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1. The Management of workplaces
Slips trips and falls, people bumping and colliding into things and to a large extent manual handling accidents can be controlled by the pro-active management of workplaces. All managers or staff with responsibility for a particular office areas should have a floor plan of that area. This will help in planning for the most effective utilisation of space given any restrains imposed by power points, fire routes, etc.
Space requirements
The Workplace (health, safety & welfare) Regulations 1992 require sufficient floor area, height and unoccupied space for all staff, the minimum average space to be achieved is 11 m 3 per occupant. In a typical office where the ceiling is 2.4 m high this is equivalent to 4. 6 m 2 of floor area per person.
However in many cases, 4. 6 m 2 per person will be perceived as being inadequate, after the space necessary for furniture and equipment, and to enable persons to move within the workplace with ease.
Another factor is that whilst the overall space calculation can be averaged across the whole office, each person is still entitled to adequate space around their own particular area to enable safe working. Other factors to be considered when working out space requirements for employees and their activities might include the number of visitors, nuisance noise, team working, equipment, etc. Special consideration must be given to the needs of any employee with disability, in particular any person who uses a wheelchair.
Internal Walkways and Routes to Fire Exits
In addition to ensuring sufficient space, managers must ensure that the routes to fire exits are accessible.
Allowances must be made where items such as the base of partition screens protrude onto the walkways, so that these do not cause an obstruction or trip hazard.
There is no defined minimum width of a walkway through an office, but there must be sufficient clearance to enable all persons who are likely to use the walkway to move freely. Walkways to fire exits must be of sufficient width to enable the expected numbers of people to travel along them, and should certainly not be any narrower than the exit door to which they lead. The minimum width of a route to a fire exit should normally be 1 m.
Room Layout and cable management
When deciding upon an appropriate layout for a room, managers will need to take into account the operational and functional needs of the office. Space planning techniques, such as computer-aided design
(CAD), floor plans should be used, as it is more effective to test the suitability of a proposed layout in theory than in practice.
The most efficient use of floor space may not always result in the creation of the most effective type of working environment. Consideration must be given to any constraints that the workspace may have upon the proposed activities. For example, consideration of the availability of electric sockets and the consequences of trailing wires and extension cables that will create trip hazards. The ideal solution is to design the workplace so that the electrical supply meets the demands of the desired workstation layout.
However, in many circumstances this is not feasible and managers are obliged to make the best use of the facilities available. The following steps can assist in reducing the hazards from power and data cables:
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Making full use of any electrical systems that can run through fixed conduit
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Using cable management facilities within partition screens and desks
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Positioning equipment in relation to socket outlets so that the cables do not cause trip hazards, which may require a certain amount of cable re-routing
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Placing mats or other suitable cable protectors over permanent installations that would otherwise trail across walkways
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Using cable ties to ensure that all wiring remains as neat and tidy
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Shortening any cables that are excessively long.
Office Furniture
Workstations and Seating: The Workplace Regulations require workstations to be arranged so that they are suitable for the person and for the task. The arrangement must be such that the user can readily leave the workplace in the event of an emergency, such as a fire alert.
Each worker should be provided with a comfortable seat that is suitable for the work, together with a footrest where this is found to be necessary. Workers with disabilities or certain medical conditions may require special seating.
Surfaces of Workstations: The desk or work-surface must be of sufficient area to comfortably accommodate the ordinary work equipment. The recommended height for a general-purpose fixed-height desk is 720 mm from floor to the top surface or 690mm where it is intended mainly for VDU use. As most office jobs involve a combination of on and off-screen work, it is possible to overcome any discomfort by the provision of an "L" shaped layout with slightly different surface heights. Normally, the "return" work surface is lower.
Leg Room: There should be sufficient space under the work surface to permit variation of leg and foot position. Legroom width should be no less than 550 mm. Adequate and accessible storage should be provided. Mobile pedestal units (drawer assemblies on castors) are more versatile than fixed drawer units.
Chairs: Chairs should be manufactured to BS 5459 (Specification for performance requirements and tests for office furniture: office seating). Those designated for VDU users should meet the requirements of the
Schedule to the Health and Safety (Display Screen Equipment) Regulations 1992.
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All chairs should be suitable for the desk or workstation that they are intended to be used with, and should provide adequate back support. The chair must be stable and allow easy freedom of movement and the ability to obtain a comfortable position.
For most types of office work, swivel-action chairs should be provided. These have much greater advantages than fixed-position chairs. The base should be stable and fitted with glides or castors. Armrests are not essential, and are largely a matter of personal preference. In some instances armrests may prevent a chair from being drawn close enough to the work surface, which may result in awkward posture and the adoption of an unsuitable stance. This in turn may cause musculoskeletal discomfort.
Chair Adjustability: Most modern office chairs will be adjustable in seat height, and ideally the angle of the backrest. However, many chairs do not offer the facility to alter backrest height. Adjustable chairs are recommended for all office staff; but where work falls within the scope of the Health and Safety (Display
Screen Equipment) Regulations 1992 , adjustable chairs are a specific requirement rather than an option.
Recommended adjustment ranges are:
1. Seat height: the top of the seat should be capable of being set within the range of 380-535mm from the floor. BS 5940 require a minimum range of 420 - 500mm.
2. Back height: it is desirable for the backrest height to be adjustable in relation to the seat height. This is to offer support to the lumbar region.
3. Back angle: the backrest should be adjustable in angle either mechanically or dynamically by the weight and movement of the user.
Controls for adjustments should be easy to use and simple to understand. They are more effective if they can be used whilst the operator is seated. There should be a periodic inspection to ensure that controls are still functioning and have not become defective or unsafe.
Foot Rests: A footrest should be supplied to anybody who would benefit from one. Where a person is unable to place his/her feet firmly and flat upon the floor, a footrest is necessary. It will assist blood circulation by reducing pressure upon the underside of the thighs.
Cupboards, Cabinets and Other Office Furniture : Inappropriate and unplanned use and location of cupboards, cabinets and other furniture has resulted in many bumps, bruises, slips, trips and falls and manual handling injuries in offices. To avoid these accidents in the future each filing cabinet should incorporate a mechanism to prevent more than one drawer from being opened at one time. Tall cupboards should be secured at the top so that they will not become unstable, and provision should be made for heavier items to be stored towards the base of the cupboard rather than on a high shelf, (see diagram below).
Using shelving with a trolley minimises the lifting required. Heavier items should be kept at a height between mid thigh and mid chest where loads can be handled with the least risk of injury. The diagram below provides guidance on the height and weight of materials stored on shelves cabinets, etc.
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Space requirements for cupboards, cabinets and other office furniture
Cupboards and cabinets should be positioned where they will not cause an obstruction, including when in use. Open doors or drawers should not obstruct free movement along a passageway or corridor, particularly where the route leads to a fire exit. Space requirements in the use of cupboards, cabinets and other office furniture are illustrated below.
Space requirements for cupboards, cabinets and other office furniture
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Sanitary facilities
The facilities should be suitable to enable everyone to use them without undue delay. The Approved Code of Practice (ACoP) to Workplace (Health, Safety and Welfare) Regulations 1992, gives minimum numbers of facilities, but more may be necessary if breaks are taken at set times, or where there is heavy soiling of the body or where members of the public also use the facilities. The ACoP also requires special provision to be made for people with any disability for access to suitable facilities.
Minimum number of facilities
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Table 1 shows the minimum number of sanitary conveniences and washing facilities, which should be provided. The number of people at work shown in column 1 refers to the maximum number likely to be in the workplace at any one time. Where separate sanitary accommodation is provided for a group of workers, for example men, women, office workers or manual workers, a separate calculation should be made for each group.
Table 1
Number of people at work
1 to 5
6 to 25
Number of water closets
1
2
Number of wash stations
1
2
26 to 50
51 to 75
3
4
3
4
76 to 100 5 5
In the case of sanitary accommodation used only by men, table 2 may be followed if desired, as an alternative to column 2 of table 1. A urinal may either be an individual urinal or a section of urinal space that is at least 600 mm long.
Table 2
Number of men at work
1 to 5
16 to 30
31 to 45
Number of water closets
1
2
2
Number of urinals
1
1
2
46 to 60
61 to 75
76 to 90
3
3
4
2
3
3
91 to 100 4 4
An additional water closet, and one additional washing station, should be provided for every 25 people above
100. In the case of water closets used only by men, an additional water closet for every 50 men (or fraction of 50) above 100 is sufficient provided at least an equal number of additional urinals are provided.
Where work activities result in heavy soiling of face, hands and forearms, the number of washing stations should be increased to one for every 10 people at work (or fraction of 10) up to 50 people; and one extra for every additional 20 people (or fraction of 20).
The number of conveniences and washing stations specified above should be increased where members of the public also use facilities to ensure that workers can use the facilities without undue delay.
Disabled Employees
The Disability Discrimination Act 1995 is designed to remove any discrimination towards disabled persons in all employment matters. The Council will not be able to discriminate against disabled persons in terms of recruitment, training, promotion and dismissal, and where reasonable must make appropriate changes to the workplace.
There has been an implied duty since 1974 to ensure the health, safety and welfare of disabled persons at work, under s.2 of the HSWA. This is demonstrated by numerous references to disabled people in the ACoP to the Workplace (Health, Safety and Welfare) Regulations 1992 . Risk assessment, required under regulation 3 of the Management of Health and Safety at Work Regulations 1999 should also consider the risks to disabled persons.
Access and Egress
The Council is under a general duty to ensure that everyone can safely enter and leave a building, and can circulate safely within the workplace. Many offices have steps leading to the entrance door, or steps in
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Particular consideration is needed in major walkways and along emergency exit routes, to ensure that everyone can circulate in safety and evacuate in an emergency. Walkways within an office should always be free from obstructions, as these could be particularly hazardous to a disabled person. Care should also be taken to ensure that there are no holes, bumps or uneven areas that could cause someone to slip, trip or fall.
An employee who uses a wheelchair or a walking frame may need additional space around a workstation.
Slopes or ramps should not be steeper than necessary, and should be wide -enough to accommodate a wheelchair. Handrails should always be provided. Additional guarding may be needed on ramps that have an open side, to prevent someone from falling over the edge. Someone who is visually impaired may need tactile signs to enable him or her to find their way around the workplace and to identify exit routes.
Emergency Procedures
Emergency procedures, such as in the event of a fire or security alert, should also consider the safety of those who have disability
Arrangements for ensuring the safety of disabled persons should be clearly communicated to those who are appointed to assist during emergencies e.g. fire wardens. These people may need training to ensure that the procedures are properly implemented. The manager should review procedures whenever a new employee who is disabled joins the office or area under their control. An assessment of his or her individual need should establish whether existing precautions are adequate. Assistance and advice (sometimes extending to financial aid) may be available from local offices of the Department of Employment.
Doors and Gates
Ideally, doors in corridors should have glazed panels to enable people to see to the other side. The glazing should be low enough to enable a wheelchair user to be seen. Small or stiff door handles may be difficult for someone with poor dexterity to use. Door handles should be low enough to enable a wheelchair user to reach.
Seating
Workplace (Health, Safety and Welfare) Regulations 1992 state that seats must be suitable for each person at work. A disabled person may need a particular design of chair to achieve this objective. It may not be practicable to provide seating for someone who uses a wheelchair, in which case the surrounding workstation will need to be modified.
Sanitary and Washing Facilities
Suitable provision should be made for any worker with a disability to have access to sanitary and washing facilities that are suitable for their specific needs. Managers who do not employ disabled people should consider that a disabled visitor might enter the building/workplace.
Workstations
Workplace (Health, Safety and Welfare) Regulations 1992 requires that every workstation to be arranged so it is suitable for any person at work. To effectively achieve this objective, an assessment of a disabled person's needs should be undertaken, to identify any modifications that are needed. For example, it is unlikely that someone in a wheelchair will be able to comfortably reach a keyboard or write on a standard size desk.
Rest Rooms, Restaurants and Smoking Rooms
These should be in readily accessible places that also enable a disabled person to use them. Tables should be wide enough to accommodate a wheelchair, and there should be sufficient space between furniture to enable everyone to circulate.
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