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In the HSE Statistics in 2024/25, 680,000 working people sustained an injury at work according to the Labour Force Survey.
With employees spending an average of 32-40 hours a week, it can make individuals more susceptible to accidents in working hours. Accurately measuring and controlling risks is key, and gaining the know-how is an important first step.
In this blog, we cover why office assessments matter and how they benefit the overall well-being of employees in the workplace.
A risk assessment should be the first stage of your office safety plan. It’s a proactive step to avoid accidents and ensure a safe working environment. By addressing hazards early, risk assessments prevent incidents from occurring.
Keeping individuals who enter the workspace safe is the main reason to complete risk assessments, but there are many more benefits that contribute to overall business efficiency, compliance, and reputation.
As mentioned previously, without a risk assessment, there is a significant likelihood that accidents and illnesses will occur. Accidents that could be otherwise prevented with a risk assessment would be exposed for workers, visitors, and the workplace to bear the consequences.
Leading on from the previous points, not complying with health and safety regulations and accidents occurring can result in great financial losses on businesses such as fines for non-compliance and medical expenses and claims for employees. Businesses that follow these practices build client trust, leading to loyal customers and a strong reputation.
By implementing clear processes and fostering a trusting environment, employees are empowered to openly report issues without fear. With communication and a team-like mindset, health and safety becomes a shared responsibility where everyone is striving for the same goal.
Creating a safer office doesn’t have to be complicated. By following these five structured steps, you can ensure you’re covering all the bases, from physical safety to employee well-being.
When first performing a risk assessment, it is important to note the size of the company, as this helps you to recognise the severity, scale and complexity of the risks that need to be managed.
For example, a larger office with an increased number of employees will need more escape routes, alarms, fire extinguishers, clear and concise signage and a designated assembly point for everyone to meet in case of an emergency. It is important to tailor your assessment to the specific layout, size, and risks of your workplace.
It is also worth considering the type of work environment. Is it an office, or do you use any machinery or equipment daily that could present hazards? An office presents a number of hazards that you need to consider.
Take a look at some common office hazards:
Physical – Trailing cables, loose-fitting carpet, and misplaced objects, which can be trip hazards or obstruct emergency exits.
Ergonomic – All equipment in the workspace needs to be considered. Common office environment equipment consists of display screen equipment, desks and chairs. This is important because using incorrectly set-up workstations can cause musculoskeletal disorders.
Mental health – Although mental health isn’t a tangible hazard, you should consider it as a risk rather than ignore it. Consider whether your office is a high-paced environment that could cause work-related stress, and whether your workplace offers sufficient support and fosters open, comfortable communication. Holding toolbox talks and actively communicating with the team can promote open discussions about mental health.
If you followed step 1, you will have established the number of employees in the workplace; these all need to be considered as at risk, especially those who are vulnerable. Consider not only the employees but also visitors entering the workspace.
Who is at risk can be split into groups, such as:
Once you have identified the hazards and the people at risk, you can move on to evaluating the likelihood of each risk. Each risk needs to be categorised as low, medium, or high to determine what should be prioritised and how probable it is that an incident could occur.
Can you eliminate the hazard, or will you need to manage it? If you can’t eliminate a process or equipment, you will need to manage it. An example of this is display screen equipment (DSE) and managing this with anti-glare screens.
When making changes within the business, it is important to check legal standards to ensure compliance with regulations and avoid potential penalties.
Any hazards and new processes, etc., need to be recorded for safety, accountability, and compliance. Recording hazards and new processes creates a documented reference, allowing the business to monitor risks over time and check whether control measures are effective.
Many health and safety regulations require workplaces to maintain records of identified hazards and how they are managed. This protects the organisation from legal penalties and demonstrates due diligence.
Documented hazards help inform employees, so they understand risks and the correct procedures for staying safe, and it also allows the business to strive for better safety l; learning from the incidents of the past.
How to document a hazard:
Prepare a Risk Assessment Document – a simple spreadsheet is sufficient.
Record details – list each hazard, identify who is at risk, and specify the actions you will take.
Take action – implement the measures; don’t just file the document away.
Workplaces can evolve as companies introduce new equipment, restructure the office layout, and onboard new employees.
It is important to regularly have a review, at a minimum, this should be completed annually, or a risk assessment should be carried out immediately with any new changes introduced or when accidents or near misses occur.
High-risk environments and larger teams may require more frequent screening, so it’s important to understand where your business falls.
If you’re aiming to enhance your workplace health and safety skills and ensure compliance with legal regulations, check out these essential training courses for office safety:
IOSH Managing Safely – Provides practical, foundational knowledge in health and safety management that is flexible across any workplace, including offices. It is also suitable for any skill level, including supervisors, managers, or anyone responsible for overseeing office safety.
NEBOSH General Certificate – This course helps learners apply a comprehensive understanding of risks across all workplaces. The course content in this helps individuals to be able to carry out risk assessments, understand legislation and covers technical aspects of hazards.
Risk Assessment Training – Equips employees and managers with the knowledge and skills to identify, evaluate, and control workplace hazards. Risk Assessment and Method Statement training is essential because it turns awareness into action, making the office safer for everyone.
First Aid – This training allows employees to respond quickly and effectively in medical emergencies, helping to reduce the severity of injuries or potentially save lives. Many workplaces are required by law to have trained first aiders and appropriate first aid provisions.
Fire Warden – To meet legal safety obligations, businesses must have trained fire wardens on site. This ensures trained staff in the facility can prevent, respond to, and manage fire-related incidents effectively.
DSE Awareness Training – It is important to understand how to prevent injuries and promote employee well-being when employees use computers, laptops, or other display screens extensively. This training gives you the knowledge on how to reduce musculoskeletal disorders, prevent eye strain and fatigue and how to enforce good working habits.
A strong workplace safety culture doesn’t appear on its own. It develops when leaders set clear expectations, act consistently, and show that health and safety matters across every level of the organisation. The way directors and managers communicate, make decisions, and respond to risk has a direct influence on how their teams behave. When leaders […]
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