OFFICE RISK ASSESSMENT TEMPLATE

Company: [COMPANY NAME]
Office Location: [OFFICE ADDRESS]
Assessment Date: [DATE]
Assessed by: [NAME & POSITION]
Review Date: [DATE]
Assessment Reference: [REF NUMBER]

OFFICE-SPECIFIC HAZARD CATEGORIES:

1. WORKSTATION ERGONOMICS
2. SLIPS, TRIPS, AND FALLS
3. FIRE SAFETY
4. ELECTRICAL SAFETY
5. MANUAL HANDLING
6. STRESS AND PSYCHOSOCIAL FACTORS
7. INDOOR AIR QUALITY
8. SECURITY RISKS
9. EMERGENCY PREPAREDNESS
10. VISITOR SAFETY

DETAILED RISK ASSESSMENT:

HAZARD 1: WORKSTATION ERGONOMICS
Hazard Description: Poor workstation setup leading to musculoskeletal disorders
Location: All office workstations
Who might be harmed: Office workers, particularly those using computers for extended periods
How harm could occur: 
• Repetitive strain injuries from poor keyboard/mouse positioning
• Back pain from inadequate chair support
• Neck strain from poor monitor positioning
• Eye strain from poor lighting or screen glare

Current Controls:
• Adjustable office chairs provided
• Computer monitors available
• Basic ergonomic training during orientation
• Desk lamps available upon request

Risk Evaluation:
Likelihood: 3 (Possible)
Consequence: 2 (Minor - medical treatment)
Risk Rating: 6 (Medium Risk)

Additional Controls Required:
• Comprehensive ergonomic assessments for all workstations
• Adjustable monitor arms and keyboard trays
• Regular breaks policy (5 minutes every hour)
• Advanced ergonomic training program
• Annual workstation reviews

Responsible Person: [HR Manager]
Target Date: [30 days]

HAZARD 2: SLIPS, TRIPS, AND FALLS
Hazard Description: Wet floors, loose cables, cluttered walkways
Location: Throughout office areas, especially entrances, kitchens, and corridors
Who might be harmed: All office occupants and visitors
How harm could occur:
• Slipping on wet floors near entrances or kitchen areas
• Tripping over loose cables or equipment
• Falls due to cluttered walkways or storage areas
• Slipping on stairs, especially during wet weather

Current Controls:
• "Wet Floor" signs available
• Cable management systems in some areas
• Regular cleaning schedule
• Non-slip mats at entrances

Risk Evaluation:
Likelihood: 3 (Possible)
Consequence: 3 (Moderate - medical treatment required)
Risk Rating: 9 (Medium Risk)

Additional Controls Required:
• Comprehensive cable management throughout office
• Improved entrance matting system
• Regular housekeeping inspections
• Clear walkway policy and enforcement
• Better lighting in stairwells and corridors

Responsible Person: [Facilities Manager]
Target Date: [14 days]

HAZARD 3: FIRE SAFETY
Hazard Description: Fire risk from electrical equipment, paper storage, and blocked exits
Location: Throughout office, particularly server rooms and storage areas
Who might be harmed: All building occupants
How harm could occur:
• Fire from overloaded electrical circuits
• Fire from overheating equipment
• Blocked evacuation routes preventing escape
• Inadequate fire detection or suppression

Current Controls:
• Smoke detectors installed
• Fire extinguishers available
• Emergency evacuation plan posted
• Annual fire drill conducted

Risk Evaluation:
Likelihood: 2 (Unlikely)
Consequence: 4 (Major - potential for serious injury)
Risk Rating: 8 (Medium Risk)

Additional Controls Required:
• Monthly fire safety inspections
• Improved storage practices for combustible materials
• Regular testing of fire safety equipment
• Enhanced evacuation training
• Fire warden training program

Responsible Person: [Safety Coordinator]
Target Date: [21 days]

HAZARD 4: ELECTRICAL SAFETY
Hazard Description: Electrical hazards from equipment, extension cords, and overloaded circuits
Location: Throughout office, particularly at workstations and equipment areas
Who might be harmed: All office workers and maintenance staff
How harm could occur:
• Electric shock from damaged equipment or cords
• Fire from overloaded circuits
• Electrocution from improper electrical work
• Equipment damage from power surges

Current Controls:
• Annual electrical inspections
• Surge protectors provided
• Basic electrical safety training
• Maintenance contracts for major equipment

Risk Evaluation:
Likelihood: 2 (Unlikely)
Consequence: 4 (Major - potential for serious injury)
Risk Rating: 8 (Medium Risk)

Additional Controls Required:
• Quarterly electrical safety inspections
• Portable appliance testing (PAT) program
• Improved extension cord management
• Enhanced electrical safety training
• Emergency electrical shutdown procedures

Responsible Person: [Facilities Manager]
Target Date: [30 days]

HAZARD 5: MANUAL HANDLING
Hazard Description: Lifting and moving office supplies, equipment, and files
Location: Storage areas, mailroom, and throughout office
Who might be harmed: Office workers, particularly those handling supplies and files
How harm could occur:
• Back injury from lifting heavy boxes or equipment
• Strain from repetitive lifting of files
• Injury from improper lifting techniques
• Overexertion from moving furniture

Current Controls:
• Basic manual handling training
• Trolleys available for moving supplies
• Two-person lift policy for heavy items
• Adjustable height storage

Risk Evaluation:
Likelihood: 3 (Possible)
Consequence: 2 (Minor - first aid treatment)
Risk Rating: 6 (Medium Risk)

Additional Controls Required:
• Comprehensive manual handling training
• Weight limits for individual lifting
• Mechanical lifting aids where needed
• Regular assessment of lifting tasks
• Ergonomic storage solutions

Responsible Person: [HR Manager]
Target Date: [45 days]

HAZARD 6: STRESS AND PSYCHOSOCIAL FACTORS
Hazard Description: Work-related stress, harassment, and mental health issues
Location: Throughout workplace
Who might be harmed: All employees
How harm could occur:
• Mental health issues from excessive workload
• Stress-related illness from poor work-life balance
• Harassment or bullying incidents
• Fatigue from long working hours

Current Controls:
• Employee assistance program available
• Anti-harassment policy in place
• Flexible working arrangements
• Regular performance reviews

Risk Evaluation:
Likelihood: 3 (Possible)
Consequence: 3 (Moderate - medical treatment/time off)
Risk Rating: 9 (Medium Risk)

Additional Controls Required:
• Stress management training
• Workload assessment procedures
• Mental health first aid training
• Regular employee wellbeing surveys
• Improved communication channels

Responsible Person: [HR Manager]
Target Date: [60 days]

HAZARD 7: INDOOR AIR QUALITY
Hazard Description: Poor ventilation, chemical exposure, and biological contaminants
Location: Throughout office, particularly in areas with poor ventilation
Who might be harmed: All office occupants, particularly those with respiratory conditions
How harm could occur:
• Respiratory problems from poor air quality
• Allergic reactions to dust or mold
• Headaches from chemical emissions
• Spread of airborne illnesses

Current Controls:
• HVAC system maintenance schedule
• Regular cleaning of air vents
• No-smoking policy
• Plants to improve air quality

Risk Evaluation:
Likelihood: 2 (Unlikely)
Consequence: 2 (Minor - discomfort/minor health effects)
Risk Rating: 4 (Low Risk)

Additional Controls Required:
• Air quality monitoring program
• Enhanced HVAC maintenance
• Humidity control measures
• Green cleaning products
• Regular air quality assessments

Responsible Person: [Facilities Manager]
Target Date: [90 days]

OFFICE-SPECIFIC CONTROL MEASURES:

WORKSTATION SETUP CHECKLIST:
□ Monitor at eye level
□ Keyboard and mouse at elbow height
□ Feet flat on floor or footrest
□ Chair supports lower back
□ Adequate lighting without glare
□ Document holder at screen level
□ Regular breaks taken

HOUSEKEEPING STANDARDS:
□ Walkways clear of obstacles
□ Cables properly managed
□ Storage areas organized
□ Spills cleaned immediately
□ Waste disposed of properly
□ Emergency exits clear

ELECTRICAL SAFETY CHECKLIST:
□ No overloaded power outlets
□ Extension cords in good condition
□ Equipment properly grounded
□ Electrical panels accessible
□ Emergency shutdown procedures known

EMERGENCY PROCEDURES:
□ Evacuation routes posted and clear
□ Fire extinguishers accessible
□ First aid kits stocked and accessible
□ Emergency contact numbers posted
□ Staff trained in emergency procedures

TRAINING REQUIREMENTS:

NEW EMPLOYEE ORIENTATION:
• Office safety overview
• Ergonomic workstation setup
• Emergency procedures
• Incident reporting
• Health and safety policies

ONGOING TRAINING:
• Annual safety refresher
• Ergonomic assessments
• Fire safety training
• First aid training
• Stress management

MONITORING AND REVIEW:

DAILY CHECKS:
• Walkway conditions
• Spill cleanup
• Equipment condition
• Emergency exit access

WEEKLY INSPECTIONS:
• Housekeeping standards
• Electrical equipment
• Fire safety equipment
• First aid supplies

MONTHLY REVIEWS:
• Incident reports
• Near-miss events
• Training compliance
• Control effectiveness

ANNUAL ASSESSMENTS:
• Complete risk assessment review
• Emergency procedure testing
• Equipment inspections
• Training program evaluation

ACTION PLAN:

IMMEDIATE ACTIONS (1-7 days):
1. Clear all walkways and emergency exits
2. Secure loose cables
3. Check and restock first aid kits
4. Test emergency lighting

SHORT-TERM ACTIONS (1-30 days):
1. Conduct ergonomic assessments
2. Implement cable management system
3. Enhance fire safety inspections
4. Upgrade electrical safety measures

LONG-TERM ACTIONS (30-90 days):
1. Develop comprehensive training program
2. Implement stress management initiatives
3. Enhance air quality monitoring
4. Establish regular review procedures

COST ESTIMATES:

Ergonomic improvements: $[AMOUNT]
Cable management system: $[AMOUNT]
Fire safety enhancements: $[AMOUNT]
Training programs: $[AMOUNT]
Air quality monitoring: $[AMOUNT]

Total estimated cost: $[TOTAL]

APPROVAL:

Assessed by: _________________ Date: _______
[NAME & POSITION]

Reviewed by: _________________ Date: _______
[SUPERVISOR]

Approved by: _________________ Date: _______
[MANAGER]

Document Control:
Version: 1.0
Next Review: [DATE]
Distribution: All Office Staff