A D M I N I S T R AT I V E G U I D E

Transcription

1 OFFICE ERGONOMICS A D M I N I S T R AT I V E G U I D E

2 2009 Comprehensive Loss Management, Inc. This material is the property of CLMI Safety Training and may not be reproduced or distributed in any manner. When permitted, you may print a single copy of this material for your personal use.

3 Office Ergonomics Instructions Instructions Welcome To The Safety Program! This is one in a series of comprehensive programs that provide unique safety solutions for companies faced with limited time, money and resources. This program is designed to provide a step-by-step, color-coded guide for individuals with limited knowledge of safety management, training or compliance. The program is written in an uncomplicated, easy-to-follow style. Clear and simple explanations of the topic are included, and the Take A Closer Look sections provide more detailed information. The program has the following sections: Introduction This section provides information on the topic and the training benefits for your company and employees. The program s goals are defined as well as how these goals can be incorporated into your safety training efforts. How To Comply This section explains the steps you can take to help employees avoid injuries and reduce related costs to your company. Written Program This section includes a sample written program along with forms that will help you customize the written program to fit your company s needs. Training This section provides a complete training guide and tools, including these materials: An Instructor Guide that provides objectives, discussion questions, training techniques and follow-up activities to support the trainer in conducting an effective training session. A video that provides important information to employees in an effective and interesting style. Designed to educate employees on information that may be unfamiliar to the trainer, the video takes a positive, upbeat approach that s entertaining as well as informative. An Employee Handbook that provides information for employees during training and also serves as a reference tool after training has been completed. A Learning Exercise to test employees knowledge and determine their level of understanding about the topic. A Glossary Of Terms. A PowerPoint presentation. Page i

4 Office Ergonomics Instructions All of the programs in this series have been developed by Certified Safety Professionals (CSPs) with backgrounds in safety training and compliance for all types of industries. This unique package is the most effective and easy-to-use program available, guiding the program administrator step by step through the safety and compliance requirements. UNDERSTANDING THE SYMBOLS Take A Closer Look This symbol identifies material that provides a more detailed explanation of the summary information given previously. The Note This symbol identifies information that the reader should take note of or refers the reader to another section in the manual for additional information. Caution This symbol indicates important points in the program that the reader needs to understand. Video Question Slide Handbook Flipchart Helpful Hint Page ii

5 Office Ergonomics Instructions Table Of Contents Page # Introduction I-1 How To Comply H-1 How To Develop Your Office Ergonomics Program H-1 Written Program W-1 Written Program Development W-1 Office Ergonomics Written Program W-3 Recordkeeping W-6 Training T-1 Instructor Guide T-1 Delivery T-6 Training Tips T-26 Learning Exercise T-29 Glossary Of Terms T-32 Slides T , 2004, 2005, 2008 Comprehensive Loss Management, Inc. Page iii

6 Office Ergonomics Instructions The information contained in this program has been developed in good faith and is believed to present good safety principles. CLMI and all other participating organizations make no representations or warranties as to the completeness or accuracy thereof. Persons using this information must make their own determination as to its suitability for their purposes in support of their own ergonomics programs. CLMI and all other participating organizations are in no way responsible for damages of any nature resulting from the use of this information. Technical expertise provided by: Richard R. Johnson, CSP Marnie Myhre, M.S., P.T. Richard A. Pollock, CSP Page iv 2001, 2004, 2005, 2008 Comprehensive Loss Management, Inc.

7 Office Ergonomics Introduction Introduction Office Ergonomics In this Information Age, an amazing amount of information is available literally at our fingertips. The use of computers and related technology has revolutionized most jobs and created endless possibilities for new ones. While doing these jobs may require only small amounts of physical activity, we bring our whole bodies to work. And in order for us to work as efficiently as possible, we must accommodate our bodies by providing a safe, comfortable workplace. In the past, the workplace was designed to move products and support machines efficiently. Since people always seemed so adaptable, how they fit into the workplace received less attention. But because of the increasing number of injuries caused by repetitive motion and stress known as Musculoskeletal Disorders (MSDs) ergonomics has become a critical factor in workplace safety. Ergonomics is the science that seeks to adapt tasks and tools to fit the person. It s a way of looking at the designs of tasks, tools, equipment and workplace layouts and the overall organization of work to fit the job to the person, rather than the person to the job. By understanding ergonomics and how to analyze and adapt work to avoid ergonomic health hazards everyone can work in ways that reduce the risks for MSDs, control the costs associated with these injuries and increase everyone s safety. This guide is designed to provide a step-by-step approach to developing an office ergonomics program for your company. This program will help you analyze and adapt jobs to make them safer and train employees to understand how to work in ways that protect them from injury. Page I-1

8 Office Ergonomics Introduction The outcomes of your office ergonomics program will be as follow: To understand MSDs and the basic principles of ergonomics To be able to identify the MSD risk factors in your workplace To be able to analyze jobs for the hazards they pose and take measures to control or reduce those hazards By creating a program for office ergonomics in the workplace, you can help everyone understand the importance of working in ways that keep them healthy. For additional information about office ergonomics, consult any of the following sources: Ergonomics consulting firms Furniture manufacturers Office equipment suppliers Industry trade groups and other similar organizations Your safety equipment supplier Your insurance company s loss-control department Consultants and safety councils Your health care provider Safety and health publications Page I-2

9 Office Ergonomics How To Comply How To Comply This section contains the following topic: How To Develop Your Office Ergonomics Program How To Develop Your Office Ergonomics Program Developing an office ergonomics program can help you maintain a safe workplace and help employees avoid Musculoskeletal Disorders (MSDs). Creating a written program will help you examine the activities in your office, reduce the ergonomic health hazards that may exist and make sure that everyone understands how to keep themselves healthy. To develop a successful office ergonomics program, follow these steps: STEP 1) STEP 2) STEP 3) STEP 4) STEP 5) Understand Musculoskeletal Disorders (MSDs) Prevent Musculoskeletal Disorders (MSDs) Provide Office Ergonomics Training Evaluate The Program Keep Accurate Records We ll go through each of these steps one by one, taking a closer look at the important information you ll need to know as you develop your program. Page H-1

10 Office Ergonomics How To Comply Office Ergonomics Definitions In order to understand office ergonomics, you should know these basic definitions: Administrative Controls: Changes in how the tasks in a job are assigned or scheduled, reducing the magnitude, frequency or duration of exposure to risk factors for example, rotating employees or having them perform alternative tasks. Awkward Postures And Positions: Working in ways that place increased demands on the body, such as overreaching. Contact Stress: Pressing part of the body against a hard surface or sharp edge or resting it on such a surface for an extended time. Engineering Controls: Physical changes to a job for example, changing or redesigning workstations, tools, facilities, equipment, materials or processes. Ergonomic Design: The practice of designing workplaces, machines and tasks to match the capabilities and limitations of the human body. Ergonomics: The science that seeks to adapt tasks and tools to fit the person. Follow-Up: The process or protocol an employer or HCP uses to check on the condition of an employee after a work restriction has been imposed on him or her. Force: Requiring the muscles and joints to worker harder or to exert more effort. Musculoskeletal Disorders (MSDs): A group of conditions characterized by wear and tear on tendons, muscles, joints and sensitive nerve tissues and caused by repetitive use over an extended period of time. MSDs may include muscle strains and tears, ligament sprains, joint and tendon inflammation, pinched nerves and spinal disc degeneration. Repetition: Doing the same movement repeatedly or frequently. Work Practice Controls: Changes in how the employee performs the physical activities of a job, looking at procedures and methods for safe work for example, using neutral postures and taking microbreaks. Working In Neutral: Keeping the joints in their strongest, most stable and least stressful positions while performing work activities. Page H-2

11 Office Ergonomics How To Comply STEP 1) Understand Musculoskeletal Disorders (MSDs) The fastest-growing category of workplace injury today is a group of conditions called Musculoskeletal Disorders (MSDs). MSDs are characterized by wear and tear on tendons, muscles, joints and sensitive nerve tissue and are caused by repetitive use over an extended period of time. What these conditions have in common is that they are usually cumulative and occur gradually over time. Fatigue and discomfort can result whenever force or pressure is placed on the body or the same movement is performed repeatedly over a long period of time. Types Of MSDs MSDs may include muscle strains and tears, ligament sprains, joint and tendon inflammation, pinched nerves and spinal disc degeneration. Two of the most common MSDs among office workers are carpal tunnel syndrome and tendinitis. Carpal Tunnel Syndrome And Tendinitis Inside your wrist is a small channel, or tunnel, known as the carpal tunnel. (Carpal is the Latin word for wrist.) The base of this tunnel is formed by the wrist bones, and the other side is formed by a strong, thick ligament that runs across the base of the palm. Through the carpal tunnel runs the median nerve, several blood vessels and a number of tendons. The powerful muscles that control your fingers are located in your forearm. Tendons connect these forearm muscles with the fingers, and these are the tendons that run through the tunnel. So every time your fingers move, the tendons slide back and forth through the carpal tunnel. Because the carpal tunnel is so small about the size of a dime it creates a bottleneck in the wrist. This means that it doesn t take very much pressure or bending in the wrist to constrict the carpal tunnel. Think of how putting a kink in a garden hose constricts the flow of water. Similarly, when you bend your wrist or put repeated strain on the tendons, swelling results and the carpal tunnel can become constricted. Carpal Tunnel Syndrome (CTS) When enough pressure is placed on the carpal tunnel or when swelling occurs inside it, the median nerve that passes through the tunnel becomes compressed or pinched. The result is carpal tunnel syndrome, a form of paralysis that causes feelings of numbness and tingling in the fingers. One classic symptom of carpal tunnel syndrome is a pins and needles feeling in the hands, which is initially noticed more often at night. Other symptoms included weakness in the hands and limited range of motion. Page H-3

12 Office Ergonomics How To Comply Carpal Tunnel Syndrome And Tendinitis (Continued) Tendinitis When tendons slide back and forth through their sheaths, they create a small amount of friction. And as with any moving part, enough friction can cause wear and tear and, in the case of the human body, inflammation and swelling. Tendinitis results when the tendons or their sheaths swell, causing pain or tenderness. To understand how tendinitis develops, think of pulling a rope over a pulley: If the rope is pulled just a few times, not much happens. But if the rope is pulled thousands of times hour after hour, day after day the rope will begin to wear. The same is true of tendons. Certain parts of the body are more often affected by poor work habits and workstation design. MSDs that may result from office work can be grouped according to the parts of the body they affect: 1. Hand and wrist MSDs The most common conditions include these: Carpal tunnel syndrome: Swelling in the carpal tunnel inside the wrist, which places pressure on the median nerve and tendons Raynaud s phenomenon: Increased sensitivity of the hand to cold Trigger finger: Catching and pain that occurs with movement of the finger 2. Tendinitis MSDs Tendinitis is inflammation of the tendons, which are the tissues that connect the muscles to the bones. Common types include the following: Rotator cuff syndrome: Tendinitis of the rotator cuff inside the shoulder Epicondylitis: Tendinitis of the elbow DeQuervain s syndrome: Tendinitis of the thumb 3. Low-back and neck MSDs Pain in the lower back or neck may indicate any of these conditions: Herniated spinal disc: Protrusion of the spinal disc, potentially placing pressure on a nerve Sciatica: Pressure on the sciatic nerve in the low-back and buttocks area that results in pain running down the leg Tension neck syndrome: Tightening of the muscles in the neck, causing pain Page H-4

13 Office Ergonomics How To Comply Causes Of MSDs These are the major risk factors that can lead to MSDs: Awkward postures and positions: Working in ways that place increased demands on the body Force: Requiring the muscles and joints to work harder or to exert more effort Repetition: Making the same movement repeatedly or frequently Contact stress: Pressing part of the body against a hard surface or sharp edge or resting it on such a surface for an extended time MSDs can result from doing any of the following common office activities: Working with a bent or flexed wrist Making repetitive hand, arm and shoulder motions Making long reaches for materials Sitting or standing for long periods Working with the neck bent forward at an angle greater than 15 degrees for long periods Working at poorly adjusted workstations and chairs Sitting in chairs that provide little or no back support Working with inadequate lighting Holding pens or pencils with a pinch grip frequently Working under mental or physical stress Resting the forearms against the sharp edges of work surfaces Taking too few or too short rest breaks Page H-5

14 Office Ergonomics How To Comply MSD Risk Factors Awkward Postures And Positions Working in awkward postures and positions can put added demands on the wrists, hands, arms, shoulders and back. Here are some examples of awkward postures and positions: Bending the wrists Holding the elbows away from the body Stretching the arms out Sitting or standing with the back rounded or the shoulders slumped forward Making long reaches for materials Sitting with the back unsupported In addition to potentially causing MSDs, working in awkward postures and positions can lead to fatigue during the workday, causing drops in productivity and efficiency. Force Injuries due to force are usually associated with industrial and manufacturing jobs. Even so, such injuries also occur in office work as a result of performing tasks such as these: Holding a pen or pencil in a pinch grip Using excessive force when moving equipment or supplies Hitting the keys harder than necessary while doing data entry or typing Tasks such as these can put excessive force on the hands and wrists, causing fatigue and if done for long periods of time MSDs. Repetition The more someone repeats the same movement using the same position during the workday, the greater the chance that he or she will develop an MSD. Here are some examples of jobs with high repetition: Keyboarding and typing Sorting Stapling Filing Keep in mind, however, that repetition itself is not necessarily harmful. The problem lies in the frequency of the task and combining it with awkward postures and high levels of force. Contact Stress Injuries can result from work practices in which part of the body is pressed against a hard surface or sharp edge or rested on it for an extended time. The hands, wrists, forearms and elbows are particularly vulnerable due to common practices such as these: Pressing the heel of the hand against a hard surface, as in stapling Resting the heel of the hand on a desk or keyboard tray while using a mouse Leaning with the forearms pressed against a sharp edge, such as a counter Resting the elbows on a hard surface for an extended time Page H-6

15 Office Ergonomics How To Comply Signs And Symptoms Of MSDs Common signs and symptoms of MSDs include the following: Pain Numbness Tingling Burning Cramping Stiffness Decreased range of motion Deformity Decreased grip strength Loss of muscle function In general, these signs and symptoms may be worse at night or even first noticed at night. And in fact, deformity and decreased range of motion are rarely seen as signs and symptoms of MSDs. Discomfort by itself is not considered a sign or symptom of MSDs. Even so, you may choose to address reports of discomfort, given that the purposes of your ergonomics program are to reduce the potential for injuries and to provide a comfortable and productive workplace. Early Reporting Of MSDs Encourage employees to pay attention to their bodies. When they are experiencing the signs or symptoms of MSDs for instance, pain, tingling or muscle fatigue they should report it immediately, rather than wait until the problem becomes severe. The importance of early reporting of MSDs cannot be overstated. Emphasize that MSDs develop gradually over time. This means that the signs and symptoms will only become worse the longer an individual continues the activity that has caused them. The sooner the problem is reported, the sooner the source will be discovered and treatment will get underway. By reporting the problem promptly, the employee will recover sooner and with less pain and stress. Also point out to employees how the early reporting of MSDs will benefit the workplace. Identifying risks and making ergonomic improvements to eliminate MSDs will improve employee comfort and morale and thus increase efficiency and productivity. Making ergonomic improvements in the workplace is an ongoing process. Encourage employees to do their part by knowing the company s policies for reporting MSDs and by reporting any problems immediately. Page H-7

16 Office Ergonomics How To Comply STEP 2) Prevent Musculoskeletal Disorders (MSDs) How an employee moves and uses his or her body while performing work activities will determine how healthy and comfortable he or she feels on the job. To ensure that everyone feels as healthy and comfortable as possible, workplaces, machines and tasks should be reviewed according to the principles of ergonomics. Doing so is the most effective way to eliminate MSDs. One of the basic principles of ergonomics is using good body positions that keep the employee working in neutral. This means keeping the joints in their strongest, most stable and least stressful positions while working. For example, if you re standing, your wrists are in neutral when your arms are relaxed at your sides. In this position, the wrists are straight, not bent or flexed. Your forearms, wrists and hands should also be relaxed and aligned when you re sitting at a desk using a keyboard or mouse. To keep the body working in neutral, the workstation or chair should be adjusted to the employee s body, rather than have the employee adjust his or her body to the workstation or chair. These adjustments are made possible through ergonomic design. Ergonomic design is the practice of designing workplaces, machines and tasks to match the capabilities and limitations of the human body. The goal is to create a workplace in which employees can work in neutral, minimizing wear and tear on their bodies. Employees come in all shapes and sizes, yet most work using the same office equipment. The following elements of the office environment should be examined and customized to fit each individual employee: Chairs Computer monitors Work habits Keyboards and mice Copyholders Visual comfort Page H-8

17 Office Ergonomics How To Comply Applying Good Ergonomic Principles In The Office Environment Chairs The ideal chair for a workstation can be easily adjusted from a seated position. The seat height should be set so that the employee s thighs are nearly parallel to the floor and his or her feet are resting flat on the floor or a footrest. The seat pan depth (which is the distance from the front to the back of the seat) should be adjustable so that the employee can sit comfortably against the backrest. And the front edge of the seat should be rounded (called a waterfall front) so it doesn t press into the backs of the knees. If the chair has armrests, they should be well padded. In addition, they should not be so high as to force the employee s shoulders upward or so wide as to force his or her elbows away from the body. The chair backrest should adjust and support the employee s back. The chair should allow the employee to lean back about 10 to 25 degrees similar to how you sit while driving a car. The chair should also be stable; five legs are better than four. And the chair should be mobile, swiveling easily and rolling smoothly on casters. Finally, the cushions of the chair should be covered with durable yet breathable upholstery material. If a chair cannot be adjusted, it can be improved in several ways. For instance, attaching a pillow or rolled towel to the lower part of the chair back will provide support to the lumbar (lower) part of the back. Back supports are also available in a variety of shapes and sizes to provide support. If an employee s feet cannot reach the floor, a footrest can be provided that allows the heels to be lower than the toes. Even so, no chair not even one that s adjustable will be ergonomically appropriate if it s not used correctly. Encourage employees to adjust their chairs as needed in order to work in neutral. And remind them that no single position is appropriate for extended periods of time. Employees should stand periodically to reduce the pressure on their backs and improve their circulation. Keyboards And Mice The first ergonomic consideration for a keyboard and mouse is height. This depends on the height of the work surface the keyboard rests on and the height of the chair. Ideally, the keyboard and mouse should be level and about 1 inch below the bottom of the elbow. When seated in a comfortable position, the employee s arms should rest at his or her sides, forming approximately a 90 degree angle at each elbow. The forearms, wrists and hands should be relaxed and aligned. An adjustable keyboard tray allows changing the height and angle of the keyboard and mouse to suit individual needs. If such a tray is not available, try these simple measures to adjust keyboard and mouse height: If the keyboard and mouse are too low, raise them by placing pads of paper or a flat piece of wood under them. If the keyboard and mouse are too high, raise the chair and add a footrest. When employees work at keyboards, typewriters and calculators, make sure they hold their wrists and hands in a neutral position. The fingers should rest flat or level on the work surface in order to keep the wrists working in neutral and to allow the muscles to work more efficiently. Page H-9

18 Office Ergonomics How To Comply Applying Good Ergonomic Principles In The Office Environment (Continued) The use of wrist supports and palm rests is another solution that allows employees to relax their arms and keep their wrists straight while working at a keyboard or mouse. The support or rest should be level with the keys on the keyboard. It s best for the employee to use a wrist or palm rest while he or she is taking a break for instance, looking at the monitor to review what he or she has typed in. The employee s hands and wrists should be kept hovering over the keys while he or she is actually typing. Another important ergonomic consideration is how to position the keyboard in relation to the monitor. The keyboard should be aligned with the monitor, and in most office work situations, both should be positioned directly in front of the employee. An employee who works extensively with a mouse should also follow these guidelines: Position the mouse and mouse pad next to the keyboard to keep the wrist straight and to avoid making long reaches. When using the button on the mouse, keep the index finger relaxed by resting it on or around the mouse, rather than holding it poised above the button. Computer Monitors To maintain correct posture and proper head and neck position while seated at a computer, the top of the monitor screen should be at or just below the employee s eye level. In addition, the monitor should be positioned approximately 24 to 30 inches from the employee s face about an arm s reach. As mentioned above, also consider how the computer monitor and keyboard are positioned. The monitor should be aligned with the keyboard. Avoid setups in which individuals have to turn their heads or bend their necks to look at the monitor and see what they have typed. Monitor controls for brightness, contrast and the like should be adjusted for comfortable viewing. Special consideration should be made for anyone who wears bifocals and looks at the screen through his or her lower lenses. For such an individual, the monitor should be lowered as much as possible. Copyholders Using a copyholder while working at a keyboard can help reduce eye motion and discomfort and allow the employee to maintain proper neck posture. However, the copyholder must be positioned correctly to prevent neck and eye strain. Specifically, the copyholder should be placed between the keyboard and the monitor or directly next to the monitor on either side. The copyholder should also be positioned at the same height and distance from the employee s face as the monitor about an arm s reach. Work Habits Working efficiently does not always mean working continuously on one task. In fact, an employee who focuses solely on one big project until it s been completed may not be as efficient as one who alternates tasks periodically and takes breaks to provide his or her mind and body with a needed break. To work efficiently, the human body needs to change positions and move throughout the day. Concentration will increase and fatigue both mental and physical will decrease if employees spread out or break up tasks whenever possible. One way for employees to break up and spread out work is to take regular stretch breaks throughout the day. Their goal should be to do frequent but mild stretches within a pain-free range. Doing so will not only reduce the muscle fatigue that comes from employees doing repetitive tasks and holding awkward positions but will likely improve their productivity, as well. Page H-10

19 Office Ergonomics How To Comply Applying Good Ergonomic Principles In The Office Environment (Continued) Other Good Work Habits Employees should keep their elbows at their sides or use armrests or wrist rests for support. (To be effective, however, the rest should be adjusted appropriately for the individual s body size.) Work equipment and materials should be positioned so that the most frequently used items are within a comfortable arm s reach and less used items are farther away. Someone who uses the phone frequently or for prolonged periods of time should use a telephone headset. Visual Comfort Visual comfort plays a major role in an employee s ability to complete job tasks. This means that lighting should be considered when designing a work area according to ergonomic principles. There should be enough light to allow employees to read documents, but this does not necessarily mean bright light. The goal is to prevent or reduce glare. There are two types of glare: Direct glare is caused by intensely bright light sources, such as the sun shining in windows and light fixtures shining down from the ceiling. Reflected glare includes bright spots that are caused when light reflects on a computer monitor or work surface. To improve visual comfort and reduce glare, use any of these effective measures: Provide indirect lighting. Place good diffusers on overhead lights. Lower the general level of light in the work area, and provide task lighting (that is, lights directed on specific work, such as documents). Add shades to windows. Avoid using bright overhead lights because they can cause shadows along with direct and reflected glare. Glare on computer monitors can be controlled using the following methods: Install blinds on windows near monitors. Adjust brightness and contrast on the monitor. Use a nonglare filter to cover the computer monitor s screen. Tilt or move the monitor so that it does not reflect light sources. Position the desk so that light sources (such as windows) are perpendicular to the monitor, rather than directly behind the employee or the monitor. If an employee is experiencing dryness in his or her eyes, it may be that the airflow from the ventilation system is blowing on him or her, either directly or deflecting off a window or wall. This problem can be corrected by redirecting the airflow or moving the employee s desk. An employee who wears glasses should consider one additional factor for visual comfort: His or her prescription should be adjusted so it s correct for the distances involved on the job. For instance, someone who works at a computer should be able to read what s on the monitor without tilting his or her head forward or backward. As noted earlier, someone who wears bifocals should lower the monitor as much as possible. This may be a particular problem for someone who wears bifocals. To ensure comfort and reading ability, the employee may need to consult his or her eye doctor and consider having a special pair of glasses made just for work. Page H-11

20 Office Ergonomics How To Comply m An important tool for evaluating and improving office ergonomics is a Workstation Setup Evaluation Form. It provides a checklist of ergonomic factors that should be considered in setting up workstations that protect employees from MSDs. A copy of the Workstation Setup Evaluation Form can be found in the Written Program section of this program. Stretching, Warm-Up And Relaxation Activities As noted earlier, muscles that are used in one position for an extended period of time will become fatigued. This affects circulation to the working muscles and makes any job more difficult and more uncomfortable. By taking regular breaks and completing stretching, warm-up and relaxation activities, employees can help avoid fatigue and prevent MSDs. Stretching improves the bloodflow and keeps the working muscles fresh and loose. Doing stretching exercises can relieve the muscle strain and tightness caused by work involving awkward postures and positions, force, repetition and contact stress. See the Employee Handbook (pages 20 23) for a series of good stretches and exercises. Eye muscles also need an occasional break. This can be accomplished simply by changing focus from time to time. For instance, looking out the window or across the room and focusing on something at least 20 feet away for a few seconds will reduce the strain of looking at a monitor as well as keep the eyes relaxed. Eye strain can also be reduced in these ways: By moving your eyes in all directions: up, down, around and diagonally By tracing the edge of the ceiling with your eyes By closing your eyes for a few seconds By getting up and moving around on breaks (It s important to step outside the work environment from time to time, even if it s only for a few minutes.) By blinking more often (Make a conscious effort to do so.) Page H-12

21 Office Ergonomics How To Comply Administrative Practices Several administrative practices can be used to reduce MSD hazards in the workplace: Look for simple adaptations that can make jobs safer: Layout changes to improve heights and reaches Improvements in work methods Use of equipment such as keyboard holders or lighting Involve employees in the work planning process, since they are often in the best position to find solutions to work process problems. Enlarge jobs to include more parts of the body, and avoid jobs that involve repeating one specific task over and over. Rotate jobs using different muscle groups among employees. Doing so not only helps provide relief from performing repetitive motions but also provides cross-training, increased job stimulus and better understanding of operations. Encourage employees to take stretch breaks at their workstations throughout the day. Taking a number of short breaks is better than taking a single long break. Even very short breaks microbreaks may have a positive effect on productivity and attitude. Establish a relationship with a vendor who can provide ergonomic office furniture, such as adjustable chairs. Establish a budget and timeframe for purchasing new office equipment. Consult a lighting contractor for ideas on how to reduce glare and improve visibility. Read trade magazines, vendor catalogs and other publications about ergonomics. Visit companies that have good ergonomics programs, and examine options that may work in your organization. Medical Management It s important to have a program in place to identify and treat employees with MSDs. That program should address the following areas: Early recognition: The sooner symptoms are identified and reported, the better the chance for providing effective and inexpensive treatment. Early recognition can be achieved through training sessions and employee surveys that ask employees to report problems. Systematic evaluation and referral: When employees report symptoms, standardized diagnostic steps must be performed and standardized procedures must be followed for treatment and referral. Page H-13

22 Office Ergonomics How To Comply Conservative treatment and follow-up: The primary goal is to treat any health problem at an early stage and thus avoid surgery or other more involved treatments. A plan should be put in place to ensure that employees return to work only when ready, that they are assigned jobs that are compatible with their restrictions and that they are evaluated periodically to see that problems are not recurring. Medical Management Medical Management Program Before an injury occurs, you must make a commitment to medical management. By planning ahead and being ready to respond quickly if and when a MSD occurs, you can help ensure that employees will be treated properly and return to work as soon as possible. By establishing a medical management program, you can help everyone understand the organization s philosophy toward dealing with injured employees. That philosophy should include the following elements: All employees who sustain injuries will be treated with dignity and respect. All employees will be given the best practical medical care in order to speed their recovery and return to work. The primary goal of the recovery effort is the rapid and efficient return of employees to their original jobs. All injuries will be treated as legitimate unless investigation reveals otherwise. Health Care Provider Select a health care provider to deliver primary treatment to injured employees as well as advice on the treatment and rehabilitation process. Look for the following qualifications in this individual: Board certification in the occupational medicine specialty If not board certification, an occupational medicine background or an understanding of the types of injuries and illnesses that can result from your work environment A willingness to meet periodically with management and to tour the workplace to view various jobs Objectivity and a willingness to understand the company s and the employee s points of view The ability to build rapport with employees A reputation in the community as a competent health care provider Managing MSDs When an employee reports a MSD, provide prompt medical attention ideally with the companyselected health care provider. In addition, report the accident to your insurance carrier within 24 hours, providing as much information as possible. If treatment is provided by someone other than the company-selected health care provider, establish rapport with the health care provider and keep the relationship between health care providers amicable and nonadversarial. Page H-14

23 Office Ergonomics How To Comply Your objective is to help the employee return to work. Keep the following points in mind when working with an employee who has a MSD: Maintain weekly contact with him or her during the recovery process. Obtain a target return-to-work date from the health care provider early in the treatment process. Provide rehabilitation counseling to ensure that the employee makes progress. Provide an alternate or modified work assignment to the employee if he or she is physically able to perform a different job or can perform his or her previous job in a different fashion. STEP 3) Provide Office Ergonomics Training An important way to make sure all employees understand office ergonomics and how to prevent the occurrence of MSDs is to conduct training on this topic. That training should cover these points: Basics principles of ergonomics MSDs and their causes How to work in neutral to reduce stress and injury How to adjust workstations to meet individual needs How to do stretching, warm-up and relaxation activities Keep track of all office ergonomics training by completing a training record, and keep those records on file. A form for recording training can be found in the Written Program section. Training is covered in more detail in the Training section. Page H-15

24 Office Ergonomics How To Comply STEP 4) Evaluate The Program After your ergonomics program has been put in place, it s important to evaluate it on a regular basis. When you evaluate your program, be sure that you cover these points: Ask employees in the program or a sample of those employees (and their representatives) about the effectiveness of the program and any problems they have found. Review all of the elements of the program to make sure they are working effectively. Determine whether MSD hazards are being identified and addressed. Determine whether the program is achieving positive results, as demonstrated by indicators such as these: Fewer MSDs in the workplace (and especially fewer serious MSDs) More jobs in which MSD hazards have been controlled Fewer jobs posing MSD hazards to employees Any other measure that shows positive change You should also evaluate your program (or a relevant part of it) when you have reason to believe that it s not working properly. And if your evaluation finds problems, you should promptly correct them. Again, the occurrence of an MSD incident (or another MSD incident) in a problem job does not in itself mean that the program is ineffective. STEP 5) Keep Accurate Records The final step in managing your ergonomics program is to keep accurate records. You should keep written or electronic records of the following information: Employee reports of MSDs, MSD signs and symptoms and MSD hazards Ergonomic improvements made Ergonomics program evaluations Employee training provided Page H-16

25 Office Ergonomics Written Program Written Program This section contains the following topics: Written Program Development Office Ergonomics Written Program Recordkeeping Written Program Development Creating a written program is an effective way of outlining your organization s commitment to office ergonomics and making sure that everyone understands how to prevent the occurrence of Musculoskeletal Disorders (MSDs). To be effective, an Office Ergonomics Written Program must clearly identify the following: Key personnel who are responsible for each segment of the program How MSDs can be identified, managed and prevented How training will be performed What procedures will be used to evaluate and update the program How records will be kept Developing a written program is important for several reasons: To ensure that all elements of the ergonomics program are implemented consistently To clearly define and present expected outcomes, methods and individual behaviors To provide a basis for succession of the program through personnel changes To provide a foundation for training new employees To provide documentation for regulatory agencies as well as clearly present the program s elements and the logic behind how it was developed To save time by documenting the best methods, resources, vendors and equipment needed to ensure safe processes To give employees the recipe for implementing the program The written program identifies the following: Who is responsible for completing tasks within the program What steps should be taken to prevent injuries What equipment is used, how it s used, where it s purchased, who is responsible for the purchasing process and how equipment is issued to employees The following sample Office Ergonomics Written Program can help you develop such a program for your organization. It s designed to take you section by section through the complete process. Page W-1

26 Office Ergonomics Written Program Here s a closer look at each section: Purpose: This section describes what the program is expected to accomplish and the employees, departments, operations and facilities to which the program applies. This may include both nonemployees and contractors. Definitions: This section defines terms found in the written program. Responsibilities: This section identifies who is responsible for completing specific tasks within the program to ensure its success. Every program will have a variety of tasks or action items assigned to people in your organization. When the expectations of the program are clearly spelled out, each individual s accountability within it will be clearly established. Program Activities: This section describes the specific management directives (practices) that establish organization, responsibility, authority and standards and that are necessary to implement the office ergonomics program. Practices must be specific and factual, not procedural. They provide guidance on how particular matters should be handled. Attachments: This section includes forms and reports that document important program information. Read the information in this sample written program, and verify that it accurately represents your office ergonomics program. Attach all forms to your written program. Page W-2

27 Office Ergonomics Written Program Office Ergonomics Written Program Purpose The purpose of this program is to establish an office ergonomics program at Company Name This program applies to all employees. Definitions Ergonomics: The science that seeks to adapt tasks and tools to fit the person. Musculoskeletal Disorders (MSDs): A group of conditions characterized by wear and tear on tendons, muscles, joints and sensitive nerve tissues and caused by repetitive use over an extended period of time. MSDs may include muscle strains and tears, ligament sprains, joint and tendon inflammation, pinched nerves and spinal disc degeneration. Responsibilities The Program Administrator Name & Title This person is responsible for these tasks: Issuing and administering the program Providing training on MSDs and office ergonomics to all employees Maintaining the training records of all employees included in the training sessions Providing managers and supervisors with the Workstation Setup Evaluation Form to assess their work areas for ergonomic hazards May be reproduced by original purchaser. 2001, 2004, 2005, 2008 Comprehensive Loss Management, Inc. Page W-3

28 Office Ergonomics Written Program The Maintenance Department This department is responsible for these tasks: Making changes in workstations to support employees needs Installing and adjusting furniture and/or workstations to support the company s ergonomics program Managers And Supervisors These people are responsible for these tasks: Recognizing MSDs and their signs and symptoms Responding promptly to reports of MSDs Identifying and analyzing MSD risk factors within their departments Selecting and evaluating measures to reduce MSD hazards Verifying that employees understand basic ergonomic principles and apply them to daily work activities Encouraging employees to vary work tasks, take regular breaks and stretch at their workstations throughout the day Encouraging employees to use office tools and equipment to minimize risk factors and maximize comfort Employees These people are responsible for these tasks: Knowing the basic principles of ergonomics Knowing the signs and symptoms of MSDs Knowing how to report MSDs and the importance of doing so promptly Varying work tasks, taking regular breaks and stretching at their workstations throughout the day Using office tools and equipment to minimize risk factors and maximize comfort Page W-4 May be reproduced by original purchaser. 2001, 2004, 2005, 2008 Comprehensive Loss Management, Inc.

29 Office Ergonomics Written Program Program Activities General This company will provide employees with equipment that supports good ergonomic design in the office. Employees will be involved in the work planning process to identify and solve work process problems. Jobs that involve repetitive motions will be modified to reduce stress and strain on the body. Job rotation will be used so employees will perform a variety of tasks and use multiple muscle groups throughout the day. Employees will be given time to stretch at their workstations periodically throughout the day. Workstations will be evaluated according to the principles of good ergonomic design, and low-cost changes will be made immediately. Changes that affect capital expenditures for office equipment will be evaluated and implemented as soon as doing so is practical. Employees will be encouraged to vary their work tasks throughout the day. Employees with MSDs will receive appropriate medical treatment. Injured employees returning to work will be given alternative tasks consistent with the health care provider s recommendations. Attachments Recordkeeping A Workstation Setup Evaluation Form B Office Ergonomics Training Record May be reproduced by original purchaser. 2001, 2004, 2005, 2008 Comprehensive Loss Management, Inc. Page W-5

30 Office Ergonomics Written Program Recordkeeping Training Recordkeeping Keep accurate records of all office ergonomics training, documenting all participants and activities pertaining to this program. An Office Ergonomics Training Record, which you can use for this purpose, is provided in this section. Forms Provided A Workstation Setup Evaluation Form B Office Ergonomics Training Record Page W-6

31 Training This section contains the following topics: Instructor Guide Delivery Training Tips Learning Exercise Glossary Of Terms Slides Instructor Guide Putting On The Training Program If you have never put on a training session before, there are some helpful hints following this guide. Training is an important way to make sure all employees understand office ergonomics. All employees should be trained in the basics of ergonomics and the signs, symptoms and causes of common Musculoskeletal Disorders (MSDs). In addition, employees should understand how to report MSDs in your workplace and the importance of early reporting. Your office ergonomics training will be more effective if you can motivate employees to want to educate themselves in how to avoid MSDs. To do this, you need to present the training as an important and useful part of their jobs. The benefits of office ergonomics training include the following: Being able to recognize MSDs and their signs and symptoms Identifying the risk factors and jobs and activities associated with MSDs Knowing how to report MSDs and why it s important to do so promptly Knowing how to apply the principles of good ergonomic design to prevent MSDs Reducing fatigue and physical stress Creating a safer, healthier workplace Everyone learns in a different way. Some of your employees may learn quickly from the video and Employee Handbook; others may need more time and attention. Take time to answer all questions and clarify the information, as needed. Be sure to keep accurate records of all office ergonomics training. For each participant, identify the date of training, the instructor and the information covered. You will find an Office Ergonomics Training Record, which can be used for this purpose, in the Attachments section of the Written Program. Page T-1

32 Training Materials This Instructor Guide is intended to be used with the following materials: Office Ergonomics Video Designed for all employees in the workplace, the video covers these topics: The basic principles of ergonomics How to work in neutral to reduce stress and injury How to adjust workstations to meet individual needs Office Ergonomics Employee Handbook Designed for participants in office ergonomics training, the handbook covers these topics: The basic principles of ergonomics Common types of MSDs and what causes them MSD signs and symptoms How to prevent MSDs through applying good ergonomic design How to adjust workstations to meet individual needs How to do stretching, warm-up and relaxation activities The importance of early reporting of MSDs How To Comply Section Of The Office Ergonomics Program Designed for the designated safety director or person responsible for the office ergonomics program, this guide covers these topics: The basic principles of ergonomics Common types of MSDs and what causes them MSD signs and symptoms How to prevent MSDs through applying good ergonomic design The importance of early reporting of MSDs Steps for establishing an office ergonomics program Slides Designed for use in the office ergonomics training program, a Microsoft PowerPoint slide presentation is provided on the enclosed CD. Page T-2

33 Using This Instructor Guide This Instructor Guide provides the following symbols to help you conduct the session: This symbol indicates that you should use the flipchart. This symbol indicates that you should ask a question. This symbol indicates that you should show a slide. This symbol indicates that you should show the video. This symbol indicates that you should refer to the Employee Handbook. This symbol indicates that you should read the note for the instructor. Page T-3

34 Program Preparation The best way to ensure that you will conduct a successful training session is to be fully prepared. Here are some important preparation steps: 1. Identify the location of the room in which you will conduct the training. Ideally, the room should be quiet, well ventilated and well lit. 2. Schedule the session, and send out notices to managers and participants. 3. Assemble the following materials (some will be optional, depending on your presentation plans): TV and VCR or DVD player Video/DVD Computer, projector and screen Markers and flipchart or whiteboard Copies of your written program for participants Employee Handbooks Copies of the Learning Exercise (found at the end of this guide) 4. Review all program materials thoroughly. Make notes of examples or discussion questions that pertain to your office setting. Anticipate questions that participants are likely to ask. 5. Review your Office Ergonomics Written Program. Highlight those points you want to emphasize. 6. Read the Employee Handbook. Again, highlight those points you want to emphasize. 7. Read through the Learning Exercise. You may want to add additional questions to verify that participants understand the unique risk factors and procedures in your workplace. 8. Consider how you want to present the Learning Exercise. The purpose of the exercise is to check for understanding. It can be used as part of a group discussion, completed in small groups or filled out by individuals. It is not recommended that the exercise be used as a test. 9. Practice presenting the program. Page T-4

35 Program Presentation The following information is provided to help you present an effective training session. You may choose to present the program following a different format, but keep in mind that these instructions are designed to achieve certain objectives. It may be helpful to write key terms and their definitions on flipcharts before the session begins. You will find a Glossary Of Terms later in this Instructor Guide. Writing participants responses to questions on a whiteboard or flipchart is also helpful, so participants can see as well as hear important information. Encourage employees to take an active role in their learning. This will help keep the session interesting, increase participants ability to retain and use the information presented and allow you to check their understanding. Learning Objectives Upon completion of the program, participants will be able to do the following: Understand your company s Office Ergonomics Written Program Understand the basic principles of ergonomics Recognize MSDs and their signs and symptoms Identify the risk factors and jobs and activities associated with MSDs Know how to apply the principles of good ergonomic design to reduce stress and injury Know how to do stretching, warm-up and relaxation activities Know how to report MSDs and the importance of doing so promptly Final Preparation 1. Prepare all materials and test all equipment at least 1 hour before the session. This will allow time for any last-minute maintenance of the equipment. 2. Cue up the program so it s at the start point. 3. Have the words Office Ergonomics displayed on a flipchart or slide. This will focus participants on the topic to be discussed. 4. Display the session agenda on a flipchart or slide. This will help participants follow along. Page T-5

36 Delivery Welcome & Introduction Welcome participants to the training session. Show Slide #1, Office Ergonomics. Introduce the topic Office Ergonomics. Show Slide #2, Agenda. Describe the agenda for the session: Introduction Office Ergonomics Video Discussion Of Office Ergonomics And MSDs Employee Handbook Hands-On Demonstrations Learning Exercise Close Post the agenda so participants can follow along during the session. Explain that in this Information Age, an amazing amount of information is literally available at our fingertips. The use of computers and related technology has revolutionized most jobs and created endless possibilities for new ones. While doing these jobs may require only small amounts of physical activity, we bring our whole bodies to work. And in order for us to work as efficiently as possible, we must accommodate our bodies by providing a safe, comfortable workplace. In the past, the workplace was designed to move products and support machines efficiently. Since people always seemed so adaptable, how they fit into the workplace received less attention. But because of the increasing number of injuries caused by repetitive motion and stress known as Musculoskeletal Disorders (MSDs) ergonomics has become a critical factor in workplace safety. Page T-6

37 Ergonomics is the science that seeks to adapt tasks and tools to fit the person. It s a way of looking at the designs of tasks, tools, equipment and workplace layouts and the overall organization of work to fit the job to the person, rather than the person to the job. By understanding ergonomics and how to analyze and adapt work to avoid ergonomic health hazards we can all work in ways that reduce the risks for MSDs, control the costs associated with these injuries and increase everyone s safety. ASK: What are some of the activities we do on the job that cause pain or discomfort? Write responses on a whiteboard or flipchart. Office Ergonomics Video Explain that we will now watch a video on office ergonomics. As they watch, ask participants to look for these topics: The basic principles of ergonomics How to work in neutral to reduce stress and injury How to adjust workstations to meet individual needs Show the video. ASK: Does anyone have any questions about the video? Respond to questions. Discussion Of Office Ergonomics And MSDs ASK: What is ergonomics? Listen to responses. Show Slide #3, Ergonomics. Explain that ergonomics is the science that seeks to adapt tasks and tools to fit the person. Page T-7

38 ASK: Why is applying ergonomics in the office so important? Listen to responses. Show Slide #4, Importance Of Office Ergonomics. Explain that the goal of office ergonomics is to create a workplace in which employees can minimize wear and tear on their bodies. ASK: What are Musculoskeletal Disorders (MSDs)? Listen to responses. Show Slide #5, Musculoskeletal Disorders (MSDs). Explain the following about Musculoskeletal Disorders (MSDs): MSDs are characterized by wear and tear on tendons, muscles, joints and sensitive nerve tissue and are caused by repetitive use over an extended period of time. MSDs may include muscle strains and tears, ligament sprains, joint and tendon inflammation, pinched nerves and spinal disc degeneration. What these conditions have in common is that they are cumulative and occur gradually over time. ASK: What kinds of MSDs can result from office work? Listen to responses. Show Slide #6, MSDs Resulting From Office Work. Explain that the MSDs that result from office work can be grouped into three general categories. The first category is hand and wrist MSDs: Hand and wrist MSDs The most common conditions include these: Carpal tunnel syndrome: Swelling in the carpal tunnel inside the wrist, which places pressure on the median nerve and tendons Raynaud s phenomenon: Increased sensitivity of the hand to cold Trigger finger: Catching and pain that occurs with movement of the finger Page T-8

39 Show Slide #7, MSDs Resulting From Office Work (contd.). Explain that the second category is tendinitis MSDs: Tendinitis MSDs Tendinitis is inflammation of the tendons, which are the tissues that connect the muscles to the bones. Common types include the following: Rotator cuff syndrome: Tendinitis of the rotator cuff inside the shoulder Epicondylitis: Tendinitis of the elbow DeQuervain s syndrome: Tendinitis of the thumb Show Slide #8, MSDs Resulting From Office Work (contd.). Explain that the third category is low-back and neck MSDs: Low-back and neck MSDs Pain in the lower back or neck may indicate any of these conditions: Herniated spinal disc: Protrusion of the spinal disc, potentially placing pressure on a nerve Sciatica: Pressure on the sciatic nerve in the low-back and buttocks area that results in pain running down the leg Tension neck syndrome: Tightening of the muscles in the neck, causing pain ASK: What office activities can cause MSDs? Listen to responses. Show Slide #9, Office Activities That Can Cause MSDs. Explain that the following office activities can cause MSDs: Working with bent or flexed wrists Making repetitive hand, arm and shoulder motions Making long reaches for materials Sitting or standing for long periods Working with the neck bent forward at an angle greater than 15 degrees for long periods Page T-9

40 Show Slide #10, Office Activities That Can Cause MSDs (contd.). Explain that the following office activities also can cause MSDs: Working at poorly adjusted workstations and chairs Sitting in chairs that provide little or no back support Working with inadequate lighting Holding pens or pencils with a pinch grip frequently Working under mental or physical stress Resting the forearms against the sharp edges of work surfaces Taking too few or too short rest breaks ASK: What are the major risk factors that can lead to MSDs? Listen to responses. Show Slide #11, Major Risk Factors Leading To MSDs. Explain that these are the major risk factors leading to MSDs: Awkward postures and positions: Working in ways that place increased demands on the body Force: Requiring the muscles and joints to work harder or to exert more effort Repetition: Making the same movement repeatedly or frequently Contact stress: Pressing part of the body against a hard surface or sharp edge or resting it on such a surface for an extended time ASK: What are some examples of awkward postures and positions? Listen to responses. Show Slide #12, Awkward Postures And Positions. Explain that these are some examples of awkward postures and positions: Bending the wrists Holding the elbows away from the body Stretching the arms out Sitting or standing with the back rounded or the shoulders slumped forward Making long reaches for materials Sitting with the back unsupported Page T-10

41 ASK: What are some examples of jobs that can cause injuries from force? Listen to responses. Show Slide #13, Force. Explain that performing jobs such as these can cause injuries from force: Holding a pen or pencil in a pinch grip Using excessive force when moving equipment or supplies Hitting the keys harder than necessary while doing data entry or typing ASK: What are some examples of jobs with high repetition? Listen to responses. Show Slide #14, Repetition. Explain that these are some examples of jobs with high repetition: Keyboarding and typing Sorting Stapling Filing Explain that repetition itself is not necessarily harmful. The problem lies in the frequency of the task and combining it with awkward postures and high levels of force. ASK: What are some examples of work practices that can cause contact stress? Listen to responses. Show Slide #15, Contact Stress. Explain that contact stress can be caused by these practices: Pressing the heel of the hand against a hard surface, as in stapling Resting the heel of the hand on a desk or keyboard tray while using a mouse Leaning with the forearms pressed against a sharp edge, such as a counter Resting the elbows on a hard surface for an extended time Page T-11

42 ASK: What are the signs and symptoms of MSDs? Listen to responses. Show Slide #16, Common Symptoms Of MSDs. Explain that the signs and symptoms of MSDs include the following: Pain Numbness Tingling Burning Cramping Show Slide #17, Common Symptoms Of MSDs (contd.). Explain that these are also signs and symptoms of MSDs: Stiffness Decreased range of motion Deformity Decreased grip strength Loss of muscle function Explain these additional points about the signs and symptoms of MSDs: They may be worse at night or even first noticed at night. Deformity and decreased range of motion are rarely seen as signs and symptoms of MSDs. Discomfort by itself is not considered a sign or symptom but may be remedied through improved ergonomics and work practices. Page T-12

43 ASK: Why is it important to report MSDs right away? Listen to responses. Show Slide #18, The Importance Of Early Reporting. Explain that early reporting is important for several reasons: MSDs develop gradually over time, which means the signs and symptoms will only become worse the longer you continue the activity that has caused them. The sooner you report the problem, the sooner the source will be discovered and treatment will get underway. You will recover sooner and with less pain and stress. The company will benefit through improved employee comfort and morale and thus increased efficiency and productivity. Review with participants the procedures for reporting MSDs in your organization. Specify to whom reports should be made and where this individual is located. ASK: What is the most effective way of preventing MSDs? Listen to responses. Show Slide #19, Preventing MSDs. Explain that the most effective way of preventing MSDs is to review workplaces, machines and tasks according to the principles of ergonomics. And one of the basic principles of ergonomics is working in neutral. ASK: What is working in neutral? Listen to responses. Show Slide #20, Working In Neutral. Explain the following about working in neutral: Working in neutral means keeping the joints in their strongest, most stable and least stressful positions while performing work activities. For example, when you re standing, your wrists are working in neutral when your arms are dangling and relaxed at your sides. In this position, your wrists are straight, not bent or flexed. Page T-13

44 ASK: How can the body be kept working in neutral? Listen to responses. Show Slide #21, Working In Neutral (contd.). Explain the following about keeping the body working in neutral: You should adjust the workstation or chair to your body, rather than adjust your body to the workstation or chair. These adjustments are made possible through ergonomic design: the practice of designing workplaces, machines and tasks to match the capabilities and limitations of the human body. The goal is to create a workplace in which employees can work in neutral, minimizing wear and tear on their bodies. ASK: Using the principles of ergonomic design, what elements of the office work environment should be examined and adjusted to fit each individual employee? Listen to responses. Show Slide #22, Elements Of The Office Environment. Explain that the following elements of the office environment should be adjusted to fit each individual employee: Chairs Keyboards and mice Computer monitors Copyholders Work habits Visual comfort Page T-14

45 ASK: How should chairs be adjusted? Listen to responses. Show Slide #23, Chairs. Explain the following about chairs: The ideal chair for a workstation can be easily adjusted from a seated position. The seat height should be set so that your thighs are nearly parallel to the floor and your feet are resting flat on the floor or a footrest. The front edge of the seat should be rounded so it doesn t press into the backs of your knees. The seat pan depth should be adjustable so you can sit back comfortably against the backrest. Show Slide #24, Chairs (contd.). Explain the following about chairs: If the chair has armrests: They should be well padded. They should not be so high as to force your shoulders upward. They should not be so wide as to force your elbows away from your body. Show Slide #25, Chairs (contd.). Explain the following about chairs: The chair backrest should adjust and support your back. The chair should allow you to lean back about 10 to 25 degrees, which is similar to the way you would sit while driving a car. Show Slide #26, Chairs (contd.). Explain the following about chairs: The chair should also be stable; five legs are better than four. The chair should be mobile, swiveling easily and rolling smoothly on casters. The cushions should be covered in durable but breathable upholstery fabric. Page T-15

46 ASK: How should keyboards and mice be positioned? Listen to responses. Show Slide #27, Keyboards And Mice. Explain the following about keyboards and mice: The first ergonomic consideration for a keyboard and mouse is height, which depends on the height of the work surface your keyboard rests on and the height of the chair. Ideally, when seated in a comfortable position, your arms should rest at your sides, forming approximately a 90 degree angle at each elbow. Your forearms, wrists and hands should be relaxed and aligned. Show Slide #28, Keyboards And Mice (contd.). Explain the following about keyboards and mice: An adjustable keyboard tray allows changing the height and the angle of the keyboard and mouse to suit individual needs. If such a tray is not available, try these simple measures to adjust keyboard and mouse height: If the keyboard and mouse are too low, raise them by placing pads of paper or a flat piece of wood under them. If the keyboard and mouse are too high, raise the chair and add a footrest. ASK: When working at a keyboard, typewriter or calculator, how can you keep your wrists and hands in a neutral position? Listen to responses. Show Slide #29, Keeping Your Wrists And Hands Working In Neutral. Explain the following about working in neutral: Your fingers should rest flat or level on the work surface. Using a wrist support or palm rest allows you to relax your arms and keep your wrists straight. The support or rest should be level with the keys on the keyboard. It s best to use the wrist or palm rest while you are taking a break for instance, looking at the monitor to review what you have keyed in. Keep your hands and wrists hovering over the keys while you are actually typing. Page T-16

47 ASK: What additional guidelines should be followed by an employee who works extensively with a mouse? Listen to responses. Show Slide #30, Working With A Mouse. Explain the following additional guidelines for using a mouse: Position the mouse and mouse pad next to the keyboard to keep your wrist straight and to avoid making long reaches. When using the button on the mouse, keep your index finger relaxed by resting it on or around the mouse, rather than holding it poised above the button. ASK: How should computer monitors be positioned? Listen to responses. Show Slide #31, Computer Monitors. Explain the following about computer monitors: To maintain correct posture and proper head and neck position while seated at a computer, the top of the monitor screen should be at or just below your eye level. In addition, the monitor should be positioned approximately 24 to 30 inches from your face about an arm s reach. Show Slide #32, Computer Monitors (contd.). Explain the following about computer monitors: Consider how the computer monitor and keyboard are positioned: The monitor should be aligned with the keyboard. In most cases, both should be positioned directly in front of you. Avoid setups in which you have to turn your head or bend your neck to look at the monitor and see what you have typed. Adjust monitor controls for brightness, contrast and the like for comfortable viewing. Page T-17

48 ASK: How should copyholders be positioned? Listen to responses. Show Slide #33, Copyholders. Explain the following about copyholders: Using a copyholder while working at a keyboard can help reduce eye motion and discomfort and allow you to maintain proper neck posture. However, the copyholder must be positioned correctly to prevent neck and eye strain. Specifically, the copyholder should be placed between the keyboard and the monitor or directly next to the monitor on either side. The copyholder should be positioned at the same height and distance from your face as the monitor about an arm s reach. ASK: How do work habits affect your comfort? Listen to responses. Show Slide #34, Work Habits. Explain the following about work habits: Working efficiently does not always mean working continuously on one task. The human body is designed to move, so holding one position or performing one task for a long time will increase the stress on muscles and joints. Concentration will increase and fatigue both mental and physical will decrease if employees spread out or break up tasks whenever possible. Page T-18

49 ASK: How can you spread out or break up tasks throughout the day? Listen to responses. Show Slide #35, Taking Breaks. Explain that one way of breaking up and spreading out work is to take regular stretch breaks throughout the day: Your goal should be to do frequent but mild stretches within a pain-free range. Doing so will not only reduce the muscle fatigue that comes from doing repetitive tasks and holding awkward positions but will likely improve your productivity, as well. Explain that you will demonstrate proper stretching, warm-up and relaxation activities later in this session. ASK: What can be done to improve visual comfort in the workplace? Listen to responses. Show Slide #36, Visual Comfort. Explain the following about visual comfort: Visual comfort plays a major role in employees ability to complete job tasks, which means lighting should be considered when designing a work area according to ergonomic principles. There should be enough light to allow employees to read documents, but this does not necessarily mean bright light. The goal is to prevent or reduce glare. ASK: What are the two types of glare? Listen to responses. Show Slide #37, Two Types Of Glare. Explain the following about the two types of glare: Direct glare is caused by intensely bright light sources, such as the sun shining in windows and light fixtures shining down from the ceiling. Reflected glare includes bright spots that are caused when light reflects on a computer monitor or work surface. Page T-19

50 ASK: What measures can be taken to improve visual comfort and reduce glare? Listen to responses. Show Slide #38, Reducing Glare. Explain that the following measures can be taken to improve visual comfort and reduce glare: Provide indirect lighting. Place good diffusers on overhead lights. Lower the general light level in the work area, and provide task lighting (that is, lights directed on specific work, such as documents). Add shades to windows. ASK: What methods can be used to reduce glare on computer monitors? Listen to responses. Show Slide #39, Reducing Glare On Monitors. Explain that the following methods can be used to reduce glare on computer monitors: Install blinds on windows near monitors. Adjust brightness and contrast on the monitor. Use a nonglare filter to cover the computer monitor s screen. Tilt or move the monitor so it doesn t reflect light sources. Position the desk so that light sources (such as windows) are perpendicular to the monitor, rather than directly behind the employee or the monitor. ASK: What else should be considered by employees who wear glasses? Listen to responses. Show Slide #40, Employees Who Wear Glasses. Explain the following considerations for employees who wear glasses: Page T-20 An employee who wears glasses should have his or her prescription adjusted so it s correct for the distances involved on the job. For instance, someone who works at a computer should be able to read what s on the monitor without tilting his or her head forward or backward. Someone who wears bifocals should lower the monitor as much as possible. To ensure comfort and reading ability, the employee may need to consult his or her eye doctor and consider having a special pair of glasses made just for work.

51 ASK: How can completing stretching, warm-up and relaxation activities help you avoid fatigue and prevent MSDs? Listen to responses. Show Slide #41, Stretching, Warm-Up And Relaxation Activities. Explain the following about how completing stretching, warm-up and relaxation activities can help you avoid fatigue and prevent MSDs: Muscles that are used in one position for an extended period of time become fatigued, which affects circulation to the working muscles. Stretching improves the bloodflow and keeps the working muscles fresh and loose. Stretching also can relieve the muscle strain and tightness caused by work involving awkward postures and positions, force, repetition and contact stress. ASK: What general guidelines should be followed when performing stretching and relaxation activities? Listen to responses. Show Slide #42, Guidelines For Stretching And Relaxation Activities. Explain that these general guidelines should be followed: Start out easy, doing neither too many nor too demanding movements. Stretch regularly throughout the day. Hold each stretch for 10 to 20 seconds. Don t bounce. Show Slide #43, Guidelines For Stretching And Relaxation Activities (contd.). Explain that these general guidelines should also be followed: Some discomfort may be felt when certain stretches are done, especially if your muscles are stiff or weak. Stretching exercises should never cause pain. If you already have an MSD, get specific advice from your health care provider. If you have other medical problems, consult your health care provider before doing stretching activities. Page T-21

52 ASK: How can eye strain be reduced? Listen to responses. Show Slide #44, Reducing Eye Strain. Explain the following about how eye strain can be reduced: Change focus from time to time. For instance, look out the window or across the room and focus on something at least 20 feet away for a few seconds. Move your eyes in all directions: up, down, around and diagonally. Trace the edge of the ceiling with your eyes. Close your eyes for a few seconds. Get up and move around on breaks. Blink more often. Employee Handbook Give each participant a copy of the Employee Handbook. Explain that participants should refer to their handbooks in the next section as you demonstrate stretching, warm-up and relaxation activities. Hands-On Demonstrations Demonstrate how to work in neutral in the office. Demonstrate proper stretching, warm-up and relaxation activities. (Again, refer participants to their handbooks.) Learning Exercise Hand out the Learning Exercise (found at the end of this Training section). Explain that this is an exercise, not a test. Provide answers to the Learning Exercise after all participants have completed it. Have participants self-grade their exercises and turn them in. Keep the exercises in a file for future reference. Participants who answered less than 80% of the questions correctly may not have comprehended the training. Additional one-on-one training may be necessary. Page T-22