PowerPoint Presentation Safety Guidelines

Assessment Date: [DATE]

Assessor: [ASSESSOR NAME]

Department/Area: [DEPARTMENT/AREA]

Review Date: [REVIEW DATE]

1. Assessment Scope

This risk assessment covers the creation of PowerPoint presentations, focusing on ergonomic considerations, potential hazards, and best practices to prevent eye strain and repetitive stress injuries. It includes all activities directly related to the creation and presentation of PowerPoint slides, from initial planning to final delivery. Excluded are activities not directly related to PowerPoint use, such as general office tasks or unrelated computer work.

2. Risk Assessment Methodology

This risk assessment uses a qualitative approach based on a 5x5 risk matrix to determine risk levels. The hierarchy of controls (Elimination, Substitution, Engineering controls, Administrative controls, and PPE) is applied to mitigate identified hazards. Risk levels are defined as follows:

Likelihood: Rare, Unlikely, Possible, Likely, Almost Certain Severity: Negligible, Minor, Moderate, Major, Catastrophic Risk Rating: Low, Medium, High, Extreme

3. Risk Matrix Reference

The following matrix is used to evaluate risk levels based on likelihood and severity:

		Likelihood
Rare	Unlikely	Possible	Likely	Almost Certain
Severity	Catastrophic	Low	Low	Medium	Medium	High
Major	Low	Low	Medium	Medium	High
Moderate	Low	Medium	Medium	High	Extreme
Minor	Low	Medium	High	Extreme	Extreme
Negligible	Medium	Medium	High	Extreme	Extreme

4. Hazard Identification and Risk Evaluation

1. Eye Strain: Prolonged focus on a computer screen can lead to eye strain, blurred vision, and headaches.

Potential Consequences: Headaches, blurred vision, eye irritation, reduced concentration.

Affected Persons: Workers, Presenters

Initial Risk Assessment

Likelihood	Severity	Risk Rating
Likely	Moderate	Medium

Control Measures

• Use larger font sizes and high contrast color schemes.
• Limit the amount of text on each slide.
• Use visuals (images, charts) to convey information.
• Provide printed handouts or digital copies of the presentation.
• Encourage presenters to read the slides aloud rather than having the audience read them silently.

Residual Risk Assessment

Likelihood	Severity	Risk Rating
Possible	Minor	Low

2. Repetitive Stress Injuries (RSI): Repetitive movements like typing and mouse clicking can cause carpal tunnel syndrome and other RSIs.

Potential Consequences: Carpal tunnel syndrome, tendonitis, muscle strains, chronic pain.

Affected Persons: Workers, Presenters

Initial Risk Assessment

Likelihood	Severity	Risk Rating
Possible	Moderate	Medium

Control Measures

• Use an ergonomic keyboard and mouse.
• Adjust chair height and posture to maintain proper alignment.
• Take frequent breaks to stretch and move around.
• Use voice recognition software to reduce typing.
• Alternate between tasks to avoid prolonged repetitive movements.

Residual Risk Assessment

Likelihood	Severity	Risk Rating
Unlikely	Minor	Low

3. Poor Ergonomics: Improper workstation setup can lead to musculoskeletal disorders.

Potential Consequences: Neck pain, back pain, shoulder pain, headaches.

Affected Persons: Workers

Initial Risk Assessment

Likelihood	Severity	Risk Rating
Likely	Moderate	Medium

Control Measures

• Use a document holder to position materials at eye level.
• Ensure adequate lighting to reduce glare.
• Adjust screen brightness and contrast.
• Use blue light filters or glasses.
• Encourage regular eye exams.

Residual Risk Assessment

Likelihood	Severity	Risk Rating
Possible	Minor	Low

4. Equipment Malfunction: Projector or computer malfunctions during a presentation can cause disruptions and potential injuries.

Potential Consequences: Tripping hazards, electrical shock, equipment damage, presentation delays.

Affected Persons: Presenters, Audience

Initial Risk Assessment

Likelihood	Severity	Risk Rating
Unlikely	Minor	Low

Control Measures

• Use a stable and adjustable projector stand.
• Secure cables to prevent tripping hazards.
• Ensure adequate ventilation to prevent overheating.
• Provide clear instructions on equipment operation.
• Inspect equipment regularly for damage.

Residual Risk Assessment

Likelihood	Severity	Risk Rating
Rare	Negligible	Low

5. Presentation Fatigue: Lengthy and poorly designed presentations can lead to audience fatigue and reduced information retention.

Potential Consequences: Reduced audience engagement, decreased information retention, negative perception of the presenter.

Affected Persons: Presenters, Audience

Initial Risk Assessment

Likelihood	Severity	Risk Rating
Possible	Minor	Low

Control Measures

• Plan presentations to fit within allotted time.
• Practice presentations to ensure smooth delivery.
• Engage the audience with interactive elements.
• Provide breaks during long presentations.
• Encourage questions and discussions.

Residual Risk Assessment

Likelihood	Severity	Risk Rating
Unlikely	Negligible	Low

5. General Control Measures

• Maintain a clean and organized workspace to minimize physical hazards and promote efficient work habits.
• Take regular breaks to reduce eye strain and prevent repetitive stress injuries. Follow the 20-20-20 rule: Every 20 minutes, look at an object 20 feet away for 20 seconds.
• Ensure proper lighting in the workspace to minimize glare and eye strain. Use adjustable lighting to suit individual needs.

7. Training Requirements

• Ergonomic Training: Proper workstation setup, including chair height, monitor placement, and keyboard/mouse positioning.
• Eye Strain Prevention: Techniques for reducing eye strain, such as the 20-20-20 rule and proper lighting adjustments.
• Repetitive Stress Injury Awareness: Identification of RSI symptoms and preventative exercises.

8. Monitoring and Review

Review Frequency: Annually, or after any reported incidents or significant changes in work practices

Monitoring Type	Frequency	Responsible Party	Description
Regular Inspection	Monthly	Safety Officer	Regularly inspect workstations for ergonomic compliance.
Performance Indicator	Quarterly	HR Department	Monitor employee feedback on eye strain and discomfort.
Audit	Annually	Safety Committee	Review incident reports related to ergonomic issues.

9. Special Circumstances

• Increased risk during periods of high workload or tight deadlines due to increased stress and reduced attention to safety precautions.

Approval and Sign-off

This risk assessment has been reviewed and approved by:

Assessor: _________________________ Date: __________

Manager/Supervisor: _________________________ Date: __________

Safety Representative: _________________________ Date: __________

This risk assessment must be reviewed annually, or after any reported incidents or significant changes in work practices or when significant changes occur.

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