Office safety inspection checklist

Inspection details

Walkways, floors and egress

• Walkways clear of boxes, cables, bins and stored items
• Floor surfaces even, with no lifted carpet, loose tiles or trip edges
• Spills cleaned promptly, with wet floor signs available and used
• Cables managed, not run across walkways or under chair castors
• Exit routes clear, unlocked and unobstructed along their full length
• Exit doors open in the direction of travel and are not blocked externally
• Exit and directional signage present, legible and illuminated where required
• Emergency lighting present and within its test schedule
• Evacuation diagrams displayed, current, and showing the viewer's actual location
• Stairs have secure handrails, even treads, non-slip nosings and adequate lighting

Workstations and ergonomics

• Chairs adjustable, stable, with no broken castors or failed gas struts
• Monitors at an appropriate height and distance, and directly in front of the user
• Keyboard and mouse positioned to keep wrists neutral, with room to rest forearms
• Laptops used with a separate keyboard and mouse, or a riser, for extended work
• Adequate leg room, with under-desk space not used for storage
• Lighting adequate for the task, with glare and reflections controlled
• Workstation assessments offered, and completed for anyone reporting discomfort
• Workers know to report discomfort early, and reports are acted on
• Frequently used items within easy reach, reducing repeated twisting and stretching
• Sit-stand or movement options available where provided, and people know how to use them

Electrical and equipment

• No damaged leads, plugs or sockets
• No double adaptors or daisy chained power boards
• Power boards not overloaded, and rated for the load
• Test and tag current where it applies to your equipment and jurisdiction
• Switchboard and electrical cupboards unobstructed and closed
• Heaters, fans and personal appliances assessed and positioned clear of combustibles
• Printers and copiers ventilated and free of paper build-up

Storage, manual handling and amenities

• Shelving secure, not overloaded, and heavy items stored at waist height
• Tall furniture and shelving anchored where there is a tip-over risk
• Filing cabinets loaded from the bottom, with only one drawer opened at a time
• Step stool or kick stool available, and chairs are not used to reach height
• Kitchen appliances clean, maintained and switched off when not in use
• Hot water units and microwaves in good order, with burn risks controlled
• Cleaning chemicals stored securely with safety data sheets accessible
• Bins emptied, and sharps or clinical waste handled correctly where applicable
• Toilets and amenities clean, stocked and in working order
• Drinking water available

Emergency preparedness

• Fire extinguishers present, correct type, unobstructed, and within their service date
• Fire blanket present in the kitchen and within its service date
• Detectors and alarms within their test schedule
• Wardens appointed, current, and known to staff
• Evacuation drill held within the required interval, with the outcome recorded
• First aid kit accessible, stocked and within date, with contents suited to the workplace
• Trained first aiders current, and their names displayed
• Defibrillator, if provided, accessible, signed, and within its check schedule
• Emergency contact list current and displayed
• Staff know how to call 000 and can state the site address

Security, reception and lone working

The part of an office inspection most often skipped, and the part that matters most for front-of-house staff and anyone in the building outside normal hours.

• Reception layout gives staff a clear exit path that cannot be blocked by a visitor
• Counter or desk arrangement provides appropriate separation
• Duress or panic alarm available at reception, tested within schedule, and staff know the response it triggers
• Staff trained in de-escalation and know when to withdraw
• Visitor sign-in and escort arrangements in place and followed
• Access control works, and doors that should latch actually latch
• Cash and valuables handled per procedure, with amounts held minimised
• External lighting adequate at entrances and the car park
• Staff working outside normal hours can summon help and are accounted for
• Lone working arrangements cover late finishers, early starters and weekend access
• Incidents of aggression are reported and reviewed, including verbal abuse

Actions