Ergonomics

Using Ergonomic Principles in the Office Environment

In a previous article, we described how office safety can be addressed in your health & safety management system1. Many hazards in the office environment can be controlled, and common injuries prevented, using principles of ergonomics.

CCOHS – the Canadian Centre for Occupational Health and Safety – identifies three common types of hazards related to ergonomics2:

  • Eye strain and headaches
  • Back ache and back strain
  • Work-related musculoskeletal disorders – sometimes referred to as musculoskeletal injuries (MSI) or repetitive strain injuries (RSI).

Alberta’s injury statistics for 20063 indicate that about 5% of disabling injury claims were for “repetitive motion” injuries. Furthermore, 20.8% of disabling injuries – that’s 1 in every 5 – were due to “overexertion”. These figures address all Alberta workplaces, including offices.

What is Ergonomics, and How Can It Help?

A simple definition of ergonomics describes it as the science of fitting a job or task around the capabilities (or limitations) of the people doing the job. Take a moment to think about that: how many jobs in your workplace are designed around the workers? More commonly, there’s a set task that has to be completed by people of varying height, reach, strength, and vision. If the demands of the task – factors such as physical forces, postures, repetition, and environmental factors (e.g. lighting and noise) – exceed a person’s capabilities, there is an imbalance that may lead to injury4. If we turn our thinking around – design the job to fit (or accommodate) the person doing it – many injuries can be prevented.

How Can Ergonomics Be Used to Improve the Office Environment?

1.     Look for “ergonomic issues” when conducting your hazard assessments. Use the table below as a starting point.

CHART

2.     Learn to recognize the warning signs. Many conditions develop gradually. Pay attention to warning signs such as aches and tiredness, and act promptly to prevent injuries.

3.              Design the job to fit, or accommodate, the person doing it.

  • Flexibility is the key. Use adjustable seating, desk and counter surfaces, and shelving.
  • Seating should include features such as a backrest for lower back support, downward curve at front edge, swivel feature to prevent twisting, and a stable base with castors (5) for support and ease of movement.
  • Fatigue from prolonged standing can be prevented by using sit/stand stools or other seating, footrests, cushioned flooring (e.g. wood or cork), mats, suitable footwear, and rest breaks.
  • Design job tasks and equipment to avoid excessive twisting, lifting, reaching and awkward postures. For example, document preparation areas should have sufficient space for laying out supplies and documents, and counter surfaces with adjustable height.
  • Reduce injuries from lifting and carrying heavy or bulky loads by providing dollies or carts, reducing the size of packages, using a buddy system, and training on proper lifting techniques.
  • Provide lighting that’s suitable for the task. Illumination levels of 500-750 lux are usually suitable for most office tasks. Drawing offices may require more illumination (up to 1,000 lux), while storage rooms need less (200-400 lux).2 Lighting design should provide good contrast and avoid glare.
  • Avoid excessive noise. Sound levels above 55-60 dBA may interfere with concentration, and 60-65 dBA will interfere with interpretation of speech.
  • CSA Standard Z412, Guideline on Office Ergonomics5, provides details on how you can implement ergonomic solutions in the office through: design of job and work organization, office layout, workstation design, and controlling environmental conditions. Other useful resources are also listed below.

Useful References

  1. “Office Safety: It All Starts Here”, Guzzardi & Associates website, www.guzzardiassociatesohc.com
  2. “Office Ergonomics Safety Guide”, 5th Edition, Canadian Centre for Occupational Health and Safety, Hamilton, ON, 2002.
  3. “Occupational Injuries and Diseases in Alberta: 2006 Summary”, Alberta Employment, Immigration and Industry, 2007.
  4. “Health & Safety Training for Managers and Supervisors”, Canadian Centre for Occupational Health and Safety, Hamilton, ON.
  5. “Guideline on Office Ergonomics”, CSA Z412-00 (R2005), Canadian Standards Association, Mississauga, ON, www.csa.ca

This article is provided as introductory information only.  Cited references, and other literature, should be consulted for complete details.    Copyright 2008 Escalade Services Group Inc.