Office Ergonomics Training for Supervisors

Logistics Emergency procedures Location of restrooms Please silence phones

Purpose To provide guidance to address ergonomic concerns, regardless of how the concern is raised, with the goal of ensuring consistent handling.

Agenda Office ergonomics roles Musculoskeletal disorders (MSD’s) signs/ symptoms and risk factors MSD prevention methods including correct workstation set-up Ergonomic assessment process

Definition of Ergonomics Ergonomics is the science of matching physical and psychological demands of an activity with the physical and psychological capabilities of the individual performing the activity.

Office Ergonomics Roles

Safety Coordinators Maintain and administer the ergonomics program Ensure those completing assessments are properly trained Review ergonomic concern forms Review and assist in ergonomic assessments Ensure corrective actions are implemented in a timely manner

Workers’ Compensation Coordinators Ensure injured employees get back to work as soon as possible Ensure risks of a recurrence are reduced

Disability Services Coordinators Work with employees with disabilities to provide reasonable accommodations under the ADA to assist the employee in the performance of his/her job functions Adjust a job or work environment

Supervisors Ensure a safe work environment Address hazards Talk with employees about safety concerns Assist in completing ergonomic assessments, if needed

Musculoskeletal disorders, signs/symptoms and risk factors

Musculoskeletal Disorders or MSD’s are injuries or illnesses to soft body tissue  Muscles  Tendons  Ligaments  Joints  Cartilage What is a Musculoskeletal Disorder?

Neck Shoulder/Upper Arms Back Elbow Wrist Hands/Fingers Common Body Parts Affected

Risk Factors Awkward posture Static work Repetitive motion Force Contact stress Duration or frequency Certain medical conditions Outside of work activities Pre-existing injuries

To Sum it Up MSD’s can be aggravated by improper ergonomics Be alert of the signs and symptoms of MSD’s There are risk factors that could increase the chance of developing an MSD

MSD Prevention Methods Including Correct Workstation Set-Up

Prevention The key is correcting the causes of discomfort before they become disorders! Prevention methods include:  Rotating work tasks  Properly setting-up office equipment  Maintaining neutral posture  Using space efficiently  Maintaining adequate lighting  Stretching

Monitor Height - eye level or below Angle - reduce glare Distance - arm’s length Placement - directly in front of user Cleanliness - improves readability

Monitor (continued)

Monitor – Bad Example

Keyboard Height - elbow height Location - maintain neutral body positioning Hands - supported Wrists - straight, relaxed and supported Shoulders - relaxed

Keyboard – Bad Examples

Mouse Distance- close to body Height - same level as keyboard Wrist - keep neutral, do not rest against a sharp edge

Mouse – Bad Example

Chairs Back - supported Arms - close to level Tension or Tilt- adequate support/posture Feet- level and supported

Armrest Adjustments

Neutral Posture The position in which there is the least tension or pressure on nerves, tendons, muscles and bones. It is also the position in which muscles are at their resting length, neither contracted nor stretched.

Workstation Space Utilization Place frequently used materials in “usual/primary” work area Less frequently used materials in “occasional/ secondary” area Stand up to reach “non-working/tertiary” area

Work Zones Secondary work area Tertiary work area

Lighting Under lighting or over lighting areas can cause headaches, muscle strains, fatigue and eye strain, so Minimize glare (reflections on the screen) Adjust contrast and brightness together Add task lighting for documents where appropriate Position your computer screen so windows are not in front or behind it

Helps blood circulate, bringing oxygen and nutrients to the muscles Increases range of motion Decreases stiffness Puts you back in line Stretching

Rotate work tasks Use office equipment correctly, keeping ergonomics in mind Maintain neutral posture Use workspace efficiently Maintain adequate lighting Stretch periodically To Sum it Up

Ergonomic Assessment Process

When are assessments conducted? When an employee complains of discomfort When requested due to a work-related injury claim When requested as a step in the disability accommodation process

Step 1 If an assessment is requested by an employee, the employee must complete the Office Ergonomics Concerns form and return it to the employee’s supervisor.

Step 2 Supervisor gets assistance from the safety coordinator, workers’ compensation coordinator or disability services coordinator to conduct the assessment using the checklist. Suggestions and changes are implemented.

Ergo Assessment Checklist Allows relatively quick review Provides ergonomic risk factor education during evaluation Often times leads to eliminating risk factors, without purchasing equipment, by doing adjustments during the evaluation

Evaluate the cause - Why?  Repetitive activities  Poor workstation design Change how work is performed  Minimize or eliminate repetition  Rotate job responsibilities  Alternate tasks Make changes to work environment  Look at each task separately  Workstations, tools or processes What to Review

Step 3 Return completed assessment form and pictures, if necessary, to the safety coordinator, workers’ compensation coordinator or disability services coordinator.

Step 4 If an employee’s ergonomic issue(s) are not resolved after at least two weeks, the supervisor should contact the safety coordinator who will determine the next steps.

New Office Equipment

New Equipment If workstation modifications cannot be made with simple fixes, like reams of paper or chair adjustments, new equipment may be needed. Before purchasing, check to see if there are items in your agency’s surplus office products or Department of General Services’ surplus Consider cost when choosing equipment Good, better, best – is the best needed?

Purchasing – Who Pays for It? The employee’s organization is responsible for providing office workstations and equipment Disability accommodations costing over $1,500 require approval by the OA, Bureau of Workforce Planning, Development and Equal Employment Opportunity Unusual requests for a work-related injury must be reviewed by the OA, Bureau of Employee Absences and Safety

Your Turn – Ergonomic Assessment Practice

Review Workstations – Example 1

Review Workstations – Example 2

Review Workstations – Example 3

Review Workstations – Example 4

Review Workstations – Example 5

Questions