The risk of a workplace injury isn't limited to manual laborenvironments such as construction sites.

The potential for injury exists with virtually all types ofwork, including insurance. Although risks for office workers differfrom those working in a restaurant or construction site, officeemployees are not immune to workplace injuries.

Work-related injuries affect not only the injured employee, butthey also can cause a ripple effect across the business, which maylead to out-of-pocket expenses, lost productivity and potentiallyhigher Workers' Compensation insurance premiums.

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When employees are hurt and unable to perform their duties,operations can be strained as others take on additionalresponsibilities. This may require paying overtime, hiringtemporary workers and, in some cases, bringing on a new full-timeemployee.

By approaching workplace safety from a strategic perspective,business owners can potentially mitigate injuries, increaseemployee retention and improve productivity.

Here are three things you can do to make your office a saferplace to work:

Creating a safer office begins withidentifying and documenting the potential hazards and tasks thatcould lead to an injury. (Photo: iStock)

1. Identify risks

To begin, do a walk-through of the office during workinghours.

Keep an eye out for objects that could lead to slips, trips orfalls, because they are some of the most common causes of workplace injuries. Lookfor hazards such as exposed electrical cords, loose carpeting, opendesk drawers or deliveries left in the hallway. Also take note ofwhether there is adequate lighting for employees.

In addition to your own analysis, you may be eligible for a freesafety assessment from your workers' compensation insurance carrieror the Occupational Health and Safety Administration (OSHA).Online resources such as OSHA's Computer Workstations eTool, are alsoavailable. Contact your insurance agent or carrier to see whatresources are available to you.

When you've identified potential hazards, document them. This isespecially important because it establishes a record that can bereferenced in the event of an OSHA inspection or insurancereview.

Related: Here are the top 10 most costly U.S. workplaceinjuries

Training is a key component of anysafety program. (Photo: iStock)

2. Implement a safety program

According to the annual report on occupational injuries andillnesses, published by the Bureau of Labor Statistics, there were 2.8 millionnonfatal occupational injuries in the United States in 2014.

Additionally, 1.8 million cases reported in 2014 involved daysabsent from the workplace, job transfer or restriction — costingbusinesses time, money and productivity. An effective safetyprogram can help businesses mitigate these injuries and theirnegative consequences.

These programs typically include the following fourelements:

1. Commitment. The most effective workplacesafety programs begin with a commitment from management to makesafety a priority across the organization. Management should leadby example and collaborate with employees to develop, implement andcontinuously improve the company's workplace safetyinitiatives.
2. Accountability. Employees should beinvolved in the development of a workplace safety program. They canhelp identify potential everyday risks in the office and providesuggestions to make the office environment safer. Ask employees tohelp identify locations, activities and procedures that couldpotentially be safety hazards. For example, do people often need tostand on chairs to reach high shelves in the supply closet?Employees should also be held accountable for any actions thatviolate your company's safety policy.
3. Prevention. After potential risks havebeen identified, develop a list of safety practices for each typeof work that takes place in your business. Consider whether it'snecessary to provide special equipment for some workers. Forexample, data entry clerks might need cushioned wrist supports tohelp prevent carpal tunnel syndrome.
4. Training. Risk prevention and safetytraining should be part of every orientation process for newemployees. Training should also occur when new procedures areintroduced. In addition to training workers on how to identify andprevent potential risks, managers should also train workers on howto best use their office equipment. For instance, during safetyaudits, it's common to discover that many workers don't know how toadjust their desk chairs. Take time to show employees how toproperly set up their work stations, which may include adjustingthe seat pan and back tilt of their chairs, or the position oftheir monitors to minimize glare from overhead lights or to reduceneck strain. Ask employees to do self-assessments of theirworkstation periodically.

Related: Combating workplace fatigue: To sit or not tosit?

Establishing a culture of workplacesafety right from the start will help make safety a top priorityfor all employees and managers. (Photo: iStock)

3. Promote a culture of wellness

While you're evaluating safety in your business, it's also anopportune time to assess how well your office promotes overallemployee wellness.

According to a Gallup poll, adults employed full-time in theUnited States spend an average of 47 hours per week at work. Withlong work days and many employees spending their day in front of acomputer or on the telephone, it's important to consider howsedentary jobs can impact employee health and overall safety. Infact, many studies have linked sitting for long periods oftime with a number of health concerns, such as heart disease,potentially making employees more susceptible to injuries orillness.

Effective workplace wellness programs should encourage healthybehaviors and promote a safe environment. By incorporating healthysnacks, allowing employees to fully unplug from work andencouraging ongoing fitness initiatives, businesses can help theiremployees make wellness and safety part of their everydaylives.

A healthy and safe workplace creates the optimal environment foremployers and their employees. Offices with programs and policiesfocused on employee safety and wellness may reduce risks to bothworkers and the organization.

David Quezada is vice president of loss control service, forReno, Nevada-based Employers Holdings Inc., a small-business andworkers' compensation insurer.

Related: Workers' Compensation best practices: What youshould be doing

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