Office Ergonomics
Course Objectives1) To be able to recognize ergonomic hazards in the
office;2) To be able to utilize efficiencies of various office
equipment, tools and accessories to the fullest and reducing ergonomic risks;
3) To be able to suggest appropriate control measures aimed in mitigating office ergonomic hazards;
4) To be able to learn basic principles of manual handling;
5) To be able to lift objects in the office in a safe manner
Agenda for Today• Office Equipment, Tools and Accessories• Office Ergonomic Risk Assessment & Checklist• Group Exercises, Presentations, Videos• Tea Break• Manual Materials Handling• Safe Lifting Demonstrations• Manual Handling and Safe Lifting Videos• Assignment
Office Ergonomics
Topics• Definitions• An ‘ergonomic chair’• Desks: adjustable and non-adjustable• Monitor• Laptops• Keyboard• Computer mouse• Other office accessories• Lighting and Glare• Arranging your office• Risk Assessment• Office Ergonomics Video (UCLA)• Group exercises
DefinitionsErgonomics: ‘nomoi,’ natural laws; ‘ergon,’ work
: science of fitting workplace conditions and jobdemands to capabilities of the working population (Ministry ofManpower)
Musculoskeletal disorders: illnesses and injuries that affectone or more parts of the musculoskeletal system
Manual handling: Transporting or supporting of a load byone or more members of staff, which includes lifting, puttingdown, pushing, pulling, carrying or moving, and by reason ofits characteristics of unfavourable ergonomic conditions,involves risk. (Northern Ireland Practice and Education Council for Nursing andMidwifery, 2009)
Reference
Office Ergonomic Risks• Awkward postures• Prolonged or uninterrupted work• Repetitive work• Poor workstation design• Visual discomfort of video display terminals: lack of
contrast and sharpness in display, undue amount of flicker, prolonged close vision work
• Poor office environmental conditions: poor lighting and glare
• Work stress
Courtesy of Burt Chiropractic, 2012
Courtesy of BodyBilt Ergonomics
Courtesy of Environmental Handling Systems Ltd., 2009
SS 514, 2005
Components of an Office Chair• 5 caster swivel base• Armrests• Height adjustable seat pan• Tilt adjustable back rest• Seat pan wide and deep enough to fit user comfortably,
adjustable in angle• Padding for low back area that is curved to fit the shape
of the back• Height adjustable back rest• Backrest wide enough to fit the back comfortably
The Chair
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
The Chair
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
The Chair
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Adjustable Desk
Courtesy of progressive.com.au
Non-adjustable Desks• If the work surface is too low, raise the desks using a
stable support (i.e., blocks under desk legs) until work surface or keyboard is at elbow height.
Courtesy of Squidoo, LLC
The Monitor: Good Practices• Screen located approximately an arm’s length away from the
user
• Screen is located directly in front of the user, and can be raised if required
• Top of screen is approximately at eye level. Centre of screen is at shoulder height.
• Glare and reflection on screen are eliminated.
• 20 feet away for 20 seconds every 20 minutes to rest the eyes
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Good or Bad Practice?
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Laptop Computers
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Laptop Computers: Good Practices• Get a large screen• Place the screen at eye level• Don’t slouch• Use a separate keyboard (for extended periods)• Use a separate mouse• Recline slightly• Knees should be at about the level of your hips• Make your chair work for you• Take a break• Travel light
Laptop Computers: Good Practices• Use a computer docking station.• Continue to use laptop screen and connect an
external full-sized keyboard
Courtesy of Camera Phones Plaza, 2010
Computer Keyboard: Good Practices• Put keyboard slightly below elbow level and close to
body. • Keyboard should be angled in a way that wrist
remains straight
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Computer Mouse: Good Practices• Release mouse at frequent intervals to reduce pressure on
wrist and forearm muscles
• Place mouse on mouse mat. Use whole arm when utilizingmouse
• Ensure wrists in neutral position. Elbow positioned close tobody when utilizing mouse
• Mouse pad should be placed as close as possible to thekeyboard
• Keyboard and mouse should be positioned at the same level
Slimline, Low Profile Mouse
Courtesy of PCMag.com; Future US Inc., 2012
SS 514, 2005
Office Ergonomic Accessories: Footrest• Recommended when keyboard users are unable to
firmly position their feet on the ground
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Office Ergonomic Accessories: Document Holder• Useful for assisting the neck to remain in neutral position• Should be the same distance from the eyes as the
monitor and at the same height as the monitor
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Office Ergonomic Accessories: Wrist Rest• Reduce contact pressure on wrists from sharp
workstation edges• Heel of hand should only be resting on wrist pad
when taking a break• Be high enough to keep wrist in straight, neutral
position• Be made of moderately firm and comfortable material
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Office Ergonomic Accessories: Headset• Important for ensuring neck remains in neutral
position when phone is used for frequent/extendedperiods of time
• Prevents unnecessary muscle activity of arms andshoulders
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Office Ergonomic Accessories: Screen Filters• Reduces visual discomfort caused by reflections
and glare on screen
Courtesy of Euroffice Ltd.
Proper Working Posture at the Computer• Feet supported on the floor, or with a footrest• Thighs supported by chair seat with no pressure caused
by front edge of the seat under the thighs• Upper body upright with lower back firmly supported by
the backrest• Shoulders in relaxed position, not hunched• Elbows and upper arms close to the body• Forearms parallel to the ground, wrists in a neutral
position (straight) when utilizing keyboard & mouse• Neck remains in neutral position (i.e., not looking
upwards or downwards) when viewing the monitor
Office Lighting: Glare• Direct glare: light shines directly in the eyes• Indirect glare: light is reflected from a surface
Courtesy of University of Guelph
Reducing Glare• Position monitor perpendicular to windows and
between overhead light panels• Use curtains and blinds to control amount of natural
light• Eliminate light sources that shine directly into the
eyes• Eliminate light sources that reflect directly into the
eyes• Use of LCD (flat panel) monitors• Dim overhead lights• Angle monitor away from the light• Place filters, fixtures on overhead lights• Tint windows
Stretches for Wrists and Arms
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Stretches for the Neck
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Upper Body Stretches
Courtesy of Occupational Health Clinic for Ontario Workers Inc.
Arranging your Office• Files and books that are used most often should be kept
within reach.• Frequently used files are in the middle drawer or closest
to elbow level• Locking system for filing cabinets so that no more than
one drawer can be opened at once• File and desk drawers should be kept closed when not
in use to avoid trips, bumps and scrapes• Heavy books should be placed on the middle shelf or
around elbow level
Desk Arrangement
• Items on desk should be arranged based on their weight, frequency of use• Frequently used items should be located close to the user at a minimal
reach distance.
SS514, 2005
Office Ergonomic Risk Assessment
What is Risk Management?
• New safety and health management frameworkunderpinned by the new Workplace Safety andHealth Act (WSH Act).
• Entails:– Risk assessment of any work activity;
– Control and monitoring of such risks; and
– Communicating these risks to all personsinvolved.
What is Risk Assessment?• An integral part of risk management
• It is the process of1. Identifying safety and health hazards associated with
work, (Hazard Identification)2. Assessing the level of risks involved, (Risk Evaluation)3. Prioritizing measures to control the hazards and reduce
the risks (Risk Control)
A guide to WSH (Risk Mgt) Reg by MOM
Hazard Identification
Risk Evaluation
Risk Control
Hazard and RiskHAZARD“anything with the potential to cause bodily injury,and includes any physical, chemical, biological,mechanical, electrical or ergonomic hazard”(Workplace Safety & Health (Risk Management) Regulations)
RISK“likelihood that a hazard will cause a specific bodily injury to any person” (Workplace Safety & Health (Risk Management) Regulations)
Measured in terms of: Severity and Likelihood
Why Risk Assessment?
• Comply with Workplace Safety & Health (Risk Management) Regulations;
• Prevent incidents and injuries;
• To assess if a work process is safe to proceed; and
• To assess the adequacy of the existing control measures
• Protect ourselves from injuries
Name of Department Location of Lab
Name of Laboratory Name of PI
Name of Researcher/LO Name of Activity/Experiment
No Description/Details of Steps in Activity
Hazards Possible Accident / Ill Health & Persons-at-Risk
Existing Risk Control (Mitigation) Severity Likelihood (Probability)
Risk Level Additional Risk Control Person Responsible By (Date)
1
2 03 04 05 06 07 08 09 0
10 0
Conducted By Approved ByName
Signature
Approval date Next Revision date(Maximum 3 years)
1. Hazard Identification 3. Risk Control
Activity-Based Risk Assessment Form
Rating Severity Severitymeaning
Examples
1 Low No injury, injuryor ill-health requiring first aid treatment only
Minor cuts & bruises, irritation, ill health with temporary discomfort
2 Medium Injury requiringmedical treatment or ill health leading to disability
Lacerations, burns, sprains, minor fractures, dermatitis, deafness, work-related musculoskeletal disorders
3 High Fatal, serious injury, or life-threatening occupational disease
Amputations, major fractures, multiple injuries, occupational cancer, acute poisoning and fatal diseases
Risk Assessment Spreadsheet vs. Checklist• Risk assessment spreadsheet allows to recognize
hazards from office activities, possible persons-at-risk, severity and likelihood of hazards, and controls to mitigate such
• Office ergonomics checklist were generated from the risk controls. Follows hierarchy of risk controls
Common MSDs among office workers
Disorder Description Office TasksCarpal tunnel syndrome Compression of median
nerve of wristTyping, keying
Cubital tunnel syndrome Compression of ulnar nerve below elbow notch
Resting forearm near elbow on hard surface
Neck tension syndrome Irritation of trapeziusmuscle of neck
Typing, keying
Shoulder tendinitis Shoulder disorder of rotator cuff
Packing, storing,reaching, lifting
Thoracic outlet syndrome
Compression of nervesand blood vessels of clavicle
Typing, keying, stacking, material handling, carrying heavy loads with extended arms
Anna (ed.), 2011
Musculoskeletal Disorder Symptoms (MSDs)• Neck shoulder complaints• Visual Discomfort: tired, dry or irritated eyes,
blurred vision• Muscle fatigue • Stiffness • Numbness • Tingling • Burning sensations • Heaviness • Weakness or clumsiness in the hands (dropping
things)
Office Scenarios, Risk Factors and Potential MSDs Scenario Risk Factor Potential MSDsTyping with bent wrists Awkward posture Tendinitis of hand & wrist,
carpal tunnel syndromeElevated forearms & bent elbows while typing
Static loading, awkward posture
Reduction of blood circulation. Stress on tendons in the joint
Hard wrist rests, fabrics with rough material build, sharp edges on keyboard trays
Contact stress Carpal tunnel syndrome. Numbness, tingling, burning sensations in fingers
Hunching shoulderswhile typing
Awkward posture Neck muscle tension
Washington State Dept. of Labor & Industries, 2002
Office Scenarios, Risk Factors and Potential MSDs Scenario Risk Factor Potential MSDsLong reaches to input devices (e.g., mouse/trackball/touch pad)
Awkward posture Fatigue in shoulder and neck muscles. Numbness, tingling & burning sensations in fingers
Elevating hand or reaching down to input devices
Static loading, awkward posture
Reduction of blood circulation. Stress on arm and hand joint. Numbness, tingling & burning sensations in fingers
Gripping the mouse tightly Force Tendon strain on hand and wrist. Numbness, tingling & burning sensations in fingers
Washington State Dept. of Labor & Industries, 2002
Office Scenarios, Risk Factors and Potential MSDsScenario Risk Factor Potential MSDsLooking up or down the monitor
Awkward posture Neck muscle fatigue
Twisting the head while looking at the monitor
Awkward posture Neck muscle loading
Leaning forward to read blurry text on screen
Awkward posture Headache, muscle strain
Sitting too far from monitor Awkward posture Neck, lower and upper back discomfort
Tilting head to one side to hold telephone handset between ear and shoulder
Awkward posture Neck muscle and uppershoulder strain, muscle overstretch
Reading documents laid flat on desk surface
Awkward posture:leaning forward, tilting head downward
Neck, upper back, low back discomfort
Washington State Dept. of Labor & Industries, 2002
Office Scenarios, Risk Factors, and Potential MSDsScenario Risk Factor Potential MSDsLack of low back support Awkward posture Back stress, low back painFeet not touching floor Contact stress Reduced blood circulation.
Leg and foot tingling, numbness
Lack of space between edge of seat and back of knees
Contact stress Reduced blood circulation to legs and feet. Leg and foot tingling, numbness
Armrests too high Awkward posture: hunching shoulders
Muscle tension, fatigue
Armrests too low Awkward posture: leaning to one side
Uneven posture, muscle imbalance
Hard armrests Contact stress Elbow pressure. Numbness, tingling & burning sensations in fingers
Washington State Dept. of Labor & Industries, 2002
Office Scenarios, Risk Factors, and Potential MSDsScenario Risk Factor Potential MSDsHands/wrists contact desktop edge
Contact stress Carpal tunnel syndrome. Numbness, tingling & burning sensations in fingers
Extended arm reaching to secure desktop accessories
Repetition and awkward postures
Fatigue
Inadequate space for knees and legs under work surface
Contact stress, static loading
Bruising if bump frequently to underside of desktop. Impact trauma to knees and thighs
Long reaches to items stored overhead
Awkward posture Muscle overstretching, increased strain
Washington State Dept. of Labor & Industries, 2002
Office Ergonomics Videohttp://www.youtube.com/watch?v=IAMKVJnHNsA
Exercise
Exercise
Group ActivityPopulate your 3 x 3 risk assessment spreadsheet with the
following activities in offices:• Using a puncher for filing documents• Filing of documents• Stapler use• Working with video display terminals• File retrieval from shelves• Use of photocopierIdentify ergonomic hazards arising from these activities,possible musculoskeletal disorders that may arise, andrisk controls that may mitigate these hazards.
Office Safety Videohttps://ivle.nus.edu.sg/bank/media/viewmedia.aspx?Ch
annelID=ad25a54e-107d-4a99-a777-f6b4e0d34908&MediaItemID=07eb4a54-d985-4c2e-b27b-3b0e2672846e&Player=WMP&Referrer=EC&eu=oshbaa
Tea Break!
Manual Materials Handling
Topics• Why manual handling?• Risky Moves• Body physics: core muscles, biomechanics• Risk Factors• Risk Controls• Proper Lifting Techniques• Manual Handling, Principles of Safe Lifting videos
Why Manual Handling?• Heavy lifting isn’t typically a requirement of most
office jobs; however, some lifting is inevitable• The way materials are stored and moved around the
office can cause risk factors for injury• Common musculoskeletal disorders from improper
lifting and carrying include injuries to the lowerback, upper back and shoulders
• Injuries from improper lifting and carrying havealways been part of office work
• Lifting injuries comprise 1/3 of all the injury claims inthe office each year (Washington State Dept. of Labor & Industries, 2002)
Risky MovesCertain actions are more likely to cause backinjuries than others. Anytime you find yourselfdoing one of these things, you should think:DANGER! My back is at risk!
Heavy lifting...especially repetitivelifting over a long period of time
Twisting at the waist while lifting orholding a heavy load.
Reaching and lifting...over your head oracross a table.
More Risky MovesLifting or carrying objects with awkward or odd shapes
Working in awkward, uncomfortablepositions...gardening, kneeling, tasks that require you to bend over for long periods of time...
Also, sitting or standing for too longwithout shifting.
Core Strength Muscles
Courtesy of Pilates Workers of New York Inc.
Back Biomechanics: Standing up Straight
71
23 kg
5 cm
force on spine
4.5 kg
45 kg
25 cm
Adding up load:Load in hands 4.5 kg.Torso weight 45.0 kg.Muscle force 23.0 kg.Total load 72.5 kg.
Lifting Guide:Goal ≤ 347 kilograms
Back Biomechanics: Stooping Forward
72
Adding up load:Load in hands 4.5 kgTorso weight 45.0 kgMuscle force 270 kgTotal load 319.5 kg
270 kg
5 cm
force on spine
25 cm
4.5 kg
45 kg
50 cm
Torso and arm weight
Resultant muscle force
Load in the hands
Lifting Guide:Goal ≤ 347 kilograms
Primary Risk Factors Risk of low back pain injury when lifting/carrying objects depends on 5 main factors:
- Weight of object- Distance of object from body- Body position while carrying/lifting object- Frequency of lift- Twisting while carrying load
74
Biomechanics of the Shoulder
Preferred posture:Strongest and most stable
Raising the elbow to shoulder height or higher:• Significantly reduces shoulder strength • Increases the risk of injury
Arms close to the sides Arms extended away from the body
Gutmann, 2005
The Forces InvolvedAnytime you bend or lean over to pick something up withoutbending your knees, you put tremendous pressure on yourlower back.
If your waist is not centered, lifting a 4.5 kg object actually puts45 kg of pressure on your lower back.
Gutmann, 2005
The further you bend, and the more you extend your arms, the more significant
the risk of injury!
Gutmann, 2005
Contributing Factors to Handling/Lifting InjuriesPoor Physical Condition…
Stomach muscles provide a lot of the supportneeded by your back.Weak, flabby stomach muscles may preventthe back from getting the support it needs,especially when lifting or carrying heavyobjects.
Poor postureIt is best to try to maintain the back in its natural "S" shapedcurve. You want to avoid leaning forward (unsupported)when you sit, or hunching over while you're standing.
Contributing Factors to Handling/Lifting Injuries
Gutmann, 2005
Contributing Factors to Handling/Lifting Injuries
Extra weight…The more you weigh, the morestress it puts on your backevery time you bend over--on a10:1 ratio.
Risk Factors to Handling/Lifting Injuries
Stress…Tense muscles are more susceptible to strains and spasms.
Risk Factors to Handling/Lifting InjuriesOverdoing it…Don’t be afraid to say, “This is too heavy forme to lift alone. Will you help me?”
Courtesy of about.com, 2012
Scenarios, Risk Factors & Potential MSDsScenario Risk Factor Potential MSDsLifting items located between knee and shoulder height
Awkward posture:bending, stooping, kneeling, reaching
Discomfort on lower back, upper back and shoulder, knees
Lifting away from the body Force, awkward posture: reaching, bending
Discomfort on lower back, upper back and shoulder, knees
Lifting from the floor Awkward posture:bending, stooping, kneeling, reaching
Discomfort on lower back, upper back and shoulder, knees
Carrying loads at longdistances
Sustained exertions Muscle fatigue, strain
Lifting-assistive devices are not readily available
Force Discomfort on lower back, upper back and shoulder, knees
Washington State Dept. of Labor & Industries, 2002
Scenarios, Risk Factors and Potential MSDsScenario Risk Factor Potential MSDsJob with lifting as the only task
Repetition Fatigue, increased risk of injury
Washington State Dept. of Labor & Industries, 2002
Preventing Lifting Injuries: Risk Controls
Basic Guidelines• Plan the lift (3-2-1 LIFT!)• Object closed and centered to the body• Diagonal footing when lifting an object off
the floor• Use ‘core strength’ muscles: upper, middle
and lower abdominal muscles• Bend the knees, lift with the legs• Look ahead• Don’t do it alone
Preventing Lifting Injuries: Risk Controls Avoid Lifting and Bending Whenever You Can!
Place objects up off the floor. Set object to carry downon a table or elevated surface instead of on the floor
Raise / lower shelves. The best zone for lifting is betweenyour shoulders and your waist. Put heavier objects onshelves at waist level, lighter objects on lower or highershelves.
Safe Lifting Techniques
Small light loads (one person lift)
Courtesy of: Imperial College, London
Moderately heavy loads (one person lift)
Courtesy of: Imperial College, London
Large Light Loads (One Person Lift)
Courtesy of: Imperial College, London
Moderately Heavy/Heavy Loads (2-person lift)
Courtesy of: Imperial College, London
Long Narrow Loads (One Person Lift)
Moving 5-leg chairs: one person lift
Courtesy of: Imperial College, London
Other Lifting Tips • Reduce the amount of weight to be lifted as much as
possible.
• Keep a clear view ahead when carrying/moving a load.Never carry a load in front of your face.
• Push a dolly or cart in a linear motion. Never pull, asit forces you to twist at the waist!
• Get help if the shape is too awkward or the object istoo heavy for you to lift and move by yourself!
• Know your body's limitations. Be aware of yourbody position at all times
• Learn to recognize situations where your back ismost at risk: bending, lifting, reaching, twisting,etc.
• Take measures to avoid an injury by using thistraining whenever you handle or lift materials
Practice Body Management
Safe Manual Handling Videohttp://ivle.nus.edu.sg/bank/media/viewmedia.aspx?Cha
nnelID=ad25a54e-107d-4a99-a777-f6b4e0d34908&MediaItemID=173ee5fb-fe88-4948-9399-a69a641d9a47&Player=WMP&Referrer=EC
Principles of Safe Lifting and Carrying Videohttp://ivle.nus.edu.sg/bank/media/viewmedia.aspx?Cha
nnelID=ad25a54e-107d-4a99-a777-f6b4e0d34908&MediaItemID=39fabf9d-38ab-4ff0-bccd-f17a881ad036&Player=WMP&Referrer=EC
Assignment• Download and print the Office Ergonomics Checklist
found at the OSHE Staff Portal, under “Ergonomics” tab.Fill out the checklist manually.
• For any ‘No’ ticks, fill out the necessarychanges/modifications to be adopted. If thechange/modification is missing from the list, proposeyour own under the ‘Comments’ column
• Only fill out the appropriate tool/equipment you use inthe laboratory. For tools/equipment not used, leave thatsection blank
• Scan checklist and email to: [email protected] on orbefore May 23, 2012
• Only participants who completed the checklist will beawarded a Certificate of Completion
Office and Laboratory Ergonomics Manuals