Office Equipment Safe Work Method Statement

Office Equipment Safe Work Method Statement (SWMS Template) delivered in Microsoft Word format for easy editing.

Office Equipment Safe Work Method Statement

Office Equipment Safe Work Method Statement (SWMS)

Whether you need to get on site to start work, looking to create a safe work environment or pitching for that next big contract or government tender - the Office Equipment Safe Work Method Statement is easy tocustomise, easy to use and integrate into your current Safety Management System. If you don't have a Safety Management System, we need to talk, seriously, and you don't need to be carrying that level of risk exposure in your business - we can help.

Look, we understand that business should be rewarding and not consumed by tedious red tape. The Safe Work Method Statement Template we create is in an easy to understand format, while at the same time being some of the highest quality documents in the industry. Our SWMS documents get you onsite, save you loads of time and are very user-friendly. This way, you can get on with doing what you do best.

The Office Equipment Safe Work Method Statement (SWMS) covers the following Job Steps, including potential hazards, control measures and risk ratings:

  1. Planning and preparation
  2. Training and capabilities
  3. Assess onsite conditions
  4. Set up work area
  5. Temporary Traffic Control (TMP)
  6. Delivery of materials and equipment
  7. Computers and screen based equipment
  8. Photocopiers and printers
  9. Shredders
  10. Maintenance and movement of machines
  11. On completion

The Office Equipment Safe Work Method Statement, includes;


Risk Assessment Matrix | Hierarchy of Controls | PPE | Emergency Response

Your Office Equipment Safe Work Method Statement is ready to be used in three easy steps:

  1. Add your company logo and details to the SWMS Template.
  2. Identify site specific risks.
  3. Address any site specific risks and add them to your SWMS Template.

Your SWMS is now read to use, and may also be used as training materials for work related activities such as Workplace Inductions or WHS-OHS Toolbox Meeting Talks.

Bluesafe Quick Tips:

  1. Unplug appliances when not in use to save energy and minimize the risk of shock and fire.
  2. Never plug more than one high-wattage appliance in a single power outlet at a time.
  3. Avoid overloading outlets with too many appliances.

Office Equipment Safe Work Method Statement

  • Detailed and pre-filled Office Equipment Safe Work Method Statement.
  • Instant Delivery.
  • Fully editable Safe Work Method Statement Template.
  • Easy to customise - instructions included.
  • Referenced to AS/NZS (Standards) and Legislation. 
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View a Safe Work Method Statement Example

See an example of a Safe Work Method Statement Template below. All our SWMS Template documents are comprehensive in nature, easy to use, and are a huge time saver. Our Safe Work Method Statement Templates are quick and easy to customise to your specific business or operation and are perfectly suited for every day use, for larger contracts and tenders right through to qualifying for contractor management platforms such as CM3.

What is a Safe Work Method Statement?

A SWMS is a document that outlines the high-risk construction work activities that will be performed at a workplace, the hazards that will be present as a result of these activities, and the controls that will be implemented to mitigate the risks.

A single SWMS can be utilised for numerous high-risk construction work activities, such as employing powered mobile plant, working at heights of more than 2 metres, and working near to a road that is used by traffic other than pedestrians.

A SWMS is an administrative control that is used to support higher-order controls, such as engineering controls, that are designed to remove or reduce hazards to health and safety.

A SWMS differs from other documentation such as a Job Safety Analysis or a Safe Operating Procedure in that it focuses on specific jobs or processes. A SWMS isn't meant to be a procedure; rather, it's a tool for supervisors and workers to check and monitor the workplace control measures. For high-risk work activities, a PCBU (Person Conducting a Business or Undertaking)  must prepare a Safe Work Method Statement (SWMS) or check that one has been prepared before starting work. It is important to note that before any work process has started, a SWMS must be prepared.

A PCBU, on the other hand, also must manage health and safety hazards by eliminating or reducing them as much as possible. Before beginning any work on a project, the principal contractor must also obtain a copy of the SWMS.

What information does a Safe Work Method Statement need to contain?

A Safe Work Method Statement should identify high-risk work and any specify hazards related to high-risk construction work as well as any health and safety risks. The SWMS should describe the risk-control measures to be implemented, monitored, and reviewed and also should describe how the risk-control measures will be effective at reducing or eliminating the risk, and how they will be implemented, monitored, and reviewed.

A Safe Work Method Statement should be concise and focus on outlining the specific risks identified for the high-risk work to be performed, as well as the control measures to be implemented to ensure that the work is completed safely.

A long and overly complex Safe Work Method Statement which could be difficult to comprehend, implement and monitor or review may be confusing for workers to mentally digest and therefore is not ideal in helping to reduce or eliminate risks in the workplace. It is imperative that workers, and especially those who do not speak English, are able to understand the Safe Work Method Statement. Consider having pictures or diagrams added to the SWMS as a more effective way of presenting information contained within the SWMS.

The SWMS should also contain other regulatory requirements to protect health and safety of all personnel, such as controlling noise exposure and manual job risks. Also, keep in mind that evidence of a completed risk assessment may be required by the regulator or for auditing reasons if the Safe Work Method Statement is based on a workplace-specific risk assessment.

Who's Responsible for creating the Safe Work Method Statement?

In collaboration with workers who will be directly engaged in the activity, the person responsible for carrying out the work is usually best equipped to prepare the SWMS document. In most cases, this means that a Safe Work Method Statement is created by the builder for his or her employees, or by the subcontractor for their employees.

To establish who is in the best position to prepare the Safe Work Method Statement, the principle contractor, builder, and/or subcontractors should decide who will take responsibility for the SWMS.

It's also a requirement that all managers, contractors, supervisors, and workers be involved in the creation of a Safe Work Method Statement. Workers must be consulted so that they understand the SWMS in depth and what they must do to establish and maintain risks and implement control measures to manage the risk. Sharing information and utilising workers' knowledge and experience may also aid in ensuring that the task is completed in accordance with the SWMS.

If your workplace has a Health and Safety Representative, they should also be contacted while creating a Safe Work Method Statement.

What does the principal contractor's responsibility entail?

Before beginning work, a principal contractor must take all reasonable steps to obtain a SWMS from any contractor performing high-risk work. If no SWMS exists, the principal contractor must arrange for one to be created, for example by the contractor or subcontractor.

A general contractor should establish plans to ensure that high-risk work is carried out safely and in compliance with the Safe Work Method Statement. This can be done by keeping an eye on how the SWMS is being implemented on the ground.

The principal contractors' WHS management plan must also include detailed arrangements for collecting, assessing, monitoring, and reviewing the SWMS, according to the WHS Regulations.

How to Write a Safe Work Method Statement 

If you're looking to write your own Office Equipment Safe Work Method Statement, the first step is to create the document as a Safe Work Method Statement Template. This way, you can use the same SWMS Template and then adjust the document for each different office equipment project as needed, making sure that your Office Equipment SWMS Template addresses any site specific risks.

The fastest and most cost effective solution would be to purchase a Bluesafe Office Equipment SWMS Template. However, if you decide to take the route of writing your own office equipment SWMS.

There are some fundamental requirements and information which you may want to consider adding to your Office Equipment SWMS such as:

  • Details of the person(s) responsible for making sure implementation, monitoring and compliance of the Office Equipment SWMS as well as any reviews and modifications.
  • Any information detailing safety meetings or toolbox talks in relation to office equipment work, scheduled in accordance with legislative requirements to first identify any site hazards where the office equipment work is being conducted, secondly, communicate the risks and hazards and then take steps to eliminate or control each hazard in relation to the office equipment work being done.
  • Any changes added to the Office Equipment SWMS after an incident or a near miss. 

Note: The Office Equipment SWMS must be kept and be available for inspection at least until the office equipment work is completed.Where the Office Equipment SWMS is revised, all versions of the SWMS Template should be kept. If a notifiable incident occurs in relation to the Office Equipment Safe Work Method Statement, the Office Equipment SWMS must be kept for a minimum of two years from the date of the incident.

Your Office Equipment Safe Work Method Statement Template should list any high risk construction work, such as:

  • Does the office equipment work outlined in the Office Equipment SWMS involve a risk of a person falling more than 2 meters?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out on or near pressurised gas mains or piping?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out on a telecommunication tower?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out on or near chemical, fuel or refrigerant lines?
  • Does the office equipment work outlined in the Office Equipment SWMS involve demolition of an element of a structure that is load-bearing?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out on or near energised electrical installations or services?
  • Does the office equipment work outlined in the Office Equipment SWMS involve demolition of an element related to the physical integrity of a structure?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out in an area that may have a contaminated or flammable atmosphere?
  • Does the office equipment work outlined in the Office Equipment SWMS involve, or is likely to involve, disturbing asbestos?
  • Does the office equipment work outlined in the Office Equipment SWMS involve tilt-up or precast concrete?
  • Does the office equipment work outlined in the Office Equipment SWMS involve structural alteration or repair that requires temporary support to prevent collapse?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out on, in or adjacent to a road, railway, shipping lane or other traffic corridor?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out in or near a confined space?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out in an area of a workplace where there is any movement of powered mobile plant?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out in/near a shaft or trench deeper than 1.5m or tunnel involving use of explosives?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out in areas with artificial extremes of temperature?
  • Is the office equipment work outlined in the Office Equipment SWMS carried out in or near water or other liquid that involves a risk of drowning?
  • Does the office equipment work outlined in the Office Equipment SWMS involve diving work?

Your Office Equipment Safe Work Method Statement should also identify any high-risk machinery or equipment in operation near the work site, such as: 

  • Forklift
  • Crane
  • Hoist
  • Office Equipment
  • Backhoe
  • Loader
  • Boom Lift
  • Elevated Work Platform (EWP)
  • Genie Lift
  • Trencher
  • Drilling Rig
  • Trucks
  • Formwork
  • Bobcat
  • Flammable Gas
  • Fuel
  • Dozer
  • High Voltage
  • Mulcher
  • Tilt-up Panels
  • Roller
  • Scissor Lift
  • Tractor

Your Office Equipment SWMS should also list any Personal Protective Equipment such as:

  • Foot Protection - Boots or closed in shoes
  • Hand Protectiglazinon - Gloves
  • Head Protection - Hard hat or helmet
  • Hearing Protection - Ear plugs or ear muffs
  • Eye Protection - Safety glasses, goggles or face shields
  • Respiratory Protection - Face masks etc
  • Face Protection - Face shield, welding mask etc
  • High Visual Clothing
  • Protective Clothing - Overalls etc
  • Fall Protection - Safety harness, edge protection etc
  • Sun Protection - Sunscreen, hat etc
  • Hair and Jewellery Secured - Hair Net, etc 

The Office Equipment SWMS must be reviewed continually to ensure it remains effective and relevant. The Office Equipment SWMS must be reviewed (and revised if necessary) if relevant control measures in relation to office equipment work are revised. The review process should be carried out in consultation with workers (including contractors and subcontractors) who may be affected by the Office Equipment and their health and safety representatives who represented that work group at the workplace.

When the Office Equipment SWMS has been revised, the person conducting a business or undertaking must ensure:

  1. All persons involved in the office equipment work are advised that a revision has been made and how they can access the revised Office Equipment SWMS;
  2. Persons who will need to change a work procedure or system as a result of the review are advised of the changes in a way that will enable them to implement their duties consistently with the revised Office Equipment SWMS; and,
  3. Workers that will be involved in the office equipment work are provided with the relevant information and instruction that will assist them to understand and implement the revised Office Equipment SWMS.

When preparing your Office Equipment SWMS, here are some topics you might want to also include to ensure you have covered as many risks and hazards as possible.  

Planning and Preparation When Working With and Around Office Equipment. 

When writing your Office Equipment SWMS, establish any policies, procedures and systems for working with Office Equipment in consultation with the Principal Contractor and workers while being sure to establish:

  • Health and Safety guidelines for office equipment work
  • Emergency plans and evacuation procedures for the Office Equipment SWMS
  • Worker inductions for Office Equipment
  • Toolbox talks (safety meetings) added to the Office Equipment SWMS
  • Outline details of supervision of the site and workers on the Office Equipment SWMS
  • Check all workers qualifications, permits and competencies for Office Equipment operations
  • Ensure the Office Equipment and any related equipment is functioning correctly
  • Hazard reporting procedures in place and added to the Office Equipment SWMS
  • Incident reporting procedures in place and added to the Office Equipment SWMS
  • Exclusion zones when conducting office equipment work
  • Risk Assessment for TASK completed and noted on the Office Equipment SWMS
  • Electrical NO GO ZONES identified, discussed and documented.

Assessment of Site Conditions 

Thoroughly assess the work site/area conditions when working with office equipment and ensure that:

  1. A risk assessment of the office equipment work is conducted
  2. Suitable access and adequate space to conduct office equipment work safely
  3. Consult with all stakeholders on potential hazards and risks when conducting office equipment work
  4. Consultation with all relevant workers and personnel for Office Equipment SWMS details
  5. If conducting Office Equipment at night, ensure there is adequate lighting
  6. Check that the work environment is suitable for office equipment work

Office Equipment Training - Worker Qualifications 

ensure all workers have the appropriate licenses in conducting Office Equipment as well as any qualifications that may be required for various office equipment projects before starting work. If White Cards are required, retain copies of all cards, licenses and qualifications of personnel.

All personnel must: 

  1. Be trained and/or have received instructions on the Office Equipment SWMS including all safety and emergency procedures.
  2. Be qualified, knowledgeable and competent in Office Equipment operations and office equipment work as well as all delegated tasks/responsibilities
  3. Be fully aware and understand the scope of work in relation to the Office Equipment SWMS

Below are some examples of some Control Measures to be implemented when creating your own Office Equipment Safe Work Method Statement Template:

  • An electric circuit that is protected by a safety switch oran RCD must power all computers and allied equipment.
  • Before connecting the computers to power, ensure the cases are fully closed.
  • Cables and leads must be kept clear of aisles, under-desk areas and walkways.
  • Total load on each outlet must not exceed ratings.
  • Never overload power boards or outlets.
  • Never use double adaptors, piggyback plugs and do not overload power boards.
  • Be careful when placing tower units under the desks, or when removing them.
  • Never use on circuits that are unprotected.
  • Never use without a cover being fitted.
  • Aisles and walkways must always be kept clear.
  • For preventing overloading, make sure adequate power outlets are available.
  • Safe handling practices must be observed.
  • Copiers and printers must be placed behind screens or in a dedicated room to prevent noise disturbances entering into other work areas.
  • Sufficient space must be provided around the machines to prevent them from overheating and allow cooling, and make sure there is enough ventilation in the area to remove the hot air generated.
  • While cleaning or clearing paper jams, try to avoid contact with hot surfaces.
  • For clearing jams, never remove any cover that is screwed to the machine.
  • Follow operator instruction manuals and do not make any adjustments or work that is not permitted to the users.
  • Never allow any person to carry out adjustments and repairs unless unauthorised.
  • Although not hazardous, toner dust may cause temporary irritation if inhaled.
  • There may be slight quantities of ozone, but will not cause any harm.
  • Printers and copiers do not produce any harmful rays, but there may be intense light, which can cause temporary dazzling.
  • Sound absorbing screens must be used around printers and copiers.
  • Have procedures for clearing jams at copier locations.
  • Avoid contacting or breathing the dust.
  • Adequate ventilation must be provided.
  • The platen cover must be kept closed.
  • Shredders must be located in places where the noise produced will not cause any disturbance when they are operating.
  • Make sure there are instructions near the shredder regarding what the machine can handle and what should not be fed into it.
  • Make sure the covers are in place at all times, to disallow contact with cutters and blades.
  • Bins must be emptied regularly to prevent the shredder being jammed.
  • Provide screens or place in the copier room to block the noise.
  • Never insert the disallowed items.
  • Never use the shredder without all covers fitted.
  • Only an authorised service person must perform work other than that allowed to the user by the manufacturer’s manual.
  • Before working on exposed live electrical parts, make sure the machine is disconnected from the supply.
  • Before returning to service, make sure all covers have been replaced on the machine.
  • For relocating or moving loads that are heavy or large, utilise aids or obtain assistance.
  • No person must attempt repair or adjustments unless authorised.
  • Electrical safety practices and procedures must always be observed.
  • Never use a machine that does not have covers.
  • Safe handling and lifting procedures must always be followed.

National: View the Model Codes of Practice for Excavation Work on Safe Work Australia's website here.
Victoria: Victoria's Code of Practice for Excavation Work may be viewed on Work Safe Victoria's website here.