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.

Occupational Health Risk Management for Healthier Workplaces

Occupational health risk management helps prevent work-related ill health by identifying and controlling the physical and psychological risks that can affect people at work.

Occupational Health Awareness Week is an opportunity for organisations to look beyond immediate safety hazards and consider how everyday working conditions may affect employees’ long-term health.

Some workplace risks are easy to see, such as an obstructed walkway or damaged equipment. Others develop gradually. Poor workstation setup, repetitive movement, manual handling, exposure to hazardous substances, noise, vibration, work-related stress and excessive workloads can all affect a person’s health over time.

Effective occupational health risk management makes these risks part of everyday health and safety planning, helping organisations protect their people and build healthier, more supportive workplaces.

Why Occupational Health Risk Management Matters

Occupational health and workplace health and safety work most effectively when they are considered together.

Health and safety management provides the framework for identifying hazards, assessing risks and introducing suitable controls. Occupational health brings specialist clinical expertise where it is needed, including support for employees with health conditions, rehabilitation and a safe return to work.

The two areas are closely connected, but their roles are not interchangeable. A health and safety adviser can help an organisation identify work-related health risks and improve its management arrangements. However, medical assessments, diagnosis and clinical recommendations should be provided by a qualified occupational health professional.

Good occupational health risk management helps employers recognise when practical workplace controls are required and when specialist occupational health advice may be appropriate.

Work-Related Health Risks Are Not Always Obvious

Work-related ill health rarely begins with one dramatic incident. The early warning signs may be less visible and can easily be overlooked.

These signs might include:

These issues should not automatically be treated as individual performance problems. They may indicate that workplace risks, working arrangements or existing controls need to be reviewed.

Listening to employees is an important part of identifying these concerns. Staff often notice changes and emerging problems before they appear in absence figures or formal reports.

Occupational Health Risk Management for Physical and Psychosocial Risks

A strong approach to occupational health risk management considers both physical and psychosocial hazards.

Physical health risks may include:

Psychosocial risks can include:

These risks should not be managed through separate, disconnected processes. For example, discomfort caused by an unsuitable workstation can affect concentration and wellbeing. At the same time, high workloads may discourage someone from taking breaks or reporting pain.

An effective risk assessment considers how different hazards interact and whether existing controls are genuinely protecting the people doing the work.

Five Questions for Managers

Organisations can strengthen their occupational health risk management by asking five practical questions.

1. Have we identified the health risks associated with the work?

Risk assessments should consider more than accidents and immediate injuries. They should also examine potential causes of long-term ill health, including musculoskeletal problems, exposure risks and work-related stress.

Your Company Works can support organisations with proportionate, practical workplace risk assessments that reflect the work actually being carried out.

2. Are our controls working in practice?

A written policy or completed risk assessment does not automatically mean a risk is being managed effectively.

Managers should check whether employees understand the controls, whether equipment is suitable and whether agreed procedures are consistently followed. Reviews should also take place when work activities, staffing, equipment or individual circumstances change.

3. Are employees encouraged to raise concerns early?

People are more likely to report discomfort, stress or health concerns when they feel they will be listened to and supported.

Early conversations can help an organisation make straightforward adjustments before a concern develops into long-term sickness absence. Managers should know how to respond sensitively, record relevant information appropriately and seek specialist advice when necessary.

4. Do our managers understand their responsibilities?

Managers do not need to diagnose health conditions, but they should understand how work can affect health.

They should be able to recognise potential warning signs, have appropriate conversations, follow internal procedures and escalate concerns. Clear policies and suitable training give managers the confidence to respond consistently.

5. Do we know when specialist occupational health advice is needed?

Some issues can be addressed through risk assessment, improved equipment, better planning or temporary workplace adjustments. Other situations require clinical occupational health input.

This may include advice about an employee’s fitness for work, rehabilitation, health surveillance, medical restrictions or a safe return following illness. Recognising that boundary is an essential part of responsible occupational health risk management.

The Scale of the Occupational Health Challenge

The UK continues to face a significant challenge from long-term ill health and economic inactivity.

IOSH reports that approximately 2.8 million working-age adults are out of work because of ill health. It also highlights that only 45% of UK workers currently have access to occupational health provision.

These figures demonstrate why prevention and early intervention matter. Smaller organisations may not have an internal occupational health or health and safety department, but they still need suitable arrangements for identifying risks, supporting employees and obtaining specialist advice when required.

Proportionate occupational health risk management can help organisations act earlier, reduce avoidable harm and demonstrate that employee health is being taken seriously.

Practical Occupational Health Risk Management Support

Your Company Works provides practical health and safety support for organisations that need additional knowledge, capacity or confidence.

Depending on your organisation’s needs, Your Company Works can help with:

Our approach is calm, proportionate and focused on workable solutions. We help organisations understand what needs to be done, why it matters and how improvements can be introduced without unnecessary complication.

Where specialist clinical input is required, we can also help you recognise the need for an appropriate occupational health referral. Your Company Works does not provide medical diagnosis or clinical occupational health assessments.

We can also provide DSE and workstation assessment support to help identify practical changes that may reduce discomfort and improve working arrangements.

Creating a Healthier Workplace

Good work can have a positive effect on people’s health, confidence and wellbeing. However, this depends on risks being properly managed and employees receiving the right support at the right time.

Occupational Health Awareness Week is a useful prompt, but occupational health risk management should continue throughout the year. Regular reviews, open conversations and early action can make a meaningful difference to employees and the organisation as a whole.

If you are unsure whether your current arrangements adequately address work-related health risks, contact Paula to arrange a friendly, free, no-obligation chat. We can help you review your approach, identify sensible priorities and put practical improvements in place.

Telephone: 07799 533094
Email: paula@yourcompanyworks.com

Sources and further reading