Office Opening and Closing Procedures
| Purpose |
To protect workers from risks associated with opening and closing Qualico office buildings, particularly when working alone. Following proper procedures reduces hazards such as violence/harassment, emergency situations, and injury risks while fostering a secure work environment. |
| Definition |
Office opening and closing procedures involve entering or leaving office premises safely and securely, ensuring all access points, systems, and work areas are monitored for hazards. These procedures are designed to reduce risks of violence, injury, and emergencies, with an emphasis on worker training, preparation, and situational awareness. |
| Hazards
This list of potential hazards is not comprehensive. Workers are required to complete a Hazard Assessment prior to starting this task to ensure all hazards are identified and controlled.
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Physical:
- Slips/Trips
- Violence/Harassment
- Personal Health Issues
- Electrical Shock
- Flooding
- Poor lighting
Psychosocial:
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| Controls |
Engineering:
- Communication device (e.g., cell phone or 2-way radios)
- Proper Lighting
Administrative:
- Emergency Response Plan (ERP)
- Work Alone Plan
- Reliable weather-monitoring tools (Environment Canada, AccuWeather, etc.)
- Housekeeping
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| Work Site Supervisory Responsibility |
Do
- Provide/facilitate training and approve the Worker to complete office opening and closing on their own.
- Ensure Workers have the appropriate access codes for the office alarm system and understand the associated alarm emergency procedures.
- Review Work Alone Plans regularly and update as needed.
- Conduct biannual tests of alarm systems and communication devices to ensure functionality.
- Communicating and relay any important updates to management or building operations. Document any incidents or unusual observations.
Do not
- Allow Workers to open or close the office alone if they are not trained.
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| Worker Responsibility |
Do
- Be trained in and understand Qualico’s procedures for working alone, including establishing a Work Alone Plan and a designated work alone buddy.
- Ensure that your personal vehicle is parked in a well-lit area and be aware of your surroundings.
- Follow the appropriate alarm disarming instructions when opening the office.
- Notify a supervisor or safety personnel if alarm system is inoperable or not working properly.
- Turn on the lights and any other system that is required for safety. (e.g., security cameras, perimeter lights, OK Alone App).
- Make the appropriate phone calls on arrival and on departure to your work alone buddy, as necessary.
- Be sure to know the location of a first aid kit and a fire extinguisher.
- Lock file cabinets and shred sensitive documents. Follow data protection protocols.
- Power down computers and non-essential equipment. Avoid daisy-chaining extension cords.
- Ensure the office is properly secured before leaving – close and lock all windows and outside doors. Turn off any coffee pots, stoves, or devices that can potentially cause a fire hazard.
- Confirm all closing tasks are completed.
- Confirm no staff or visitors remain in the building.
- Turn off lights and any other systems that need to be turned off.
- Prior to leaving, check the parking lot and surrounding areas for any suspicious vehicles or people. notify a supervisor or buddy if any are observed before exiting the building.
- Set the alarm, ensure it is properly set, and leave the building within the allotted time.
- Lock up the office, and double check the doors are properly secured prior to leaving.
- Call your work alone buddy or Supervisor/Superintendent if you are concerned for your safety at any time.
Do not
- Work alone without a Work Alone Plan.
- Open or close the office if you do not have an alarm access code.
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