OFFICE SAFETY 2660 Horizon Drive SE Grand Rapids, MI 49546 800-842-0466 www.safetyontheweb.com FACILITATOR S GUIDE
What s Inside Overview 1 Facilitator s Guidelines 1-a Overview 1-b Getting Started 1-c Presentation Guidelines 1-d Lesson Plan 1-e Frequently Asked Questions 2 Why these Guidelines are Vital to Your Safety 3 Ergonomic Risk Factors 6 Musculoskeletal Disorders 7 Posture 11 Recognizing Hazards Program Objective Although the office environment may not have the potential hazards found on a construction site or an industrial workplace, an office work area can still pose a risk if the potential hazards are not understood and respected. In an office environment, the worker may be exposed to risk factors that can lead to Musculosketetal Disorders, or MSDs, affecting millions of workers. Being aware of these risk factors for MSDs and knowing what preventive measures to take will help lead to a safe and healthy office environment. This guide discusses potential hazards found in the office environment, including: Leading ergonomic risk factors Preventive measures the office worker can take How to recognize potential hazards in the office environment 14 Summary 15 Notes 16 Safety Quiz 2001 Summit Training Source Inc. All rights reserved. No part of this book may be reproduced in any form or by any means without written permission from Summit Training Source Inc. If you wish to purchase additional copies please call our office at 1-800-842-0466. 1-a
Getting Started Presentation Guidelines Training Materials Preparation Collect all of the necessary materials and supplies before training begins. Here are some suggested materials and supplies. A training location that is free of distractions, has good lighting and a comfortable temperature. Desks and chairs arranged so that everyone will be able to see the viewing screen, the facilitator and each other. The video, a VCR and a TV with a remote. Make sure the video is rewound. A successful presentation requires preparation and planning. Give yourself several days before the training session to get organized. Locate and schedule the training site as soon as possible. Notify trainees of the training date and time, the training schedule and proper dress. Obtain all necessary equipment and supplies. Make sure you know how to operate the TV, VCR and other equipment. Check to ensure that it is working properly. Replace or repair any damaged equipment. Review all training materials, including the Facilitator s Guide, handouts and any other reference materials. An employee handbook and pen/pencil for each trainee. Each handbook includes a quiz at the back, which can be used to test comprehension and document training. Other supplies and equipment you may need - blackboard, chalk, paper, handouts, transparencies, overhead projector, markers, notepads, etc. Additional information, such as a copy of the regulation or other reference tools. Prepare your presentation, including a lesson plan or outline of the training. Include the training goals and objectives. Some presentation guidelines are included on the next page. A sample lesson plan has been included on page 1-d of this Facilitator s Guide. A day or so before conducting the training session, you may want to have participants take the quiz as a pre-test. The results of this test can help you to determine weak areas to focus on during the training session. Preview the videotape. Note any key points you want to expand upon in your training. Organize Training Time Efficiently Stress the Purpose and Goals of Training Capture Their Attention Make New Learning Experiences Pleasant Ask If There are any Questions How you present the training course can have a great impact on learning. By following these simple presentation guidelines and keeping your objectives in mind, you can effectively and efficiently get the most out of your training session. In today s busy work climate, it can be difficult to find the time needed for training. So, it is important to be organized and well-prepared when you do schedule training sessions. Whether you use Summit s suggested Lesson Plan or not, it is Training needs to be goal-oriented. State the purpose of training in a clear, specific manner - whether it s to reduce injuries, increase production, Training needs to be interesting and compelling to hold trainees attention. To help motivate learners, give them specific evidence that their effort makes a difference and provide feedback on their progress. Also, remember that the first For some adults, past experiences with education were unpleasant and not helpful. Adults learn best when they feel comfortable. By making the learning environment open and friendly, you can help adults to When most adults learn new information that conflicts with what they already know, they are less likely to integrate those new ideas. It is very important to make sure participants fully understand the important to have a lesson plan prepared that you can implement comfortably. This ensures that time spent in training is productive and beneficial for everyone. improve quality, improve working conditions, etc. Review the goals and objectives of the training so trainees know what is expected of them. experience with a new subject usually forms a lasting impression on the learner. By making that experience a positive one, you can help ensure your audience retains the information learned. feel secure in their new learning experience. Offer support and feedback as often as possible, and be ready to provide extra attention to those who may require it. training and do not have any unresolved questions. Provide for a question and answer period so participants can resolve those questions and/or answer questions throughout the training session. 1-b 1-c
Lesson Plan Frequently Asked Questions 1. Introduce the Topic and Purpose of Training As a qualified trainer, your job is to effectively communicate a great deal of information in a well-organized manner. By preparing a lesson plan, you can ensure that each minute of the training session is productive. Summit has provided a suggested lesson plan for your use. Research proves that audience retention is higher when programs are given a brief introduction before viewing them. Prepare an introduction that explains the reasons for training and what will be taught. What is ergonomics and how does it apply to my work environment? Ergonomics is the study of the relationship between people, their tasks, their tools, and their work environment. The goal of an ergonomics program in the workplace is to fit the job and the tools to the worker, not the worker to the job. When workers make adjustments to themselves to fit the job that are beyond their physical capacity, they run the risk of developing a Musculoskeletal Disorder. Organizing your workstation ergonomically helps you avoid the risk factors leading to MSDs. 2. Show the Video: 3. Discussion and Demonstration "Office Safety" To help relate the training to your site, you may wish to incorporate your own discussion topics and exercises. Key issues you might consider include: What is ergonomics and how it relates to employees in your work environment Possible risk factors for Musculoskeletal Disorders that may exist in your office environment Recognizing potential hazards that may be found in your office work area, including possible slip, trip, and fall hazards. How will I know if I am at risk for developing an MSD? First, consider the risk factors that may be present in your job function. Are you working with excessive repetition, static or awkward posture, compression or excessive force to complete your job function? Have a coworker check your posture while performing your job. Is your spine in its natural "S-shape" as you sit or stand? If working with a computer, check the position of the keyboard and mouse, as well as the monitor height. All these items can be risk factors for developing MSDs. 4. Use Handbooks to Reinforce Training The handbooks increase comprehension and reinforce the information learned in the video program by explaining the main points and expanding on the original material. For increased employee information retention, go over one section at a time and stop to answer questions. The quiz at the back of the Facilitator s Guide is provided to document employee training. Answers to the quiz are in bold type. 5. Questions and Answers Provide for a Q&A session to answer any questions. It may be necessary to review some of the material when providing answers. The employee handbook, equipment manuals and other reference tools may be helpful. 1-d 1-e
Why These Guidelines are Vital to Your Safety While your job may not have the potential hazards found on a construction site or in a research lab, your work area the office can pose a risk Ergonomic Risk Factors Ergonomic risk factors are aspects of a job that can cause physical and mental stress. The leading risk factors for musculoskeletal disorders are: if the potential hazards are not understood and respected. Static or awkward postures, Excessive repetition, Compression on hard or sharp edges, In an office environment, you may be exposed to risk factors that can lead to musculoskeletal disorders--the number one injury in the workplace today. Excessive force. Musculoskeletal disorders, or MSDs, are injuries or disorders of the muscles, tendons, ligaments, joints, nerves, and cartilage, or the spinal disks. These injuries most often occur in the upper extremities and lower back. The key to avoiding MSDs is to be aware of ergonomic risk factors and to take steps to eliminate them. Ergonomics is the study of how people work. The goal is to fit the job to the worker, not the worker to the job. In this handbook, we will examine: Ergonomic risk factors commonly found in the office environment. Preventive measures you can take to avoid injury, How to recognize hazards in your work area. Static posture occurs when you hold the same body position for long periods of time. This lack of movement reduces blood flow to the muscles and tendons, decreasing nutrients to these body parts, which can contribute to fatigue. Key Point Musculoskeletal disorders, or MSDs, are injuries or disorders of the muscles, tendons, ligaments, joints, nerves, and cartilage, or the spinal disks. 2 3
Ergonomic Risk Factors (continued) Awkward postures place the body out of its "at rest" position. When awkward postures are assumed frequently or held for long periods of time, they can compress or extend muscles, tendons, and nerves beyond their capacity. Force is the amount of physical effort needed to perform a task. Tasks with high force place added pressure on the muscles, tendons, ligaments, and joints causing strains, inflammation, and injury. Other variables influencing the effects of risk factors include the duration, frequency, and magnitude of your exposure. Combining risk factors increases the potential for injury. Your physical condition, your age, and your life style choices, such as poor diet, smoking, or use of alcohol and other drugs, can also influence the effects of risk factors. Repetition occurs when the same task or series of motions are performed over and over again with little variation and without adequate rest. This results in muscles and tendons becoming fatigued and strained. Compression occurs when repeated or continuous contact is made between soft body tissues and a hard or sharp object. This puts pressure on muscles, nerves, tendons, and other tissues causing inflammation and reduced blood flow. Key Point Musculoskeletal disorders, or MSDs, are the number one injury reported in the workplace today. 4 5
Musculoskeletal Disorders Posture Musculoskeletal disorders or MSDs are the result of cumulative trauma, or repeated exposure to stress factors over a period of time. Damage can occur over months and even years before symptoms appear. As a result, early signs or warning signals of MSDs are often very subtle and sporadic. Unlike a bleeding wound or a broken bone, there is usually no visual sign of injury. Research has proven that correct posture while standing or sitting is a significant factor in reducing the risk of suffering a musculoskeletal disorder. While there is no one "best" posture, the goal is to keep the body in it s "at rest", or neutral position. This means keeping the spine in it s natural "S" shape and the arms below shoulder level. Over 75 percent of our time in the office is spent sitting, so it s important to analyze proper posture while seated. Common symptoms of MSDs include: Dull, aching sensations at a specific joint. Place the feet flat on the floor, knees slightly lower than hips, with the lower back fully supported by the chair. Discomfort with certain movements., Tenderness to the touch. Keep the elbows as close as possible to the body and the arms should be below shoulder level. Pain and tingling in the thumb and first three fingers. The hands and wrists should be in their "neutral position" as a natural extension of the forearms. A swollen feeling in the wrist. Weakness when gripping Neck and shoulders are relaxed, and the head is aligned with the spine. An asleep feeling in the arm. If you experience any of these symptoms, notify your supervisor immediately and report to your site s medical department. 6 If you are required to stand for long periods of time, be sure to maintain the back s natural "S" shape while standing. To relieve stress in the back and legs, shift your weight by periodically resting one foot on a footrest or other object. 7
Posture (continued) Placement of the computer s monitor is also crucial. The top of the viewing screen should be at or slightly below eye level. Use an adjustable stand or monitor riser if your workstation doesn t allow for height adjustment. When adjusting your workstation, begin with your chair. It serves as the foundation for all other adjustments. While not all chairs will have the same adjustment features, experiment with yours to achieve maximum comfort, stability, and support. Repetitive motions are most often performed with your keyboards and mouse, so it is critical to properly position these items. When using the keyboard, remember that the wrists should be a flat, natural extension of your forearms. If your workstation is not adjustable, install an adjustable keyboard tray or use a footrest. Using a mouse improperly is another significant cause of MSDs. Place the mouse at the same level as the keyboard, grip it lightly, and move your whole arm when dragging, not just your wrist. Be sure your wrist does not rest against the sharp edge of the desk or work surface. Use a wrist pad, or have the desk s edge treatment revised. Position the screen a minimum of 18 to 24 inches from your face, and, if possible, up to 30 inches. In general, the monitor should be an arm s length away from your face, but close enough to see the screen clearly when sitting back in your chair. Be aware of your seating position when viewing the monitor. Perching on the edge of the your seat or leaning in to get closer to the monitor puts additional strain on the muscles and ligaments of the back. Key Point Musculoskeletal disorders are the result of cumulative trauma, or repeated exposure to stress factors over a period of time. 8 9
Posture Recognizing Hazards (continued) In your work environment, over time your surroundings may become familiar and you may not readily identify potential hazards. You must train yourself to take notice of what is out of the ordinary, and to use all your senses: Other factors to consider when organizing your primary work zone include the tasks you perform and the frequency you perform them. Place items used frequently within easy reach. Eliminate the need to continuously raise your arms above shoulder level. Can you see any obvious hazards in your area? Is there a cord stretched across a doorway? Is there an unusual smell? For example, an electrical short may have a hot or burning smell. Can you hear anything out of the ordinary? Is there an equipment alarm? Or, has a piece of equipment stopped running? Can you feel anything unusual? Most often, signs and symptoms of musculoskeletal disorders begin with slight twinges or small aches.. If possible, vary your job tasks to avoid excessive repetition and static posture. If you routinely perform tasks that require excessive force, look for alternative means or mechanical assistance. If mechanical assistance is not feasible, allow time for your body to rest between exertions. Key Point When adjusting your workstation, begin with your chair. It serves as the foundation for all other adjustments. 10 11
Recognizing Hazards (continued) To avoid a fire hazard, store paper away from heat sources like a coffeepot or the heat vents on copiers. A key to recognizing hazards is to know where incidents are likely to occur. Falls are one of the most common causes of injuries in the work environment. Leaving a file cabinet or desk drawer open can cause a fall, always close drawers immediately after use. Store the paper cutter arm in the down position to avoid an accidental cut. When using office equipment, like a postage meter, keep machine guards in place to avoid pinch hazards. Leave repair of office equipment to the professionals, unless you have been trained on proper repair techniques. Stacking large amounts of paper on surfaces can create a slip and fall hazard. Keep current on filing tasks and put paperwork in its proper location. Use an approved ladder or step stool to reach for objects above arm s length. Climbing or stepping on furniture can cause a fall. Electrical cords lying across the aisles or walkways can also create a trip and fall hazard. If cords cannot be moved, tape them securely to the floor and place the appropriate warning signs. Correct slip or trip hazards, like spills, immediately, then report them to your supervisor. A messy work area can hide potential hazards. Keep your work area neat and uncluttered. 12 13
Summary Notes The office environment may not have the potential hazards found on a construction site or in a research lab, but the risk for injury is very real. Know the ergonomic risk factors that may be present in your work area, and follow the preventive measures outlined here to help avoid painful musculoskeletal disorders, the leading cause of injury in the workplace today. Through your ability to recognize potential hazards that may be present in your work area, you will keep yourself, and your coworkers, free of injury and illness. 14 15
Safety Quiz To review your knowledge of Office Safety, answer the questions below. Your Name Date 1. The most common form of ergonomic related injury is musculoskeletal disorders (MSDs). a. True b. False 2. Musculoskeletal disorders can result from: a. Awkward posture. b. Frequent Repetition. c. Compression on hard or sharp surfaces. d. All the above. 3. Compression occurs when repeated or continuous contact is made between soft body tissues and a hard or sharp object: a. True b. False 4. When the body is at rest, the spine should maintain it s normal position: a. S. b. Fetal. c. Straight. d. R. e. Bent. 5. Common symptoms of MSDs include all of the below except: a. Dull aching sensations at a specific joint. b. Bleeding. c. Discomfort with certain movements. d. Tenderness to the touch. e. Pain and tingling in the thumb and the first three fingers. 6. Musculoskeletal disorders are the result of cumulative trauma, or repeated exposure to stress factors over a period of time. a. True b. False 7. To prevent eye strain, your computer screen should ideally be away from your face: a. 6 to 12 inches. b. 18 to 24 inches. c. 35 to 40 inches. d. 38 to 42 inches. 8. Ergonomics is the science of: a. Office furniture. b. Adjusting the worker to the work environment. c. Adjusting the work environment to the worker. d. Bones, tendons, and muscles. 9. Musculoskeletal disorders, or MSDs, are caused by: a. Sudden incidents. b. A chronic illness. c. Cumulative trauma. d. An allergic reaction. e. All of the above. 10. When standing for long periods of time, you should always keep both feet on the floor: a. True b. False 16 17