Office Ergonomic Work Station - Assignment Example

Office Ergonomic Work Station Assessment Name: Institution: Table of Contents Introduction 3 Findings 3 Awkward Postures 4 Contact Stress 4 Symptoms 5 Recommendation 5 Provision of Headset for the Telephone 5 Provision of a large overall workstation and a separate computer station to support the equipment and computers 5 Removal of the Center Drawer and Clearance of the space beneath the Desk 6 Provision of a Stool 6 Redesigning of the Working area 6 Conclusion 8 References 9 APPENDIX 10 Introduction Ergonomics involves designing work environment to enhance safety and efficiency of those handling various tasks in an organization (Archer et al., 2015). Effective ergonomics reduces or eliminates injuries and discomfort thus leading to an increase in productivity and job satisfaction (Archer et al., 2015). This assessment used a checklist which was designed to help in identifying office based tasks or jobs having design related hazards that may lead to decline in performance, increase the risk of musculoskeletal discomfort or pain and increase an organizational operational costs. Findings Workers in the library arrange books on shelve (Photo 2 below), use computers to make entries concerning borrowed books and returned books. Sometimes they also communicate using the telephones. Generally they are responsible for managing library data which comprises of users data and data relating to books and various articles. Workers at various stations spend most of the time using their computers. A clear look at their workstations shows that the design of the desk they use cannot accommodate all the reference materials, computer and other records. The monitor can only be placed off the center since the depth of the desk only allows for the off the center placement. Therefore, workers on various workstations usually twist their neck so they view the monitor. The study found out that the environmental condition that is noise, temperature and light was adequate. The study however singled out various ergonomic risks. Some of the ergonomic risks identified include repetitive movement, unsuitable postures, inappropriate twisting and bending movements, contact stress and static workstations. The main ergonomic stresses in the work environment especially on the administrative area in the library comprises of the contact stress and the awkward postures. The frequency of the exposure and the combination of contact stress and awkward posture exposes the employees to the risks of work related musculoskeletal disorder. Employees in this organization work at a higher pace and they are not in a position to control their work environment. Workers in the organization use computers which has their CPU stored beneath the desk. Storage of CPU beneath the desks reduces the space for leg clearance, hence making workers to position their knees outside the leg area of the desk (Photo 1 below). Workers are also seen to be twisting their torsos most of the time since the space for the leg is reduced be placing the CPU beneath the desk 9Photo 1 below). Workers put their knee outside the leg area or twist their torsos so they can put their body next to the desk and be able to reach the mouse and the keyboard. Employees of the organization are seen resting their arms at the edge of the typing desk since their working station does not allow for a wrist posture that is neutral. According to CCH (2007), the lack of a neutral wrist posture may lead to a contact stress. Awkward Postures While looking at the workstation the most important aspect to consider is someone’s posture (Kroemer, 2008). Employees in this organization spend most of their time with the torso or neck twisted. According to Kroemer (2008), twisting of torso or necks are examples of awkward postures that employees that employees experience while performing their duties. Performing tasks repeatedly in such positions leads to musculoskeletal disorders or risks such as stress on the spinal discs or stress on the joints. Contact Stress Contact stress in this organization is due to the workstation design. Employees working in various workstations rest their forearms and palms on the edge of a sharp desk. According to Bridger (2009), continuous exposure to contact stress may lead to work related musculoskeletal disorder due to reduction in the nerve conduction and irritation of tendon. Symptoms The employees reported some of the musculoskeletal disorders, for instance, pain around the neck, back and shoulder. Recommendation Provision of Headset for the Telephone Employees in the organization sometimes use the computer and the telephone at the same time. Due to this, they tilt their head towards one side at while elevating the shoulder to pick and hold the phone between the ear and the shoulder. This creates an awkward posture causing fatigue in the muscles. Therefore, it is advisable employees use headphones to avoid elevating their shoulder (Kroemer, 2008). Provision of a large overall workstation and a separate computer station to support the equipment and computers A well designed computer workstation should have an adjustable desk to allow positioning of the keyboard at the height of the workers elbow when seated (Stevenson, 2006). Adjusting of the module furniture should be done to facilitate accommodation of a large proportion of the employees (Stevenson, 2006). To accommodate workstation equipment such as monitor, materials and telephone, the station should be made large and adequate (Stevenson, 2006). Adjustable features enable workers to change their postures during working hours from standing to sitting and from sitting to standing (Kroemer, 2008). Ability to change postures helps in reducing fatigue since it allows the back muscles to rest when one stands and legs muscles to rest when one gets seated (Stevenson, 2006). Removal of the Center Drawer and Clearance of the space beneath the Desk Storage of CPU beneath the desks reduces the space for leg clearance, hence making workers to position their knees outside the leg area of the desk (Marras, 2006). Workers are also seen to be twisting their torsos most of the time since the space for the leg is reduced be placing the CPU beneath the desk. Workers put their knee outside the leg area or twist their torsos so they can put their body next to the desk and be able to reach the mouse and the keyboard. Removal of the center drawer and clearance of the space beneath the desk will enable workers to avoid twisting their legs and be able to seat comfortably (Marras, 2006). The organization also should avail small task chairs so workers can be able to position themselves very close to the edge of the desk (Marras, 2006). In addition, a monitor arm should be provided to the employees so they avoid bending forward or twisting their torsos. A monitor arm will enable them place their monitor directly on the keyboard front (Marras, 2006). The organization can also consider providing flat screens. Provision of a Stool Employees arranging books on the shelves were seen straining to reach the top shelves or bending to shelve below in order to arrange books (Photo 2 below). This makes them feel pain on their back (Stevenson, 2006). The organization should therefore provide these employees with a looking step stool so they can use to reach the top shelves and stools having backrest so they can reach the bottom shelves comfortably (SIA, 2015). This will help reduce discomfort that leads to back pain (SWA, 2015). Redesigning of the Working area The workstations do not offer enough space for the movement of the legs and arms of the people working in the library (Photo 1 below). The organization can therefore consider redesigning various working stations so as to accommodate and offer comfort to all the employee’s body parts (COD, 2015). For instance they can consider a semi-circle workstation or provide desks that can be used from both sides (CCPS, 2007). Photo 1: Using a Computer Photo 2: Arranging books on the shelves Conclusion Effective ergonomics reduces or eliminates injuries and discomfort thus leading to an increase in productivity and job satisfaction. As discussed above, adoption of administrative controls consisting of the policies and work practices designed to reduce or eliminate work related musculoskeletal disorders’ exposure is important. An organization should usually change their schedule and the way work is assigned. Administrative controls are very important since they reduce employee’s exposure to ergonomic stress thus eliminating or reducing work related musculoskeletal disorders in an organization. References Archer, R., Borthwick, K., Travers, M., and Ruschena, L. (2015). WHS: A management guide (4th ed.). South Melbourne, Victoria: Cengage Learning Australia. Bridger, R. S. (2009). Introduction to Ergonomics (3rd ed.). Boca Raton, FL: CRC Press. CCH Australia Limited. (2007). Master OHS and environment guide 2007. North Ryde, N.S.W: CCH Australia Ltd CCPS, (2007). Human Factors Methods for Improving Performance in the Process Industries. Hoboken: John Wiley & Sons Code of Practice: Hazardous Manual Tasks, Available at www.safeworkaustralia.gov.au, retrieved on August, 2015 Human Factors and Ergonomics Society of Australia (www.ergonomics.org.au) retrieved on August, 2015 International Ergonomics Association (www.iea.cc) retrieved on August, 2015 International Labour Organisation (www.ilo.org) retrieved on August, 2015 Kroemer, K. H. E. (2008). Fitting the human: introduction to ergonomics (6th ed.). Boca Raton, FL: Taylor & Francis. Marras, W. S. (2006). Fundamentals and assessment tools for occupational ergonomics [electronic resource]. Hoboken: CRC Press. Safe Work Australia (www.safeworkaustralia.gov.au) retrieved on August, 2015 Safety Institute of Australia (www.sia.org.au) retrieved on August, 2015 Stevenson, M. G. (2006). Safety by design (2nd ed). Balgowlah, NSW Australia: Mike Stevenson Ergonomics. APPENDIX Unless specified, a “No” answer indicates that a situation / hazard exists that should be investigated further and/or corrected. Computer Equipment Set-up Chair: Yes No Corrective Options Potential steps to reduce or eliminate the risk associated with the MSD hazard. 1. Is the chair equipped with the If not and the following corrective options recommended adjustable design are not adequate, consider a new chair. features? 1.1. Does the chair have adequate, Place a rolled up towel or attach a adjustable lumbar support? removable back support cushion to existing back support. 1.2. Is the seat pan well-designed (cushion, Choose a chair with 2-3 fingers width support, water fall front edge, between front edge of chair and back of adjustable depth / not too deep, etc.)? knees. Attach a removable back support cushion to existing backrest to shorten seat pan. Choose a chair with a gently curved front edge on seat pan. 1.3. Can the chair’s seat be adjusted in Raise/lower chair to allow feet to rest height so the employee can sit comfortably fl at on floor. comfortably? Use footrest if keyboard/desk height requires an elevated chair. 1.4. Are the casters appropriate for the floor Change the casters to appropriate type surface? (rubber for wooden or concrete surface and hard plastic for carpeted surface). If a carpeted surface and it is difficult to roll the chair’s casters, lay down an acrylic mat to reduce friction. 1.5. Are the armrests well designed (not too If armrests are too low/too high: long, padded, adjustable for height Add padding to bring them up to a and width, etc.)? comfortable level. Only use the armrest during short pauses from typing. Replace with armrests that can be adjusted to the correct height. If armrests are too wide: Adjust to bring them closer together. Replace seat pan on chair with a narrower one. Replace with width-adjustable armrests. 2. Does the employee know how to adjust Review the chair’s adjustability features the chair for optimal fit / comfort? with the employee and ensure they can demonstrate how to adjust their chair. Look for an instruction booklet or look to the manufacturer’s website for assistance. Corrective Options Keyboard: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. 1. Is the letter ‘H” on the keyboard aligned X×X Reposition the keyboard and/or monitor to with the centre of the monitor? achieve this positioning. Adjust seat height so that keyboard and X mouse are at elbow height. Raise or lower adjustable work surfaces in systems furniture so that they are just below seated elbow height. 2. Is the keyboard positioned so that the X Place keyboard and mouse on articulating employee’s wrists are straight (not bent keyboard tray and adjust tray height and up / down/to the side) while using the tilt until wrists are straight. keyboard? Retract keyboard feet. Support arms on armrest when keying or mousing. Use an appropriately sized keyboard (e.g. external keyboard if laptop is used regularly on desk). 3. Is the keyboard appropriate for the work Determine what keyboard features are X requires and replace existing keyboard being performed? with an appropriate keyboard. 4. Are all the keys on the keyboard working X Get a new keyboard. as they should? Corrective Options Mouse / Pointing Device: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. Place mouse/input device beside keyboard at same height. 1. Is the mouse located close to the X Use a mouse bridge (i.e. a hard surface that is placed over number pad on employee (so the elbow is close to the keyboard). body and the hand is as close as Ensure adequate space on either the possible to the body mid-line)? desk top or a keyboard tray for input devices. Purchase a shorter keyboard or a keyboard with number pad on left side 2. Can the employee place the mouse on X Purchase a keyboard and mouse platform his/her preferred side? that permits this positioning. Adjust seat height so that keyboard and mouse are at elbow height. Raise or lower adjustable work surfaces in systems furniture so that they are just 3. Can the employee use the mouse while X below seated elbow height. Place keyboard and mouse on articulating keeping the wrist straight (not bent up / tray and adjust tray height and tilt until down/to the side)? wrists are straight. Support arms on armrest when keying or mousing. Use a mouse that fits the employees’ hand size and/or places wrist in a more 3 Corrective Options Mouse / Pointing Device: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. natural, straight posture. X Try increasing mouse speed and 4. Is there enough space for comfortable × enlarging pointer. mouse use? Get a wider keyboard platform or a shorter keyboard. Corrective Options Keyboard Surface: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. Adjust seat height so that keyboard and mouse are at elbow height and use a 1. Is the surface on which the keyboard sits footrest if necessary. X Raise or lower adjustable work surfaces in at an optimal height for keyboarding systems furniture so that they are just (e.g. about 2.5 cm (1”) below optimal below seated elbow height. seated elbow height)? Place keyboard and mouse on articulating keyboard tray and adjust tray height and tilt until wrists are straight. 2. Does the surface provide a solid and If the fasteners for the support or support stable support for the keyboard when X surface are loose, have them tightened. keying tasks are being performed? 3. Is there adequate space for both the Try increasing mouse speed and enlarging pointer. keyboard and the mouse on the same X Get a wider keyboard platform or a shorter surface, at the same height? keyboard. If not, ensure seat height can be adjusted 4. Is the keyboard surface adjustable? X so that keyboard and mouse sit just below elbow height and use a footrest if the employee is no longer seated comfortably. If Yes, how is it adjustable: If not, ensure seat height can be adjusted - height? so that keyboard and mouse sit just below elbow height and use a footrest if the employee is no longer seated comfortably. If platform cannot slide all the way under - sliding in and out? the work surface, have the sliding track reinstalled further back or purchase a shorter adjustable arm. - angle (flat, ± tilt)? Use the feet on the back of the keyboard to make the keyboarding surface flat. If the employee does not drop their wrists when typing, then no corrective options 5. Does the keyboard surface have a well- X required. If the employee does drop their wrists to designed palm rest? the work surface or work surface edge, roll up a towel and place it in front of keyboard 4 Office Ergonomics Hazard Identification Checklist Corrective Options Work Postures (seated): Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. 1. Can the employee adopt a neutral work X posture when seated? Raise/lower chair to allow feet to rest - feet resting firmly and flat on the floor comfortably flat on floor. X Use footrest if keyboard/desk height requires an elevated chair. - knees slightly lower than hips Adjust chair height so that feet remain flat X on floor or footrest but thighs are also parallel to floor. Arrange workstation to allow proper back support. (i.e. position keyboard closer to employee, bring monitor closer to - sitting with back pressed firmly up X employee). Remove or lower arm rests which may against backrest prevent sitting back fully due to contact with front of desk or keyboard tray. Replace the seat pan if it’s too long and doesn’t allow for sitting back fully in chair. Use a footrest if employees’ heals come - sitting in a slightly reclined posture X off the floor when reclining chair Adjust seat pan angle and/or backrest while working angle to allow reclining and adjust position of keyboard and mouse (i.e. bring closer or lower if on adjustable platform). Choose a chair with 2-3 fingers width between front edge of chair and back of - visible space between front edge of X knees Attach a removable back support cushion seat pan and the back of the knee to existing backrest to shorten seat pan. Choose a chair with a gently curved front edge on seat pan. Raise/lower monitor so that eyes are in line with top line of monitor. Monitor may need to be lowered for bifocal wearers if - head/neck relaxed, upright and chin they look at the monitor through the bottom of their lenses. ‘in’ If using a number of paper documents with computer, use document holder that sits between the employee and the monitor. Adjust seat height so that keyboard and mouse are at elbow height and use a footrest if necessary. - elbows bent at about 90 degrees X Raise or lower adjustable work surfaces in systems furniture so that they are just below seated elbow height. Place keyboard and mouse on articulating keyboard tray and adjust tray height and tilt until wrists are striaight. - wrists straight while working X Adjust seat height so that keyboard and mouse are at elbow height. 5 Office Ergonomics Hazard Identification Checklist Corrective Options Work Postures (seated): Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. Raise or lower adjustable work surfaces in systems furniture so that they are just below seated elbow height. Place keyboard and mouse on articulating keyboard tray and adjust tray height and tilt until wrists are straight. Retract keyboard feet. Support arms on armrest when keying or mousing. Use an appropriately sized keyboard (e.g. external keyboard if laptop is used regularly on desk). Support arms on armrest when keying or mousing. Use a mouse that fits the employees’ hand size and/or places wrist in a more natural, straight posture. Adjust armrests down to below elbow - Upper arms hanging relaxed at the X height to allow upper arms to hang side of the body comfortably Use a wider, “split” keyboard Workstation Equipment / Design: Corrective Options Work Surface / Equipment Layout: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. 1. Is the height of the work surface Raise the seat and use a footrest. X If using adjustable systems furniture, appropriate for paper-work (e.g. approx adjust the work surfaces down or up to 5 cm (2”) above optimal seated elbow achieve this positioning. height)? Use a slanted writing surface. X Determine if less important and less 2. Is there adequate work surface space for frequently used items are cluttering up the work surface and create space by storing all required equipment (phone, them elsewhere. calculator, computer equipment, etc.)? If keyboard and mouse are on the work surface, install a platform to create more work surface space. 3. Is there adequate space for non- If a set of drawers are present, can they computer work (reading, paper work, X be removed and their contents stored etc.)? elsewhere? 4. Is there adequate space for required X Can a separate table located nearby be reference documents, drawings, etc.? used? 5. Can the employee easily reach the Move the telephone closer to the X employee. telephone when sitting at all main work Encourage the employee to stand up areas? when answering the telephone. 6 Office Ergonomics Hazard Identification Checklist Corrective Options Work Surface / Equipment Layout: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. If using an adjustable keyboard platform, 6. Can reference documents/papers be try to position documents between back X edge of platform and edge of work placed in line with the monitor and surface. angled up towards the employees face? Use an in-line document holder that does not block the monitor. Corrective Options Leg & Knee Room / Movement: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. 1. Is there adequate leg and foot space Remove materials underneath desk. X Install keyboard tray to increase distance under the work surface? between monitor and desktop and provide more leg room. 2. Is the space under the work surface free X Remove clutter from underneath desk. of clutter (boxes, papers, shoes, etc.)? 3. Is there adequate space for the knees, Remove any obstructions such as to allow for movement and comfortable X drawers that restrict knee space. sitting? 4. Can the employee move from one area Purchase a keyboard support with a of the workstation to another easily (e.g. X slimmer profile if current equipment is no under-the-work-surface obstructions hitting thighs. such as work surface supports, etc.)? Remove any drawers that are in the way. Corrective Options Monitor: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. 1. Is the monitor positioned directly in front X Position monitor directly in front of of the employee? employee so that the letter ‘H” on the keyboard is aligned with the centre of the monitor. 2. Is the screen positioned so the X Raise/lower monitor so that eyes are in employee can just see over the top of proper positioning. Monitor may need to the screen while sitting in a relaxed, be lowered further and/or pushed further upright posture? back and text increased in size for bifocal wearers if they look at the monitor through the bottom of their lenses 3. Is the screen angled up towards the X Angle the screen upwards. employee’s face? 4. Is the screen free of obvious glare and Prevent source of glare from reaching reflections? monitor, (i.e. use opaque vertical blinds, X use glare screens). Place monitor at right angles to windows. Use an LCD monitor. 5. Is the screen positioned so that the X Bring the monitor closer to the employee. employee can easily see / read the In your display’s properties under the information / icons on the screen? 7 Office Ergonomics Hazard Identification Checklist Corrective Options Monitor: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. folder tab, Increase the font size to large or extra large. In your display’s properties under the folder tab, button, folder tab, increase the DPI to 120. Corrective Options Work Environment Issues: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. Lighting 1. Is the level of lighting considered Use appropriate task lighting. X Reduce the amount of light in work area, adequate? especially from ceiling-mounted light fixtures. Prevent source of glare from reaching 2. Is the monitor positioned to minimize X monitor, (i.e. use opaque vertical blinds, use glare screens). glare? Place monitor at right angles to windows. Use LCD monitors. 3. Is monitor’s screen free from glare? X If No, is the glare from: - overhead lighting? Reduce the amount of light in work area, especially from ceiling-mounted light fixtures and use task lighting. Prevent source of glare from reaching monitor, (i.e. use opaque vertical blinds, - windows? use glare screens). Place monitor at right angles to windows. Use LCD monitors. - reflected light (off walls, mirrors, Remove mirrors and cover up areas of etc.)? high reflectance. 4. Are reference materials (documents, X Reposition light sources if possible to forms, binders etc.) free from glare? avoid reflections. 5. Can the employee control the Remove some light bulbs. illumination level in their work area? X Use appropriate task lighting. 6. Are employees able to control the Install opaque vertical blinds. Use a glare screen on monitor. amount of light entering in through X Orientate workstation so that computer windows? workstation is at 90° to windows. If Yes, -are blinds vertical rather than Install opaque vertical blinds. horizontal? X -Can employees individually Elongate blind controls if required and if control blinds for windows X possible in/near their work area? 8 Office Ergonomics Hazard Identification Checklist Corrective Options Work Environment Issues: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. Lighting 7. Is there appropriate and adequate task Use appropriate task lighting lighting? Temperature and Humidity 1. Does the employee feel that the work Raise/lower temperature to individual area temperature is comfortable (not too comfort. hot or too cold)? 2. Does the employee have any control of Wear more/less warm clothing. the work area temperature? Use individual heaters where appropriate. 3. Does the employee feel the area humidity (air dryness) is kept at a comfortable level (especially in the winter)? Corrective Options Work Organization/Task Issues: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. 1. Does the employee do a variety of tasks X Discuss the possibility of increasing task during a work day? variety with the employer and employee. 2. Is the employee able to vary their Optimize the workstation and equipment posture when they do different tasks X to allow for postural variation. during a work day? 3. Does the employee take regularly Encourage employee to take breaks. scheduled breaks? X 4. Is the employee able to take a 5 minute If not, encourage employee to recline in break away from keyboarding at least X their chair and put their feet up instead. once an hour (e.g. to stand up / move about)? 5. If the employee is required to talk on the X Use phone’s speaker function if phone while also making notes, or appropriate and available. accessing information from the computer for 2 hours or more/day cumulatively, is a phone headset provided? X If using an adjustable keyboard platform, 6. Is an in-line document holder provided try to position documents between back edge of platform and edge of work for data entry tasks? surface. Use an in-line document holder that does not block the monitor. 7. If non-standard documents (large Use an appropriate in-line document books/folders, small invoices, etc.) are X holder that is the right size for the used for data entry, is the document documents. holder able to support these documents? For these issues, a “Yes” answer indicates that concerns exist that should be addressed or investigated further. 9 Office Ergonomics Hazard Identification Checklist Corrective Options Other Issues: Yes No Potential steps to reduce or eliminate the risk associated with the MSD hazard. 1. Does this employee have any special needs due to X - unusual task demands? X - reduced physical capabilities? -on-going pain / discomfort? X -previous accident / injury? X If possible, break these lifting tasks up into several, less frequent tasks. 2. Does the employee do any heavy lifting If carrying heavy boxes is required, ensure a cart is available for transport. during the work day (boxes of paper, X Try to design the task so that heavy items etc.)? are stored between the knuckles and the chest. Make sure objects do not exceed 35 lbs. 3. Does the employee have to reach or Attempt to have items stored in more twist to get at frequently use items X convenient locations. (stapler, phone, binders from shelves, files from drawers, etc.)? Determine cause of awkward posture and 4. Does the employee perform job tasks X try to eliminate source (eg. remove drawers that decrease leg space, place which, due to the design / layout of their keyboard and mouse on work surface if workstation, require them to adopt an keyboard/mouse platform, when pulled awkward posture? out, causes reaching to access other items. 5. Does this employee experience any Get employee to document their discomfort symptoms and what they significant discomfort or pain which they X believe is contributing to the discomfort or attribute to their work task or workstation pain and what they would do to improve design/layout? the situation. Read More