Occupational hygiene in offices managing exposure through COSHH

Occupational hygiene in offices starts with understanding what people may be exposed to during their work and how that exposure can be prevented or controlled.

An office may not look like a place where hazardous substances need much attention. Yet cleaning products, maintenance activities and occasional work by contractors can introduce exposures that need to be considered.

For a busy office or operational manager, the practical questions are straightforward. What is being used or generated? Who could be exposed? How could it affect them? And are the arrangements in place suitable for the task?

Taking time to answer these questions helps you decide what needs attention, without creating unnecessary processes for activities that present little risk.

What occupational hygiene means for your workplace

The British Occupational Hygiene Society describes occupational hygiene in terms of identifying, evaluating and controlling exposure to workplace health hazards. These can include chemicals, dust, fumes and physical hazards such as noise.

This article focuses on one part of that wider subject: exposure to substances hazardous to health and the practical role of COSHH, the Control of Substances Hazardous to Health Regulations.

The focus is on the work being done and the controls needed to protect people. For example, a product’s hazard information matters, but so do its quantity, how it is applied and who is nearby.

The following six areas can help you review the arrangements in your own office.

1 Identify the substances and activities involved

Start with the products actually used on your premises. Look beyond a central purchasing list to include cleaning cupboards, maintenance supplies and materials brought in by contractors.

Also consider substances generated by work. An occasional refurbishment or maintenance task may introduce dust or vapour that would not be present during a normal office day. Not every dust is the same, so the material and activity need to be understood.

Best practice: agree who checks new products and contractor activities before work starts. Ask what will be used or generated and how people nearby will be protected.

For example, work beside an occupied meeting room should be planned with the office’s use in mind. A contractor’s usual working method may need to account for staff moving through the area.

2 Assess exposure through COSHH

A suitable COSHH assessment connects the hazardous substance with the actual task. Consider who could be harmed, how exposure might happen and how often and for how long the activity takes place. Include occasional users, cleaners and people nearby.

Reading a safety data sheet is part of gathering information. The sheet describes hazards and gives handling and emergency information, but it is not a COSHH assessment on its own.

Best practice: check that the assessment matches the product and method currently in use. Wiping a small surface with a ready-to-use product is a different task from preparing a concentrate or repeatedly spraying a larger area.

Make the controls clear enough for the person doing the task to use them. If instructions are difficult to understand, simplify how the findings are communicated without losing the important precautions.

3 Prevent exposure or control it at source

Consider first whether the hazardous substance is needed, whether a less hazardous suitable alternative could be used, or whether a different method could reduce exposure. Where exposure cannot reasonably be prevented, it must be adequately controlled.

Controls should suit the risk. Depending on the activity, this may involve changes to the method, suitable ventilation, restricting access or other measures. PPE may be needed alongside these arrangements; it should not automatically be the only control considered.

Best practice: ask whether the chosen method protects everyone who could be exposed, including people who are not doing the task.

Where the level of exposure or effectiveness of controls is uncertain, appropriate specialist advice may be needed. Avoid assuming that a lack of visible mist, dust or a strong smell proves a task is safe. The nature of the substance and the work need to guide the decision.

4 Make safe handling and storage part of the routine

Suitable, clearly labelled containers and separation of incompatible substances are part of managing hazardous substances. Storage arrangements should reflect the actual products and assessment.

For cleaning products, follow the manufacturer’s instructions, including dilution and application requirements. Never mix cleaning chemicals. Where a disinfectant is needed, follow its specified contact time rather than assuming that a stronger solution is better.

Best practice: agree who approves replacement products, where they are stored and how damaged containers or spills are reported. Check what happens outside the usual routine too. If the regular cleaner is away, can anyone covering the task find the correct product and instructions? A written method is most useful when someone can follow it on a busy day.

5 Give staff and contractors usable information

Employees need information, instruction and training about the hazards and controls relevant to their work, including what to do if something goes wrong. Contractors also need relevant information about your workplace, and you need to understand how any hazardous substances they bring in will be managed.

Best practice: make responsibilities explicit. Who approves the work? Who tells staff about any restricted area? Who checks that shared spaces are suitable to use afterwards?

For cleaning tasks, include occasional users rather than briefing only the regular cleaning team. Ask people to explain the method back or show how they use the controls, so misunderstandings can be addressed.

Practical conversations can reveal a gap that paperwork misses, such as a product being substituted or a control being difficult to use.

6 Check that the controls continue to work

Arrangements need to reflect what actually happens. Review COSHH assessments regularly, when there is a significant change or when there is reason to doubt they remain valid. The review interval should reflect the circumstances and risks.

Cleaning activities also deserve attention to skin exposure. HSE notes that some cleaning ingredients can cause harm and frequent wet work can contribute to dermatitis. Appropriate working methods, hand care and task-specific protection can help control exposure.

Best practice: provide a simple route for reporting damaged equipment, spills, difficulty following instructions or concerns about exposure. Review the task and controls rather than treating a recurring concern as something people must simply work around.

A brief discussion with the people doing the work can help you check whether the arrangements still fit the products, tasks and working conditions.

A practical starting point for office managers

Choose one activity involving a hazardous substance and follow it from start to finish. Compare the assessment with the real task, speak to the people involved and agree an owner and completion date for any actions.

This keeps the review manageable and helps you move from having documents to using them in everyday work.

Talk through your COSHH responsibilities with Paula

If you are unsure where to start with your workplace risk assessments or COSHH arrangements, speak to Paula at Your Company Works.

Explain the work taking place and the questions you have, and discuss the appropriate next steps for your business.

Arrange a free 20-minute chat

Calm, professional, friendly health and safety support for busy business people.

Alcohol and drugs at work: balancing health and safety with employee wellbeing

Practical guidance on workplace risk testing and employee support from Your Company Works.

For office managers, HR managers, operations managers and business owners, managing alcohol and drugs at work can feel like a sensitive responsibility on an already busy desk. You want to keep people safe, maintain reliable operations and respond fairly when a concern arises.

The way you manage the issue matters too. Clear expectations, proportionate controls and respectful conversations can help you protect your team while maintaining trust. Whether you are reviewing an existing policy or considering testing, start with the work people do and the support they may need.

Following our recent Stoptober content on smoking, we are broadening our workplace wellbeing conversation. The NHS Stoptober campaign offers smoking support; this article focuses on alcohol and drugs at work.

The following seven areas offer a starting point for reviewing your arrangements.

1 Assess health and safety risks from alcohol and drugs at work

An office-based business can still involve safety-critical activities. Employees may drive to client meetings, use equipment or access storage using ladders. Consider where impairment could cause harm, who could be affected and what controls are appropriate. HSE recommends identifying safety-critical work as part of your risk assessment.

For example, a colleague who regularly drives between sites may need different arrangements from someone whose work is mainly desk-based. A workplace risk assessment gives you a practical starting point.

2 Consider next day safety risks from alcohol and drugs at work

Drinking outside working hours can affect the next working day. Alcohol may remain in the body after sleep, while a hangover can affect concentration and leave someone feeling unwell. Coffee or a cold shower will not speed up alcohol leaving the body.

Think about business journeys, early starts and how employees can raise a concern about being fit for a task. Managers should know how to follow your agreed safety procedure if someone appears unfit for safety-critical work.

3 Set health and safety expectations for alcohol and drugs at work

Can your managers and employees easily find and understand your alcohol and drugs policy? HSE recommends an agreed approach that includes support, alongside clarity about when disciplinary or other action may be taken.

Explain expectations for working hours, business lunches, client events and work celebrations. Identify who employees can speak to, how concerns are handled and where support is available. Review the policy when work activities or arrangements change, and include it in staff induction.

4 Use proportionate safety controls for alcohol and drugs at work

Testing may be justified for particular safety-critical roles. The ICO advises that testing should address the safety risk, with consideration of less intrusive alternatives. Blanket random testing is not justified merely because some roles need it. Explain the circumstances, purpose and consequences of testing.

HSE also makes clear that screening alone will not resolve misuse and should form part of a wider health and safety policy.

Before changing your programme, ask what safety problem you are trying to solve. Seek appropriate specialist advice on testing, employment procedures and data protection.

5 Support wellbeing when managing alcohol and drugs at work

An employee may understand the need for a safety measure and still find the experience uncomfortable. If testing is frequent, poorly explained or handled publicly, some employees may feel mistrusted, embarrassed or anxious. This could affect morale, confidence or self-esteem. These are possible experiences to explore, rather than assumptions about everyone who is tested.

Research highlights why the way a process is managed matters. A 1991 survey of 195 pathology laboratory employees found that perceived fairness of drug-testing procedures predicted attitudes including job satisfaction and trust in management. It was a single-workplace observational study, not proof that repeated testing causes lower self-esteem.

A newer meta-analysis, published in Personnel Psychology in 2023, examined 94 samples involving 23,461 workers. Electronic performance monitoring was associated with increased stress, while more transparent and less invasive approaches were associated with more positive attitudes. This concerned electronic monitoring, not alcohol or drug testing, so it offers broader context rather than direct evidence about testing.

Ask how staff experience the process. Is its purpose clear? Are conversations respectful? Do employees know how to raise concerns? HSE stresses that consultation means listening and taking employees’ views into account.

Keep results confidential and securely handled, with access limited appropriately.

6 Respond safely and fairly to alcohol and drugs at work

Changes in attendance, performance or behaviour can have several explanations, including stress or illness. They are not proof of alcohol or drug misuse. HSE highlights the need to recognise concerns without overlooking other causes.

Address immediate safety concerns promptly, then arrange a private conversation based on what has been observed. Managers need to know the policy, who to contact and how to respond when someone asks for help.

7 Make support accessible for alcohol and drugs at work

Employees should know where they can seek confidential help, whether through an employee assistance programme, occupational health, their GP or a specialist alcohol or drug service. HSE recommends explaining the support available and encouraging access to appropriate professional help.

The NHS alcohol support page explains how to access help through a GP or alcohol services. For employees who want to reduce their drinking, NHS Better Health offers practical information. Anyone who may be physically dependent should seek medical advice before stopping suddenly, as withdrawal can be harmful.

Also consider work-related pressures. A workplace stress risk assessment can help you review workload, communication and support. This does not assume work caused someone’s substance use; it helps you address workplace factors within your control.

How Your Company Works can help

Managing alcohol and drugs at work brings together risk assessments, policies, employee wellbeing and day-to-day decisions. You do not have to work through every question alone.

Paula provides calm, practical health and safety support tailored to how your business operates.

We can help with:

Where specialist testing, medical interpretation, treatment, HR or data protection input is needed, those areas should be addressed with the appropriate professionals.

If you are unsure whether your arrangements strike the right balance, book a free 20-minute introductory chat with Paula. We will start with your business, your concerns and the most useful next step.

Email: paula@yourcompanyworks.com
Phone: 07799 533094

Stoptober Through the Lens of Health and Safety: 7 Smoking and Vaping Safety Checks for Your Office

Stoptober is usually associated with helping people stop smoking. For employers, it also provides a useful opportunity to review safety checks for your office which can improve how smoking and vaping are managed in the workplace.

This is not about judging or policing people’s personal choices. It is about supporting employee wellbeing while making sure workplace arrangements remain clear, practical and safe.

Vaping is particularly important because many workplace smoking policies were written before e-cigarettes became commonplace. A policy that simply says “no smoking” may not explain whether vaping is permitted, where it can take place, whether devices can be charged at work or how unwanted devices should be disposed of.

Here are seven practical checks for business owners, office managers and operational managers.

1. Safety checks for your office. Does your policy specifically mention vaping?

Smoking is not permitted in enclosed workplaces. Vaping is treated differently, so employers need to decide what is appropriate for their premises by complete safety checks for the office.

Your policy should clearly explain:

The policy does not need to be unnecessarily complicated. It simply needs to give employees clear and consistent information.

2. Have employees been consulted?

Speaking to employees can help you understand what is happening in practice as part of safety checks for your office.

For example, are people vaping discreetly inside because the arrangements are unclear? Are smokers and vapers expected to use the same area? Does smoke drift back through doors or windows?

Consultation does not mean that every request must be agreed. It helps you make informed decisions and explain the reasons behind them.

3. Does your fire risk assessment cover smoking and vaping?

Smoking materials are a potential source of ignition and should be considered within the fire risk assessment.

Vaping devices also contain rechargeable batteries. A damaged device, unsuitable charger or unattended charging can create a fire risk.

Your assessment should consider:

If working practices or equipment have changed since the fire risk assessment was completed, it may be time for a review.

4. Are charging arrangements clear?

Employees may think nothing of connecting a vaping device to a computer or office charging point.

Businesses should decide whether personal vaping devices can be charged at work. If charging is permitted, staff should understand that damaged devices, unsuitable chargers and unattended charging are not acceptable.

A simple rule within the workplace policy can prevent confusion.

5. Safety checks for your office includes; Is the outdoor area suitable?

A designated smoking or vaping area should be positioned carefully.

Consider whether it is:

Remember that a smoking shelter must not become an enclosed or substantially enclosed space.

6. Are cigarettes and vapes being disposed of correctly?

Cigarette ends can continue to smoulder after they appear to have gone out. They should be fully extinguished and placed in a suitable container rather than an ordinary wastepaper bin.

Vapes are electrical items containing batteries. They should not be placed in general office waste or mixed recycling.

Your policy could require employees to take personal vaping devices home for appropriate recycling. If the business provides a collection point, suitable storage and collection arrangements will be needed.

7. Are you supporting employees who choose to give up smoking?

Giving up smoking can be a significant and positive step for an employee, but it may not always be easy.

During the early stages, nicotine withdrawal can cause cravings, restlessness, irritability, anxiety, disrupted sleep or difficulty concentrating. These effects will vary between individuals, but a little understanding from an employer can make someone feel supported rather than judged.

Employers are not expected to provide medical advice or persuade people to stop smoking. However, they can create an environment in which employees feel comfortable asking for support.

Practical support could include:

Supporting an employee through a personal health change can also benefit the wider organisation. It demonstrates that employee welfare is taken seriously and can help build trust between managers and their teams.

When people feel valued and supported, they may be more comfortable discussing concerns before they become bigger problems. This can contribute to stronger working relationships, improved morale, better employee engagement and a more positive feeling about the organisation as a place to work.

Over time, a genuine commitment to employee welfare can also support retention. Employees are more likely to feel connected to a workplace where wellbeing is reflected in everyday actions rather than appearing only as a statement within a policy.

The aim is not to pressure anyone into giving up smoking. It is to ensure that employees who choose to do so know where to find help and feel that their workplace is behind them.

When was your policy last reviewed?

A clear smoking and vaping policy can support employee welfare, reduce uncertainty and strengthen your fire-safety arrangements.

If your current policy does not mention vaping, charging or disposal, that does not necessarily mean you have a major problem. It may simply mean your arrangements have not kept pace with changes in the workplace.

Your Company Works provides calm, professional and friendly health and safety support for busy business people. We can review your policies, fire risk assessment and workplace arrangements and help you put practical measures in place.

If you would like a free friendly and simple 20-minute conversation about smoking and vaping arrangements in your workplace, please send us a message.

Positive Workplace Safety Culture in 7 Steps

A positive workplace safety culture starts with people feeling able to speak up, share concerns and know they will be listened to.

This week, we’re taking inspiration from National Day of Encouragement on 12 September and looking at something that can make a very real difference to workplace health and safety: encouraging people to speak up, get involved and help make things better.

A positive safety culture isn't created by a policy sitting in a folder.

It is created by what happens every day.

How to Build a Positive Workplace Safety Culture

Can an employee say that something doesn't feel safe? Can they report a near miss without worrying about being blamed? Are managers willing to listen? When somebody raises a concern, does anything happen afterwards?

These everyday behaviours can tell you a great deal about the health and safety culture within a business.

Why Encouragement Matters in a Positive Workplace Safety Culture

Employees often have a very different view of workplace risks from managers because they are the people on the ground, doing the work.

They may notice the awkward process that has become normal, the piece of equipment that regularly causes a problem, the workload pressure affecting the team or the near miss that could easily have become an accident.

Businesses therefore need ways for people to raise these things.

That could include regular team conversations, a clear reporting process, employee consultation, one-to-one discussions or simply creating an environment where people know their concerns will be taken seriously.

Encouragement doesn't mean telling people that everything is fine.

Sometimes it means saying:

“Tell me what isn't working.”

And then being prepared to listen.

Make reporting useful, not frightening

In a positive workplace safety culture, reporting a near miss should be seen as an opportunity to learn and improve, rather than something to blame someone for.

If someone nearly slips, equipment almost fails or a process goes wrong without anybody being injured, the fact that nobody was hurt doesn't necessarily mean there is nothing to do.

A useful reporting procedure helps capture what happened, understand why it happened and decide whether something needs to change.

The focus should be on learning and preventing recurrence.

If people believe every report will result in blame, criticism or unnecessary fuss, they may be less willing to tell you what is happening.

A business cannot manage a risk it doesn't know about.

Consultation is part of good health and safety

Employee consultation plays an important role in building a positive workplace safety culture. The people doing the work often have valuable insight into what is working, what isn't and where improvements could be made.

Consultation shouldn't only happen after something has gone wrong.

Talking to employees about the work they do, the risks they experience and how those risks are controlled can help businesses identify practical solutions that actually work.

It can also make introducing new policies, procedures or controls much easier because the people affected have had an opportunity to contribute.

Good consultation is two-way.

Ask.

Listen.

Consider what you've been told.

Then let people know what is happening as a result.

Consult your employees on health and safety to the HSE guidance on consulting and involving workers.

Your policies should support the culture you want

Health and safety policies and procedures provide the framework, but they need to reflect what actually happens within the business.

For example:

Simple, workable arrangements are usually far more valuable than complicated documents nobody uses.

Encouragement matters to health as well as safety

Positive workplace culture isn't only about preventing accidents.

It matters when managing health and wellbeing too.

Work-related stress can be associated with areas including workload, control, support, relationships, role and organisational change.

Employees need to know they can raise concerns before those concerns become bigger problems.

Managers don't need to have every answer themselves. What matters is having suitable arrangements for recognising concerns, listening and deciding what appropriate action or support may be needed.

Competent advice can give managers confidence too

Competent Health & Safety advice can also help business owners create a positive workplace safety culture by turning good intentions into practical, workable arrangements.

Employees aren't the only people who sometimes need encouragement.

Health and safety responsibility often sits with busy business owners or managers who are already managing a very long list of responsibilities.

UK employers must appoint someone competent to help them meet their health and safety duties. Depending on the business, that could be the employer themselves, somebody within the organisation, an external adviser or a combination.

Good competent support shouldn't simply hand a business another folder of documents.

It should help you understand what matters, decide what needs doing and put arrangements in place that work for your organisation.

Positive safety culture needs both people and process

Encouraging people to speak up is important.

But encouragement works best when there is a practical system behind it.

That can include:

Competent Person advice
Someone who can help you understand your responsibilities and identify sensible priorities.

Policies and procedures
Clear arrangements that people can understand and follow.

Employee consultation
Giving the people doing the work an opportunity to contribute.

Reporting procedures
Making it easy to raise concerns, incidents and near misses.

Near-miss and incident reviews
Looking at what happened, understanding why and learning from it.

Risk assessments
Identifying hazards and putting sensible controls in place.

Stress management
Recognising that protecting health includes psychological as well as physical health.

The aim isn't to create a workplace where nobody ever makes a mistake or raises a concern.

Quite the opposite.

A strong safety culture is one where people feel able to say something, managers are prepared to listen and the business is willing to learn.

Need a guiding hand?

If you're responsible for health and safety but aren't sure whether your current arrangements are working as well as they could, Your Company Works can help.

If you'd like to strengthen your positive workplace safety culture, we provide calm, friendly and practical Health & Safety support tailored to the needs of your business, from competent advice and risk assessments to policies, consultation, reporting arrangements, incident reviews and stress management.

Let's make health and safety something your people can participate in, not something that simply happens around them.

Get in touch with Your Company Works for a friendly conversation about what would work for your business.