Office work is often perceived as safe and free from hazards. The absence of heavy machinery, working at heights, or exposure to chemicals makes it easy to forget that occupational health and safety (OHS) rules also apply in an office.
In reality, the office environment, due to long sitting, intensive computer and monitors use, often a fast work pace, can generate numerous risks—both physical and psychological.
Below we describe the most important aspects of office OHS:
Ergonomics of the Workplace
The most common issues in working “behind the desk” are disorders resulting from poorly arranged workstations. Back pain, neck stiffness, or wrist pain are signs that ergonomics need to be approved:
Basic ergonomic principles:
- Chair – should be height-adjustable, with back support and armrests.
- Desk – height suited to the employee, ideally with height adjustment (including standing work options). Here, in our office in Gdańsk, we provide adjustable desks for employees.
- Monitor – positioned at eye level, 50–70 cm from the face, ideally the daily light should be from the side.
- Keyboard and mouse – wrists should remain in a neutral position, with arms resting comfortably.
- Footrest – recommended if feet do not rest flat on the floor.
Regular posture changes, short breaks, and stretching exercises are key to maintaining your health.
Lighting and Indoor Climate
Good lighting conditions provide comfort but also prevent from vision issues.
- Natural light is best, so desks should be placed near windows while avoiding screen glare.
- Artificial lighting should be even.
- Office temperature should be regularly checked and the humidity as well.
Poor indoor climate (e.g., dry air, low air-conditioning settings) can cause infections, fatigue, and reduced concentration. Here, in our office, there are regular inspections to check if the conditions meet the norms according to the law.
Electrical Equipment and Workplace Order
Offices are full of electrical devices—computers, printers, scanners, or kettles. It is essential to provide the best quality of equipment possible. It lowers the possibility of damage and potential threat of outbreak of the device.
Regular inspections are essential, but also employees’ alert to report any potential threat to particular departments. It can prevent many issues.
Psychosocial Risks
Safety is not just about physical aspects. Psychosocial factors are equally important: stress, fast work pace, conflicts within teams, or lack of work–life balance.
Employers, in line with OHS regulations, should mitigate these risks by:
- Clear division of duties and responsibilities.
- Opportunities to consult with supervisors.
- Supporting work–life balance
- Providing training in stress management and team communication.
European Union’s regulations (ESG – environmental, social, governance) enforced employers as well to take care of employees heath, both physical and psychological.
Breaks and Physical Activity
Regulations require that employees working with computers take at least a 5-minute break from working with the monitor every hour. This is a chance to rest the eyes, take a short walk around the office, or do a few stretching exercises.
Many companies promote activity through group sports, wellness programs, or ergonomic standing desks. Such measures not only improve health but also increase employee efficiency. In Aspire, we have many sport challenges to compete in, but also a sport card to encourage employees for physical activity.
Evacuation and First Aid
Although the risk of fire in an office is lower than in production plants or even at home, it should not be ignored.
We conduct a short training while onboarding, explaining the fundamentals of evacuation. Employees get to know where the fire extinguishers and first aid kits are. Every year, we organize also training for evacuations coordinators. There is also a mock drill once per year.
We have the privilege to have the office in one of the best office parks in Poland, where the safety is always first. In case of any accident, we can count on the security department of our landlord, who has the qualitied crew on board.
Responsibilities of Employers and Employees
We need to remember that office safety is a shared responsibility. Even though, the employer has to:
- Provide safe and hygienic working conditions.
- Organize OHS training and medical checkups.
- Equip the office with proper tools and protective measures.
But the employee should also:
- Follow OHS rules and instructions.
- Keep their workstation tidy and safe.
- Report hazards to supervisors.
Conclusion
OHS in the office is not just a formality, it is genuine care for employees’ health, well-being, and efficiency. Proper workstation setup, attention to indoor climate, regular breaks and activity, and awareness of psychosocial risks make the office a safe and supportive place.
Investing in office safety always pays off—reducing absenteeism, improving work quality, and building a culture of responsibility.
At Aspire Systems Poland, we value the security of our employees. We regularly conduct numerous trainings (First aid, fire extinguishers usage, evacuation coordinators, ergonomics), we audit our procedures to ensure the best quality of preparation for possible threads.
It may seem trivial, but much research nowadays focusses on employees’ well-being, and it shows that our surroundings influence us deeply. We spend 1/3 of our lives at work. Let’s cherish every day and take care of our life as much as we can.