Office Chair Damaged

The following steps can be taken to handle a damaged office chair:

I. Immediate On-Site Response and Information Registration
Upon discovering a damaged office chair, the first discoverer or the administrative contact person should arrive at the scene within 10 minutes and first confirm whether anyone is injured. If no one is injured, the user should be immediately asked to temporarily leave the chair to avoid secondary injuries caused by structural instability. Then, take photos of the damaged parts, including panoramic views (showing the overall position of the chair and the surrounding environment), close-up views (focusing on the damaged area), and detailed close-ups (such as fractures, loose screws, etc.), ensuring the photos are clear and traceable. At the same time, record the brand nameplate or number of the chair (if there is no number, record the area and seat number where it is located), and ask the user about the time of the damage, the specific action at that time (such as sitting down, getting up, turning, etc.), and whether there were any signs of shaking, abnormal noises, or functional abnormalities before the damage occurred. After collecting the information, fill out the 'Chair Damage Incident Registration Form' on the spot and have both parties sign it to ensure the authenticity of the information and traceability of responsibility.

II. Damage Assessment and Temporary Replacement Arrangement
Administrative or logistics personnel should conduct a preliminary classification of the chair within half an hour after registration:

• Mild damage: If screws are loose or armrests are cracked but do not affect the load-bearing capacity, label it as 'To be repaired' and move it to the corner of the office area to avoid obstructing passage.
• Moderate damage: If the seat cushion is sunken, the backrest is tilted, or the casters are detached, remove it directly from the office area and place a 'Under repair' warning sign to prevent misuse.
• Severe damage: If the chair legs are broken, the gas lift is leaking or has a risk of bursting, or the overall structure is unstable, isolate it as hazardous waste temporarily and set up a simple barrier to prevent personnel contact.
  At the same time, according to the inventory of spare chairs, allocate chairs with similar functions and adjustable heights for temporary use by the involved party to ensure their work is not affected.

III. Responsibility Determination and Communication Talk
Invite the user for a one-on-one talk half an hour later in a neutral place such as a conference room. Before the talk, show the on-site photos and registration records, and use objective descriptions instead of subjective accusations (such as 'According to the records, the gas lift of the chair leaked during normal use, and no abnormalities were found before'). Trace the usage habits by combining the brand age of the chair and daily maintenance records to clarify the responsibility归属 (here, 'responsibility归属' is kept as is to show the original Chinese term in the context, but in a proper English text, it should be 'responsibility'):

• If the chair is damaged during normal use and there is no intentional or gross negligence (such as violent use or unauthorized disassembly), it usually falls under normal wear and tear (due to quality issues, aging, wear and tear, etc.), and no personal compensation is required.
• If the damage is caused by intentional behavior or gross negligence (such as using the chair to step on or hit hard objects), the company may require compensation, but evidence such as surveillance footage or witness testimony is required.
• Refer to the company's specific regulations: If the employee handbook or rules and regulations clearly state that compensation is required for damage to office supplies and the employee has signed a relevant agreement upon joining the company, then follow the agreement.