I often come across HR Managers in smaller to mid-sized companies who have a few areas of responsibility outside of HR like for example Office Safety and Facilities. They are often expected to maintain a high level of compliance with constantly changing laws and this can become a daunting task for some. The free resource that I am sharing today is a general Office Safety booklet. It covers several topics relating to the office environment to create more awareness among employees of the do’s and don’ts around staying safe in the office environment.
You can either print it double-sided from the pdf document and make it available to employees as a booklet or you can send them the electronic document to review if they have just joined the company. It is quite easy to turn the booklet into an orientation and discussion session if you want to use it in that way.
Booklet in pdf format. When you click on this link it will provide you with the pdf file (.pdf).
Booklet in powerpoint format When you click on this link it will provide you with the powerpoint file (.ppt).
This booklet is not based on any certified course so it is not a replacement for anyone who needs to undergo a formal exam to be certified in some aspect of safety. It simply helps you, as the HR Manager who has to cover Office Safety, to communicate some basic safety aspects to employees and other visitors to your office who may be working there for a period of time.
This free resource also gives you a basis for an annual office safety check. Depending on expectations from management or compliance requirements you may need to perform an office safety check once per year. Using this booklet you can easily create a list of items to check based on the various categories of topics covered. For example, you can check how many times an accident or incident happened or almost happened per year based on history. Or you can check how people are working or storing items in the working area – are you seeing tripping or falling hazards?
Let me know if you are getting stuck with the creation of a safety checklist from the booklet!
The powerpoint version can be edited and as you read through it some items may not apply to your office environment. You can simply delete that section or that page. And it is also easy to copy the wording from this version and create training or presentation slides if that is a management expectation you need to meet.
If your company has an office environment next to a manufacturing or production facility this booklet would not cover several topics that a facility like that would require. There are many more rules around production or manufacturing environments, which are not necessarily covered in this booklet. Examples include how to handle dangerous materials and wearing safety equipment for certain activities. I recommend that you contact an expert in safety for your industry to help you create the right training and awareness materials for an industrial application.
I believe this booklet offers a good start in getting safety principles communicated to office employees and I also recommend that you look for more ways to strengthen your office safety program.
- Make sure you can tell employees where to assemble outside during a fire drill and how they would recognize the alarm to trigger an evacuation. Also, make sure they know which routes to follow for an evacuation.
- Ensure you have a First Aid box that is well-stocked to take care of small incidents and cuts. Check it on a regular basis to make sure you are not running out of anything and also that nothing in there is over the use-by date.
- Is there someone in your office building where your office is located who offers safety assistance – for example, if an employee had a heart attack or a bad fall? If there is not, should someone from your office get that training?
- Apart from reading a booklet on safety, how can you make sure that employees think safety first in every activity they consider? This would be even more important if your company has safety or employee well-being as a value or a priority.
Small and mid-sized companies often do not have large budgets for creating office safety awareness and it is my hope that this free resource helps you cover ground that would otherwise have been a tough additional action on your HR Manager to-do-list!
Note: Powerpoint has a feature that allows you to print a booklet from the ppt file. Each page in the booklet would then be half the size of a normal A4 page (or Letter if you change the file to American settings) and it would be foldable in the center.