – Electrical leads must be kept off the floor and secured to prevent trip hazards. Workplace inspections must be conducted to check for damaged cords.
3️⃣ Office Equipment Use
- Photocopiers & Printers – Equipment must be placed in well-ventilated areas to minimise exposure to toner fumes. Regular maintenance must be conducted.
- Shredders & Guillotines – Machine guards must be in place to prevent access to moving parts. Loose clothing and jewellery must not be worn, and long hair must be tied back.
- Laminators & Binding Machines – Machines must not be operated with damaged components, and users must follow manufacturer guidelines to prevent burns or crush injuries.
4️⃣ Storage & Filing Systems
- Manual Handling & Repetitive Movements – Workers must rotate tasks to avoid repetitive strain and must follow proper lifting techniques when retrieving heavy files or archive boxes.
- Falling Objects from Shelves – Heavy items must be stored on lower shelves, and no objects should be placed on top of filing cabinets.
- Compactus & Moving Shelving Units – Workers must ensure aisles are clear before moving shelves and must use hand wheels to operate compactus systems safely.
5️⃣ Workplace Conduct & Communication
- Aggressive or Intimidating Behaviour – All workers must follow workplace bullying and violence prevention policies. Security staff must be available if required.
- Conflict Resolution & Training – Employees must be trained in de-escalation techniques, and procedures must be in place to report workplace harassment or intimidation.
- Telephone & Email Communication Risks – Workplace communication policies must be followed to ensure professionalism and confidentiality.
6️⃣ Fire Safety & Emergency Procedures
- Fire Risks in Office Environments – Fire wardens must be appointed, and all employees must participate in fire safety drills. Emergency evacuation procedures must be clearly displayed.
- Kitchen Safety & Hot Surfaces – Appliances such as kettles, microwaves, and toasters must be used according to manufacturer guidelines. Signage must be displayed to warn of hot surfaces and boiling water hazards.
- Fire Extinguisher & Emergency Equipment Awareness – Employees must know the location of fire extinguishers, emergency exits, and first aid kits.
7️⃣ General Office Safety & Housekeeping
- Slips, Trips & Falls – Walkways must be kept clear, and cables must be secured. Workplace inspections must identify and rectify potential trip hazards.
- Thermal Comfort & Airflow – Fans, windows, or air-conditioning must be used to maintain a comfortable working temperature. Employees must be provided with hydration facilities.
- After-Hours Work & Personal Safety – Swipe card access must be used for after-hours entry, and workers must notify a colleague or security when leaving alone at night.
8️⃣ Lifting & Moving Items
- Heavy Lifting & Incorrect Manual Handling – Workers must be trained in safe lifting techniques, and manual handling aids such as trolleys must be available.
- Repetitive Lifting & Fatigue – Tasks must be rotated, and employees must take rest breaks to reduce strain. Manual handling training must be provided where necessary.
9️⃣ Emergency Preparedness & Incident Response
- First Aid & Fire Safety Measures – Workers must be aware of the location and use of first aid kits and fire-fighting equipment. Emergency contact details must be readily available.
- Incident Reporting & Work Cessation – All injuries, near misses, and unexpected hazards must be reported immediately. Work must stop until risks are reassessed and controlled.
- Emergency Contact Procedures – In case of a major incident, emergency procedures must be followed, including contacting emergency services (000) and activating site emergency plans.
Key Features of the SWMS:
- Supports Compliance – Helps businesses align with Australian workplace safety standards for office environments.
- Structured Risk Management – Identifies hazards, implements control measures, and provides step-by-step safety guidelines.
- Emergency Readiness – Establishes clear procedures for incident response, ergonomic safety, and workplace conduct.
- Fully Customisable – Can be tailored to specific office environments and industry requirements.
Who is This SWMS Suitable For?
This Office Environments SWMS is essential for:
- Corporate & Administrative Workplaces
- Government & Educational Institutions
- Professional Services & Call Centres
- Commercial Offices & Shared Workspaces
Additional Resources:
Included with your purchase is a free copy of our Legislation & Codes of Practice Reference List to support your WHS documentation.
Ensure safe and compliant office operations. Download the Office Environments SWMS today and implement best-practice risk management for your workplace.
Office Environments SWMS
We accept the following payment methods:
✅ Instant delivery via email.
✅ Easily add your logo and business details.
✅ Fully Editable (Microsoft Word Format).
✅ Customisation instructions provided.
✅ In line with Australian legislation.
✅ Pay once, no ongoing subscriptions.
✅ 12 months email & phone support.