Quick answer
Assess the work and people using the office, identify the significant risks and put practical controls in place. Link specific workstation, electrical and fire arrangements to the office assessment rather than copying a long list of hazards with no action owners.
Why an office assessment should follow the working day
HSE’s risk-management steps begin with identifying hazards, who could be harmed and the controls needed. In an office, include reception, deliveries, storage, cleaning, kitchen use and work away from the main desk. Consider visitors and contractors as well as permanent staff.
Walk through actual work and talk to the people doing it. A quiet inspection may miss delivery obstructions, glare at a different time of day or a shared printer area crowded during busy periods. Record meaningful risks and decisions rather than every imaginable possibility.
Build a task-and-action map for the office
| Task or area | Question to investigate | Action owner to identify |
|---|---|---|
| Desk and screen work | Are the workstation and way of working suitable for the user? | Person arranging workstation assessment and improvements |
| Routes and storage | Are cables, deliveries and stored items obstructing safe movement? | Team controlling layout, storage and housekeeping |
| Electrical equipment | Are equipment and connections suitable, maintained and used safely? | Person receiving defect reports and arranging competent work |
| Facilities and shared areas | Are welfare, lighting, ventilation and cleaning arrangements effective? | Occupier or building contact for each responsibility |
| Workload and working patterns | Do workload, isolation or hybrid arrangements create concerns? | Manager responsible for consultation and follow-up |
| Emergency and fire | Do people know the applicable arrangements and assistance needed? | Relevant responsible person and local coordinator |
Use the specific assessments where they are needed
Where DSE duties apply, use an appropriate workstation assessment rather than treating the whole-office form as a substitute. Assess the user and actual workstation, including relevant home or hybrid arrangements. Refer concerns for appropriate advice instead of diagnosing discomfort from a checklist.
HSE’s electrical guidance supports suitable equipment, maintenance and competent work. Give staff a clear defect-reporting route; they should not repair damaged electrical equipment themselves. HSE’s welfare guidance helps check facilities and responsibilities in the building.
For example, a team adds a desk beside a shared doorway. Before occupation, the manager checks the route, power supply, screen position and effects on neighbouring workstations. Moving the desk resolves a layout problem that a generic “take care with cables” instruction would leave in place.
Record decisions, coordinate the building and check completion
In GB, employers with five or more employees must record the significant findings of their risk assessment. Keep the action, owner and completion check clear; a longer document is not automatically a better assessment. Review when relevant changes, incidents or evidence show the controls need attention.
Agree which matters belong to the business and which involve the landlord or facilities team. Follow up shared issues rather than assuming another party has resolved them. Keep the office plan coordinated with the applicable fire-risk and emergency arrangements.
For NI workplaces use HSENI’s employer guidance and check the corresponding national requirements. The HSE legal references above describe the GB framework.
Related questions
Can a small office use a simple risk-assessment form?
Yes, provided it captures the relevant risks, people, controls and necessary actions. Scale the detail to the work and use separate specialist assessment where a particular issue needs it.
Next steps
Walk the office during normal activity, select the three most significant unresolved issues and give each an owner and completion check. Revisit the affected task after the control is in place.
Relevant next resource
Level 2 Health & Safety in the Workplace
The verified Level 2 Health & Safety description includes employees in offices and everyday workplace risks; it supports awareness alongside the employer’s local assessment and instruction.
From £12.50 GBP
Available
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