CAPABILITY

DEVELOPMENT
WHAT IS A HAZARD ?

A hazard is any source of potential damage, harm or adverse effects on something or someone.

COMMON OFFICE SAFETY HAZARDS

1. SLIP , TRIP & FALL

2. HIT, CUT &PRESS
3. MATERIAL LIFTING & STORING
4. FIRE
5. ERGONOMIC
6. ELECTRICAL
7. HOUSEKEEPING
8. LIFT & STAIRCASE

SLIP, TRIP & FALL HAZARD

 A slip occurs when there is too little traction or friction between the shoe and walking surface.
 A trip occurs when a person’s foot contacts an object in their way or drops to a lower level
unexpectedly, causing them to be thrown off-balance.
 A fall occurs when you are too far off balance.

Prevention :

A. Keep floors dry - Immediately take steps to dry water or other liquids that may gather on floor areas
due to weather, spills, leaks, or other causes to prevent slipping.
B. Keep Walkways Clear - Fall injuries are not always caused by slipping on a wet surface. Trip
hazards resulting from clutter in walkways or poor positioning of furniture and equipment in
inappropriate areas are responsible for many workplace falls and other injuries, such as broken toes,
sprained ankles, etc.
1. Eliminate clutter - Keep walkways and stairs tidy and clear. Make sure they stay free from
clutter and other trip hazards, such as power cords, file boxes, etc.
2. Keep drawers closed - Keep desk and filing cabinets drawers closed at all times they are not
being used.
3. Careful furniture & equipment positioning - Situate furniture, office equipment and other
workplace items to avoid interrupting the natural flow of traffic in the workplace.
4. Pick things up - If you see items in the floor that pose a risk, pick them up and move them -
even if you are not the person who placed them there.
C. Don't Stand or Climb on Furniture
1. Use furniture for intended purposes only - Chairs, desks and other workplace furnishings
aren't meant to function as ladders. Using them in this way can be a quick path to a serious
injury.
2. Use proper equipment - When you need to reach something overhead, properly use a step
ladder or stool designed for climbing to access the item(s).
D. Use handrail : Always hold the handrail while using stairs.
E. Don’t read or talk on phone / mobile while walking.
F. Walk, don't run. Look where you're going while walking around the office.
G. Look down to make sure your chair is beneath you and hasn't rolled away before sitting down.
H. Donot misuse equipment : Wheeled chairs are usually designed for small movements in a limited
area. Racing across wide areas invites the possibility of collision or tripping over obstacles. Leaning
back on a wheeled chair may cause it to flip over.
HIT, CUT & PRESS HAZARD
 1. A struck-by hazard refers to an accident in which a worker is hit and injured by an object, tool or
equipment. Struck-by hazards are mostly related to improper material and equipment handling and
poor housekeeping. Injuries to your hands, fingers or legs may occur when they come in contact with
sharp edged objects.
2. One of the most common workplace injuries is cuts. While these injuries aren’t usually life-
threatening, they can have serious consequences and can happen in almost any workplace. The
biggest measure you can take to help prevent cuts is simply being cautious around sharp tools.
3. Press hazard is defined as an accident which involves injuries caused by crushing between objects. The
person may be squeezed, caught, crushed, pinched, or compressed between objects.
MATERIAL LIFTING & STORAGE HAZARD
Manual handling is any transporting or supporting of a load by one or more workers. It includes the following
activities: lifting, holding, putting down, pushing, pulling, carrying or moving of a load. Manual handling can
result in fatigue, and lead to injuries of the back, neck, shoulders, arms or other body parts.
Two groups of injuries may result from manual handling:
• Cuts, bruises, fractures etc, due to sudden, unexpected events such as accidents
• Damage to the musculoskeletal system of the body (muscles, tendons, ligaments, bones, joints, bursa, blood
vessels and nerves) as a consequence of gradual and cumulative wear and tear through repetitive manual
handling.
These injuries are called ‘musculoskeletal disorders’ (MSDs) and can be divided into 3 groups:
 Neck and upper limb disorders
 Lower limb disorders
 Back pain and back injuries
When a load has to be manually handled, it should be held or manipulated as close to the body as possible.
Twisting, turning and bending of the back should be avoided.

Stored materials must not create a hazard for employees. To prevent creating hazards when storing materials.

 Keep storage areas free from accumulated materials that cause tripping, fires, or explosions, or that may
contribute to the harbouring of rats and other pests.
 Separate non compatible material
 Material on racks should be secured by stacking, blocking, or interlocking to prevent it from sliding, falling,
or collapsing.

FIRE HAZARD

Threats to fire safety are commonly referred to as fire hazards. A fire hazard may include a situation that
increases the likelihood of a fire or may delay / hinder escape in the event a fire occurs.

Damaged power cords can result in fires

Offices typically have a whole host of electrical equipment including computers, monitors, photocopiers,
printers, lamps, kettles and other appliances. Over time electrical wire casing can become damaged and worn
exposing the wiring inside. This carries the risk of electric shock as well as sparks, which can catch onto
flammable materials and start a fire.

To reduce the risk of a fire starting due to damaged cabling, the wiring for all electrical equipment should be
inspected on a regular basis and replaced if worn out.

Combustible materials present in the office

One of the reasons that fires spread so quickly in offices is due to the abundance of combustible materials.
Loose paper, discarded packaging, waste bins and furnishings provide plenty of fuel for fires. Add into the mix
highly flammable adhesives and aerosols and it’s clear to see why offices fires can quickly become so
devastating.

Although the risk created by these materials cannot be completely removed as many of these items are
necessary in the workplace, it can be significantly reduced by taking steps to keep the office tidy and free from
paper and packaging.

Any waste should be collected regularly and stored securely outside the building so it is not allowed to build
up. Where possible, a clean desk policy should be adopted and papers stored away in filing cabinets unless
they are needed.

Care should be taken when using flammable liquids and aerosols. Staff should be made aware of the potential
danger and safe usage. If possible, usage should be restricted to a separate room and these materials should
be kept away from sources of heat at all times.

Soft furnishings such as sofas are becoming more common in offices. These are often made of flammable
fabrics, which can burn rapidly. When choosing furniture for your office ensure it is compliant with legislation
on fire resistant materials and manufacture. This also applies to desks, as there are now many fireproof desks
on the market and opting for these reduces the amount of flammable materials in your office.

If a fire does break out, having an appropriate type of fire extinguisher on site is essential to catch fires early
on before they get the chance to spread.
Blocked walkways and fire escapes can delay evacuation in a fire
It’s essential that all office corridors and walkways are kept clear so that access to fire escapes is not
restricted, which could delay the evacuation of a building. Furniture, waste and other objects must not be
placed close to or in front of fire doors, as these must be easily accessed at all times.

Staff vigilance is a must to ensure that these safety guidelines are followed and proper training should be
given to educate employees on their role in preventing and reporting fire hazards.

Extension leads overheating present a threat of fire

Improper use of extension leads carries a risk of electric shock and fire. Overloading electrical sockets can
cause them to overheat and burst into flames. For this reason extension leads should only be used if
necessary. Attention should be paid to ensure that these are evenly distributed and that not too many
appliances are plugged in and in use at once.

As with all electrical equipment, extensions should be bought from reputable suppliers to guarantee that they
are safe for use. If you suspect that an extension lead is faulty or is overheating, you should stop using it
immediately.

Fire dangers of computer equipment and laptops

Computers play a fundamental role in the majority of modern offices. Generally speaking, they are considered
to be very safe and not present much of a fire risk. However there are a few fire safety considerations
associated with the use of computers and measures that you can take to protect your office.
The main issue is due to the heat that computers produce and the potential for overheating. Although there
are mechanisms built into computers to cool them down, these can fail. Therefore you should make sure that
papers and other combustibles are kept at distance from monitors and CPUs so that they are not ignited.

Laptops can also present an issue if they are placed on soft surfaces (such as the office sofa) for a long period
of time. This is because the cooling vents are usually based on the bottom of the laptop and blocking these
means that the laptop is more likely to overheat. For this reason laptops should only be used on hard surfaces
such as desks and breathing space allowed so the cooling systems can work properly.

All employees should be instructed to turn computers and monitors off when they leave the office at the end
of the day. This reduces the risk of a fire starting in the office after hours when there are less likely to be
people around to raise the alarm.

ERGONOMIC HAZARD

Ergonomics is the study of how a workplace, the equipment used there and the work environment itself can
best be designed for comfort, efficiency, safety and productivity. Often we can improve our levels of comfort
and productivity with relatively simple changes.
Although ergonomics is a broad field, the main areas of concern for workplaces and employees are related to:
 workstations (sitting and standing)
 equipment layout and operation
 computer systems
 noise
 lighting
 thermal comfort

An ergonomic hazard is a physical factor within the environment that harms the musculoskeletal system.

Ergonomic hazards include themes such as

  repetitive movement
 manual handling
 workplace/job/task design
 uncomfortable workstation height
 poor body positioning.

ELECTRICAL HAZARD

Almost everything in an office setting today operates on electricity. Electrical equipment used in an office is
potentially hazardous and can cause serious shock and burn injuries if improperly used or maintained. If a part
of the body comes in contact with the electrical circuit, a shock will occur. The electrical current will enter the
body at one point and leave at another. The passage of electricity through the body can cause great pain,
burns, destruction of tissue, nerves, and muscles and even death.
Here are some important tips to follow.
 Use only equipment that is properly grounded or double-insulated
 Do not overload outlets
 Do not plug multi-outlet bars to other multi-outlet bars
 Minimize the use of extension cords. Do not plug two extension cords together
 Do not cover power cords or extension cords with rugs or mats
 Do not run electrical cords through pedestrian aisles
 Unplug or disconnect machines before servicing or repairing
 Do not ignore the warning signs. If an item feels hot, makes an unusual noise (buzz or hum) smokes
or sparks, take it out of service immediately and tag it “Do Not Use”
 Inspect cords and equipment regularly, and report any defects immediately
 Cover or guard any exposed electrical components or wires
  Unplug cords from the outlet by gripping the plug. Do not pull the cord
 Do not use electrical equipment or appliances near water or wet surfaces
 Never use electrical equipment when hands or the equipment are wet
Many of the hazards that exist in office settings are overlooked or hidden. It is important to understand and
identify these hazards to keep ourselves safe.

e.g. Power supply to either Window or Split AC should be given through 30mA double pole RCBO,ELCB, RCCB,
RCD only and AC having P2 class capacitor should be installed.

MCB-Miniature Circuit Breaker

MCB is an electromechanical device which guards an electrical circuit from an over current, that may effect
from short circuit, overload or imperfect design. This is a better option to a Fuse since it doesn’t require
alternate once an overload is identified.

MCCB-Molded Case Circuit Breaker

The MCCB is used to control electrical energy in distribution and to provide short circuit and overload
protection. Unlike a fuse, this circuit breaker can be simply reset.

ELCB -Earth Leakage Circuit Breaker

The ELCB is used to protect the circuit from the electrical leakage. When someone gets an electric shock, then
this circuit breaker cuts off the power within 0.1 secs, thus protecting the personnel and the equipment from
unsafe condition.

RCCB (Residual Current Circuit Breaker)

A RCCB is an essential current sensing equipment used to guard a low voltage circuit from the fault. It
comprises of a switch device used to turn off the circuit when a fault occurs in the circuit. RCCB is aimed at
guarding a person from the electrical shocks.
Fires and electrocution are caused due to the wrong wiring or any earth faults. This type of circuit breaker is
used in situations where there is a sudden shock or fault happening in the circuit.
For instance, a person suddenly enters in contact with an open live wire in an electrical circuit. In that
situation, in the absence of this circuit breaker, a ground fault may occur and an individual is at the hazardous
situation of receiving a shock. But, if the similar circuit is defended with the circuit breaker, it will tour the
circuit in a second therefore, protecting the person from the electric shock.

X RCBO (Residual Current Breaker with Overload)

As the name suggest the operating fundamental of RCBO is to operate on residual as well as overload
current. RCBO is combination of MCB and ELCB (RCCB).
When current imbalance occurs, the residual current circuit (RCCB) operates and when there is overload in
circuit, the circuit breaker (MCB) operates.

RCD (Residual Current Device)

Generally RCD are being used for RCCB. However, RCD is a generic term referring to any kind of device that
automatically disconnect circuit when residual current exceeds the specified limit.
It is a built in feature or externally connected between socket and appliance.
As RCD are generally designed to operate on residual current only and not on overload, RCDs are termed
more closely with RCCB and not with RCBO.

Safety class: the degree of safety is marked on the capacitor according to the following symbols

P2 - the capacitor has been designed to fail only in case of circuit cut-off and it is protected against fire and
electrocution risk.

P1 - the capacitor can fail either by a circuit cut-off or by a short-circuit and it is protected against fire and
electrocution risk.

P0 - in case of failure, the capacitor does not have any particular protection.

HOUSEKEEPING
5S or good housekeeping involves the principle of waste elimination through workplace organization. 5S was
derived from the Japanese words Seiri, Seiton, Seiso, Seiketsu, and Shitsuke. In English, they can be roughly
translated as sort, set in order, clean, standardize, and sustain.
Housekeeping and cleanliness not only make the organization a safer place to work in but also provide a big
boost to the image of the organization. These activities also
(i) improve efficiency and productivity
 (ii) helps in maintaining good control over the processes
(iii) assist in maintaining the quality of the product.

There are several signs which reflect poor housekeeping and cleanliness at the workplace in the organization.
Some of these signs are
(i) cluttered and poorly arranged work areas
(ii) untidy or dangerous storage of materials (such as materials stuffed in corners and overcrowded
shelves etc.)
(iii) dusty and dirty floors and work surfaces
(iv) items lying on the shop floor which are in excess or no longer needed
(v) blocked or cluttered aisles and exits
(vi) tools and equipment left in work areas instead of being returned to proper storage places
(vii) broken containers and damaged materials
(viii) overflowing waste bins and containers
(ix) spills and leaks etc.
Housekeeping and cleanliness refer to the processes which ensure facilities, equipment, work areas and
access routes are kept in good condition.
Good housekeeping and cleanliness normally results into
 a workplace which is cleaner, safer, well organized and more pleasant for work
 improved utilization of floor space
 smoother and systematic workflow with substantial reduction in non-value added activities
 better inventory control of tools and materials
 reduced handling to ease the flow of materials
 reduction in wastages of materials
 more efficient equipment clean-up and maintenance leading to lower break-downs
 minimization of errors leading to better products
 safe environment for work and lower exposures of employees to hazardous substances (such as dusts,
and vapours etc.)
 more hygienic workplace conditions which lead to improved health of the employees
 improved overall look and feel of the work environment
 improved morale of the employees.
Poor housekeeping and cleanliness, creates workplace hazards which lead to various accident such as
 slips, trips and falls
 caught in-between objects
 struck by falling objects
 struck by moving objects
 cut/stabbed by objects
 struck against objects.
Furthermore, poor housekeeping and cleanliness also create fire hazards which inevitably lead to increased
fire risk.

PRECAUTIONS TO BE TAKEN AT STAIRWAYS, LIFTS, FLOORS & AISLE

Avoid hazardous activities such as

 Rushing
  Keeping hands in pockets
 Use of hand-held devices or phones
 Reading
 Carrying items especially open liquids
 Storing items on steps

LIFT / ELEVATOR

Do:
 Watch your step when getting in or out of an elevator to avoid tripping.
 Hold the handrail if one is available, and stand next to the walls, away from the door.
 Stay calm if you find yourself stuck in an elevator. Use the elevator’s alarm button or emergency
contact button to get help.
 Reassure and calm anyone who is panicked about being stuck in the elevator.
 Stay in a stuck elevator – don’t attempt to pry open the doors. The inside of an elevator is the safest
place to be while the elevator is stopped. Stay quiet and wait for safety instructions.
Don’t:
 Use an elevator in the event of a fire. Take the stairs instead.
 Get on an overly crowded elevator. It may be reaching its weight capacity, so it’s better to wait for the
next one.
 Rest on or push someone against a door.
Introduction to MS-Word
EXERCISE # 1
Open a blank word document and do this exercise.
Before typing the document do following changes:-
1. Click View -> Print Layout on the leftmost part of the ribbon.
In Print layout view you will find ruler appearing around your page. The margin areas will be clearly visible. You have
better control on your page. Other views are Web layout view, Outline View, Draft View.

2. Click Office Button(on the top left side of the window) -> click Save As ->
type Lesson-1 in the filename box. Click Save button. See Lesson-1 appears on the
center of the Title bar of your document.
3. Click Page Layout -> click bottom right icon of Page Setup -> Page Setup dialog box
will appear

Set following margins in the Margin tab

a. Left Margin = 1.1”
b. Right Margin = 1”
c. Top Margin = 1”
d. Bottom Margin = 1.1”
e. Do not tamper the Orientation setting if it is already set Portrait. It deals with the
orientation of the page and has two settings – Portrait and Landscape)
f. Click Paper tab and set Paper Size =A4

4. Set Font=Arial and Font Size =12.

Hints: Click Home -> Set Font and Font Size.

5. Note:-
a. To leave a blank line after a line, position your cursor at the end of the line and
press Enter key.
b. To leave a blank line before a line, position your cursor at the beginning of the
line and press Enter key.
c. Press Ctrl+Home to go to the top of the page.
d. Press Ctrl+End to go to the end of the document.
e. Use Ctrl+ → or Ctrl+ ← to move from one word to another.
f. Use Ctrl+ ↑ or Ctrl+ ↓ to move from one paragraph to another.
g. Use Backspace key to delete backward w.r.t. the cursor and Delete key to
delete forward w.r.t. cursor.
 6. Now start typing the document as shown on the next Page:-

I am writing to let you know that I will not be able to attend classes during the first full
week of May. I will be visiting my family in Razles, Texas for the Cinco de Mayo
festival. I will miss classes on May 3rd, 4th, 5th, and 6th.
 7. Click Office Button-> Save to save your completed file.
8. JUSTIFY the two paragraphs.
9. Set FONT as Arial Narrow and the FONT SIZE = 14 for the entire document.
10. Check the Spelling or Grammar mistakes in the entire document.
11. Bold and Underline the Heading {Jane Doe’s letter to Leslie Gardener}.
12. Center-align the heading of the document.
13. Change the heading color to RED.
14. Replace the word Jane with Bane.
15. Change the Line Spacing of all the paragraphs to 1.5 times.
16. Insert the picture of airplane at the end of the document.
17. Convert the second paragraph into Upper Case (Capital) letters and remove it.
18. Create Header and Footer as given.
i. Header -TATA STEEL
ii. Footer - Exercise in MS-WORD IT
Training Center,
Training Shop
19. Bold the following lines

Jane Doe 1234

Green St.
St. Paul, MN 55101

20. Copy-Paste the first paragraph at the end of the document (after the picture).
21. Insert Today’s Date at the end of the document.
22. Increase the Font size of the header texts.
23. Delete the paragraph you have copy-pasted (as done in ex. 20)
24. Bullet the list.
25. Save the document in the folder My Document with a filename Lesson-God.
26. Close your document, Exit from MS-WORD.
27. Retrieve your file, do some modification- type the name of your family members or
friends. Save the document, then again close and re-open your document.
 Introduction to MS-Excel 2007 Window

The Ribbon is the strip of buttons and icons located above the work area in Excel 2007.
The Ribbon replaces the menus and toolbars found in earlier versions of Excel.
Different Tabs
Home, Insert, Page
Layout etc.

Cell

Above the Ribbon are a number of tabs, such as Home, Insert, and Page Layout.
Clicking on a tab displays the options located in this section of the ribbon.

There are three basic components to the Ribbon:

Tabs - There are seven (here it’s 8) of them across the top. Each represents core
tasks you do in Excel.
Groups - Each tab has groups that show related items together.
Commands - A command is a button, a box to enter information, or a menu.

Clicking on an option on the ribbon may lead to further options contained in a

Contextual Menu that relate specifically to the option chosen.
How to Hide the Ribbon Commands:

 Double click on one of the ribbon tabs - such as Home,

Insert, or Page Layout.

OR

 Press the CTRL + F1 keys on the keyboard.

Only the tabs will be left showing above your spreadsheet.

To Show the Ribbon Commands Again:

 Click on one of the ribbon tabs - such as Home, Insert, or Page Layout.

OR

 Press the CTRL + F1 keys on the keyboard a second time.

 Exercise#1
Instructions:-

1) Type in all text and numbers shown in the spreadsheet below.

2) Format all numbers as a currency.
3) Center the spreadsheet heading 'Sales and Produce
Department' across the spreadsheet.
4) Format all text as displayed in the sample below.
5) Create formula to display a total for each fruit.
6) Create formula to display a total for each month.
7) Create a formula to calculate the total sales for all fruit items for the year to date.

Press

enter
after
entering
formula

Exercise#2
Instructions:-

1) Type in all text and numbers shown in the spreadsheet below.

2) Format all numbers with appropriate format.
3) Center the spreadsheet heading 'Mike's Stationery Order' across the spreadsheet.
4) Format all text as displayed in the sample below, including the rotated text labels.
5) Create formula to display a total for each stationery item ordered.
6) Create a formula to calculate the total for the stationery order.
Exercise#3

Instructions:
1) Type in all text and numbers shown in the spreadsheet below.
2) Format all numbers with appropriate format.
3) Center the spreadsheet heading 'Travel Expenses for The Month Of
May' across the spreadsheet.
4) Format all text as displayed in the sample below, including the rotated text labels.
5) Create formula to display a total for each Sales Rep.
6) Create formula to calculate the amount due to each sales rep, on the
basis that each rep is reimbursed 0.56 cents per kilometer traveled.
7) Apply all borders and shading (colour) shown in the sample below, feel
free to experiment with your own colour schemes.

Exercise#4 (Do it yourself)

1) Type in all text and numbers shown in the spreadsheet below.

2) Format all numbers with appropriate format.
3) Center the spreadsheet heading "Weekly Income
Schedule" across the spreadsheet.
4) Format all text as displayed in the sample below.
5) Create formula to display a total for each item in the Lunch Bar.
6) Create formula to calculate the Total Exp (Total Expenditure).
7) Create formula to calculate the profit.
8) Create formula to calculate the totals for each column.
9) Apply all borders and shading (colour) shown in the sample below,
please feel free to experiment with your own colour schemes.
Exercise#5
Using Sum, Average, Min, Max, Count functions:
- Instructions:
1. Please insert the following data in a fresh sheet. Fill in the empty
boxes using proper formula.
2. If you feel difficulties then take help of Figure 2.

Figure 1

Hints: To apply % format – Select B18 to F18. Click Home > % in the Number section.
Figure 2