Overview:

This article provides an overview of what responsible personnel should consider when determining if a workstation and all the tools used in and around the workstation are ergonomically appropriate. The article also highlights best practices and guidelines when conducting ergonomic assessments. A checklist to identify possible problem areas in and around workstations is also provided. The article includes exercises and tips to help reduce the symptoms of physical stress and fatigue.

What Is Ergonomics?

Ergonomics is the science of designing machines, products and systems to maximize the safety, comfort and efficiency of the people who use them¹. It is the means by which people and machines work together as one unit. Ergonomics focuses on highlighting the strengths and compensating for the weaknesses of each component within the system, both human and mechanical. Designing a work area with ergonomics in mind may help reduce workplace accidents and injuries.

Where Do We Start?

Before a problem can be corrected, one must know what to look for. When determining if a workstation, tool or other piece of equipment is ergonomically designed or organized, there are specific items to consider:

In an office setting, best practices are to:

• Consider materials that will allow the employee to work comfortably
  
  
  
  • Place the computer in an area that will reduce or eliminate computer screen glare
    
    
    
    • Locate glare guards for computer monitors
      
    • Locate window shades to block sunlight
      
    • Situate the computer screen at a 90-degree angle to windows
      
    
    
  • Locate ergonomically designed equipment/ furniture
    
    
    
    • Fully adjustable chairs that have lumbar support and five prongs on the base to evenly distribute one’s weight
      
    • Ergonomically designed keyboard and/or adjustable keyboard tray
      
    • Trackball mouse to reduce the risk of repetitive strain injury
      
    
    
  
  
• Consider the best placement for equipment and materials so the employee can work efficiently
  
  
  
  • Construct workstations so multiple tasks can be completed with little or no adjusting
    
    
    
    • Adjustable keyboard tray with attached adjustable mouse tray
      
    • Keyboard with mouse built into the wrist rest
      
    
    
  • In lieu of having multiple workstations, consider consolidating into one workstation large enough for all necessary tasks
    
  
  

Employees working in call center environments primarily work at a workstation all day. Some best practices for employees in this type of environment include:

• Utilizing adjustable work surfaces that adjust up or down for employees that must sit or stand for long periods of time
  
• Utilizing desktop lighting to assist with preventing eyestrain
  
• Using foot rests to relieve strain on legs and the lower back
  
• Utilize adjustable seats that allow the employee to alternate sitting or standing positions
  

• Evaluate tools that may cause repetitive trauma or shock to the joints caused by vibration
  
• Consider limiting the amount of time spent using vibrating hand tools
  
  
  
  • Re-evaluate the process, and if possible, use industrial sized tools to eliminate the need to use the hand tool
    
  
  
• Retrofit or provide tools that are ergonomically designed
  
  
  
  • Locate cushions and grips for both manual and mechanical hand tools to increase comfort and aid in preventing strain injuries
    
  
  
• Evaluate the job. If employees have duties that require them to place themselves in awkward positions, handle awkwardly shaped or extremely heavy loads, consider altering the task or using available mechanical assistance
  

Laptop ergonomics:

The use of laptop computers has exploded in recent years, bringing with that growth ergonomic issues relating to repeated use. In an article from NASA’s Kennedy Space Center, laptop users are reminded to “[s]ituate yourself the same way as if at a full computer. Position the portable high enough so there is a balance between the upper arms (arms should hang relaxed from the shoulder, with forearms nearly parallel to the floor) and the neck (the screen should be perpendicular to [one’s] line of sight).” ²

To raise the laptop use phone books, towels, pillows or “whatever is handy,” the article continues. For more information, go to http://rehabworks.ksc.nasa.gov/pamphlets/Laptop.pdf

Ergonomic Assessment:

The purpose of an ergonomic assessment is to either prevent a problem or injury from occurring or to correct an existing problem. An ergonomic assessment should be conducted with the employee’s needs in mind and it is highly recommended that the assessment be conducted when the employee is present. In the office setting (computer-based work), there are specific areas that should be addressed:

Video Display Terminal [VDT] (Computer Monitor):

• The VDT should be tilted so that the top of the screen is at or just below eye level (slightly lower for bi- or trifocal wearers).
  
• The screen should be 18”-24” away from the employee
  
• If there is a glare problem that cannot be corrected by relocating the computer monitor, try using a glare guard
  

Chair:

• The chair should have a five-pronged base to evenly distribute the employee’s weight
  
• The chair should be fully adjustable (arm rests, tilt, height, lumbar support)
  
• The chair should be adjusted so the employee’s feet rest firmly on the floor and their knees are at a 90-degree angle
  

• Should be adjusted so the wrist and hand remain in a neutral position at all times
  
• There should be a slight arch in the fingertips and center of the hand
  
• An adjustable keyboard tray should be able to extend and tilt so the employee does not have to stretch or hyperextend to switch tasks
  

• A trackball mouse may help to reduce/ prevent the need to hyperextend when relocating the cursor on the VDT
  

• Should be located in close proximity to other tasks
  
• For employees who use the phone extensively, a headset system may be an option to prevent stress to the neck and shoulders
  

• Try using a chain to assist with opening valves
  
• Use forklifts to lift heavy objects while loading and unloading
  
• Take frequent breaks
  
• Use the buddy system for extensive jobs and alternate personnel periodically
  
• For jobs that require bending, try using adjustable racks or stands to correct the problem
  
• Rather than using a ladder, use a lift with more space to work safely
  

What can the employee do to help?

Exercise, exercise, exercise… Much like an athlete, warming up must become part of the employee’s regular routine. Stretch and warm up before work begins and periodically when stress or strain is noticed after working continuously and in the same position for long periods of time. Employees should also contribute by reporting equipment needing repair or replacement to the appropriate person.

Correcting and preventing ergonomic deficiencies is a team effort. By working effectively as a team, injuries and illnesses may be reduced and oftentimes eliminated.

For additional assistance or information regarding this topic or any other safety related topic please contact Kristie McClaren, Loss Control Specialist at 804-786-4128. You may also submit a completed Request for Loss Control Assistance by mail or fax.

¹ "Ergonomics," Microsoft® Encarta® Online Encyclopedia 2003
http://encarta.msn.com © 1997-2003 Microsoft Corporation. All Rights Reserved

² Guttman, Monika (2003). Don’t Let Your Laptop be a Pain. Retrieved December 16, 2003, from http://rehabworks.ksc.nasa.gov/pamphlets/Laptop.pdf.