3 steps to take to create a safer office

When employees are hurt and unable to perform their duties, operations can be strained as others take on additional responsibilities. This may require paying overtime, hiring temporary workers and, in some cases, bringing on a new full-time employee.

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

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

Creating a safer office begins with identifying and documenting the potential hazards and tasks that could lead to an injury. (Photo: iStock)

1. Identify risks

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

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

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

When you've identified potential hazards, document them. This is especially important because it establishes a record that can be referenced in the event of an OSHA inspection or insurance review.

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

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

2. Implement a safety program

According to the annual report on occupational injuries and illnesses, published by the Bureau of Labor Statistics, there were 2.8 million nonfatal occupational injuries in the United States in 2014.

Additionally, 1.8 million cases reported in 2014 involved days absent from the workplace, job transfer or restriction — costing businesses time, money and productivity. An effective safety program can help businesses mitigate these injuries and their negative consequences.

These programs typically include the following four elements:

1. Commitment. The most effective workplace safety programs begin with a commitment from management to make safety a priority across the organization. Management should lead by example and collaborate with employees to develop, implement and continuously improve the company's workplace safety initiatives.
2. Accountability. Employees should be involved in the development of a workplace safety program. They can help identify potential everyday risks in the office and provide suggestions to make the office environment safer. Ask employees to help identify locations, activities and procedures that could potentially be safety hazards. For example, do people often need to stand on chairs to reach high shelves in the supply closet? Employees should also be held accountable for any actions that violate your company's safety policy.
3. Prevention. After potential risks have been identified, develop a list of safety practices for each type of work that takes place in your business. Consider whether it's necessary to provide special equipment for some workers. For example, data entry clerks might need cushioned wrist supports to help prevent carpal tunnel syndrome.  
4. Training. Risk prevention and safety training should be part of every orientation process for new employees. Training should also occur when new procedures are introduced. In addition to training workers on how to identify and prevent potential risks, managers should also train workers on how to best use their office equipment. For instance, during safety audits, it's common to discover that many workers don't know how to adjust their desk chairs. Take time to show employees how to properly set up their work stations, which may include adjusting the seat pan and back tilt of their chairs, or the position of their monitors to minimize glare from overhead lights or to reduce neck strain. Ask employees to do self-assessments of their workstation periodically.

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

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

3. Promote a culture of wellness

While you're evaluating safety in your business, it's also an opportune time to assess how well your office promotes overall employee wellness.

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

Effective workplace wellness programs should encourage healthy behaviors and promote a safe environment. By incorporating healthy snacks, allowing employees to fully unplug from work and encouraging ongoing fitness initiatives, businesses can help their employees make wellness and safety part of their everyday lives.

A healthy and safe workplace creates the optimal environment for employers and their employees. Offices with programs and policies focused on employee safety and wellness may reduce risks to both workers and the organization.

David Quezada is vice president of loss control service, for Reno, Nevada-based Employers Holdings Inc., a small-business and workers' compensation insurer.

Related: Workers' Compensation best practices: What you should be doing

Are you following us on Facebook?