When considering workplace safety, offices are often overlooked. Unlike construction sites or factories, offices seem low risk. However, office hazards can have serious consequences for employees and organisations. For example, slips, trips and falls, which are the most common workplace accidents, cost UK employers over £500 million a year.
In this guide we discuss the top 10 office hazards you might not have considered and what you can do to mitigate the risks for a safer and healthier workplace.
1. Ergonomic issues
Prolonged sitting and poorly designed workstations are a leading cause of musculoskeletal disorders (MSDs). In the UK, approximately 473,000 workers suffer from work-related MSDs, a number that has increased by 3,000 from the previous reporting period.
Recognising and addressing these office hazards through ergonomic interventions can significantly reduce the incidence of MSDs. According to the Chartered Institute of Ergonomics and Human Factors, effective office ergonomics interventions can reduce the number of musculoskeletal problems by 61%, decrease lost workdays by 88%, and lower staff turnover by 87%.
For further guidance, please read our article, How to prevent work related upper limb disorders.
2. Manual handling risks
Handling, lifting or carrying accounted for 17% of non-fatal injuries in the workplace in 2023/24. In offices, tasks such as lifting heavy files, moving office furniture, or restocking supplies can cause injuries if not carried out correctly.
Poor manual handling can cause musculoskeletal disorders, hernias, hand and foot injuries, and back injuries, all of which can impact employees’ physical and mental health and have a significant impact on productivity.
In our guide, Dangers and consequences of poor manual handling we talk about how to prevent manual handling injuries and explain safe lifting techniques, highlighting the importance of employee awareness and training.
3. Mental health hazards
Along with musculoskeletal disorders, stress, depression and anxiety accounted for most working days lost in 2023/24 (16.4 million days).
The impact of high workloads, bullying, and poor work-life balance makes mental health one of the most significant hazards in the office today, reducing productivity and increasing absenteeism.
Building a supportive workplace culture is key to addressing mental health challenges. If you are looking for practical ways to prevent and address stress in the office, please read our article, Causes of stress at work and how to support employees.
4. Slips, trips and falls
One of the most common office hazards, slips, trips and falls caused 31% of workplace injuries in 2023/24. Common causes are slippery floors due to spills or cleaning, loose cables in walkways, uneven flooring, and poorly maintained or obstructed passageways.
These hazards can lead to severe injuries including fractures and broken bones, back and spine injuries and even head and brain injuries. Around 971,000 working days were lost between 2017 and 2020 due to slips, trips and falls, so the impact on people’s lives and productivity is significant.
For advice on preventing slips, trips and falls in the office, please read, How to prevent slips, trips and falls in the workplace.
5. Electrical hazards
Overloaded sockets, damaged wires, and improper use of electrical equipment can lead to fires or electric shocks. Data from the Fire and Rescue Authorities reveals that 4,634 call-outs to UK businesses between 2021 and 2024 were due to electrical fires.
Our guide, 8 common electrical hazards in the workplace, identifies specific electrical hazards, providing you with practical ways to reduce the risks, including raising employee awareness through training.
6. Fire safety oversights
In the UK there are around 22,000 workplace fires every year in the UK. Office fires can be caused by overloaded sockets, faulty equipment, damaged cables, paper clutter, improperly stored chemicals, unattended kitchen equipment and many other factors.
Offering fire safety training educates employees on fire prevention measures, evacuation procedures, and the correct use of fire-fighting equipment. Please read Common causes of workplace fires – risks and prevention strategies for comprehensive, step-by-step guidance on reducing the risk of workplace fires.
7. Poor lighting
Poor lighting is an often-overlooked hazard in an office environment, but it can have significant effects on health, safety, and productivity. Insufficient or overly bright lighting can cause eye strain, headaches, fatigue, and even mental stress. It also increases the risk of accidents, such as slips, trips, and falls.
A risk assessment can identify issues such as dim areas, glare, or flickering lights. Lighting should align with task-specific needs, incorporating adjustable task lighting, evenly distributed ambient lighting, and natural light where possible.
Educating employees on the importance of proper lighting is essential for maintaining a safe and efficient workplace and staff should be encouraged to report issues like burnt-out bulbs or harsh glare, ensuring timely resolutions.
8. Improper storage
10% of workplace injuries are caused by being struck by a moving object.
Overloaded shelves, poorly stacked items, and unsecured filing cabinets are common office hazards, contributing to accidents, including cuts, bruises, fractures, and concussions.
Safe storage practices are crucial to prevent these risks. Employees should be trained in proper stacking techniques, weight distribution, and securing tall or heavy items so objects do not fall.
Regular inspections and maintenance are essential to identify and address risks such as unstable shelving or damaged storage equipment. Employers should ensure that shelves and cabinets are secured, weight limits are observed, and any hazards are promptly reported and resolved.
9. Air quality and ventilation
Poor air quality due to inadequate ventilation, dust, or mould can lead to respiratory issues and allergies, impacting employees’ health and attendance. Poor quality air can cause a wealth of symptoms including headaches, sneezing, irritability, nausea and fatigue, all of which affect productivity.
Regulation 6 of the Workplace Health, Safety and Welfare Regulations states that employers must ‘ensure that every enclosed workplace is ventilated by a sufficient quantity of fresh or purified air’.
For further guidance on an employers’ responsibilities for air quality and what steps to take, please read the Health and Safety Executive’s guidance, Ventilation in the workplace.
10. Hazardous materials
Substances like cleaning supplies, printer ink, toners, and aerosols are found in all offices, and they pose safety risks if mishandled. These items may contain harmful chemicals such as volatile organic compounds (VOCs) or flammable substances.
Common hazards in an office environment include exposure to harmful fumes from cleaning products containing bleach or ammonia, which can cause respiratory distress when incorrectly mixed. Printer inks and toners are flammable and can irritate the skin or eyes if not handled correctly.
To mitigate these risks, employees should be trained in safe handling, storage, and disposal practices, including reading Safety Data Sheets (SDS), using personal protective equipment (PPE) when necessary, and understanding how to respond to spills.
Reduce risks with Office Health and Safety Training
Developed by experienced health and safety consultants, our IOSH-Approved Office Health and Safety Training raises awareness of common office hazards. By providing employees with the knowledge to identify and address hazards, this course encourages a proactive safety culture that supports legal compliance.
Find out more about Office Health and Safety Training on our website, or talk to our friendly team on 0203 011 4242/ info@praxis42.com to discuss how we can tailor the course to your organisation and activities.
Adam Clarke
Managing Director (Consulting)
