Checklists prepared under the Occupational Health and Safety Risk Assessment Regulation can be used to carry out risk analyses in offices. When these checklists are applied correctly and any incorrect or deficient items are assessed and rectified, offices become safer spaces for both employees and visitors.
Control lists for office and administrative workplaces can be adapted and completed according to specific needs. By keeping these checklists at the workplace, updating them at regular intervals and implementing the necessary corrective measures based on assessment results, they become practical and effective tools for ongoing safety management.
Conducting risk assessments in offices identifies hazards present on site or that may arise from external sources, eliminates factors that could turn those hazards into risks with harmful consequences, and ensures that all required safety measures are implemented.
According to the Notice on Workplace Hazard Classes Related to Occupational Health and Safety, the hazard and risk class for the activities carried out in offices and administrative workplaces must be determined. Based on the hazard class and the number of employees, deadlines should be set for assigning an occupational physician and an occupational safety specialist, or for obtaining these services from shared health and safety units.
Risk assessments in offices are carried out by a team designated in accordance with the Occupational Health and Safety Risk Assessment Regulation. When needed, external individuals or organizations may be brought in to support the designated team. In offices where the obligation to appoint an occupational physician and occupational safety specialist has not yet taken effect, the employer and employees can form a team and perform the risk assessment without external professionals.
Completed risk assessments are renewed at intervals depending on the workplace hazard class: every six years for low-hazard workplaces, every four years for hazardous workplaces, and every two years for very hazardous workplaces. If the workplace undergoes any change, the risk analysis may be updated before these intervals expire.
Procedure to Follow When Conducting a Risk Analysis
- Because checklists vary according to workplace characteristics, choose an office and administrative workplace risk assessment checklist that matches the type of workplace being evaluated.
- Checklists list the occupational health and safety measures and conditions that should be present in offices. If an item is already implemented at the workplace, mark “yes”; if it is not in place, mark “no” and describe what measures could be taken to address the deficiency.
- When deciding on recommendations written for items marked “no,” consider what actions will eliminate the risk entirely or, if that is not possible, reduce it to an acceptable level.
- All employees and prospective employees should be informed about the risks they might encounter at the workplace and the measures that have been implemented to protect them.
- Ensure that implemented safety measures do not create additional risks elsewhere in the workplace.