Below are some areas in the office environment where ergonomic problems are commonly found, and some ideas on improvement.

1. Adjustable chair adjusted to fit you
2. Commonly used office items (monitor, documents, keyboard, mouse, and phone) are positioned close to you
3. Adequate lighting and minimal glare
4. Take short and frequent rest breaks, and do gentle stretches to keep your muscles limber
5. Move your eyes frequently and focus them away from the screen
6. Ask for assistance and/or medical advice if necessary.

Chairs

Maintaining good posture while using a computer is your primary defense against fatigue and stress. This doesn’t mean that maintaining the same posture throughout the day is necessary. In fact it is good to vary your sitting postures. It is also a good idea to get out of your chair frequently and move around. Even if it’s for a minute at a time, it’s helpful.

While sitting, it is important to be comfortable. This is a personal issue, and everyone is different, which you should recognize when considering an office chair. In addition, a chair should have sufficient adjustability to allow for various postures during the day. Chairs should have adjustability in the seat height and depth, backrest height and seat tilt. Armrests are not necessary (nor recommended), but if they are desired they should be adjustable in height and width.

Monitors

Your monitor should sit directly in front of you, and in line with the keyboard. A twisted working posture may lead to discomfort. Also, the top of the screen should be at or a little below eye level, as it is natural to look slightly downward. When determining monitor distance, place it at about arm’s length, and then adjust according to your comfort level. For bifocal wearers, read the Vision section.

If the job requires privacy while working, instead of rotating your monitor to one side, consider a privacy screen, which will allow you to keep the monitor directly in line with you and the keyboard.

Finally, keep your computer screen clean by wiping it very lightly when needed with a paper towel or special cleaning solution.

Documents

If the job requires working from paper documents while at a computer, it’s important to keep them as close as possible to the computer screen, and at about the same angle. This will eliminate a twisted working posture, and also put the document at an easier to read angle.

For frequent users of documents, consider using a document holder. There are ones available that place the document to the side of the monitor, between the monitor and keyboard, and even some that can hold books. Consider your personal preference and job needs when looking for one.

Keyboards

The position of your hands and wrists on the keyboard is important. The keyboard should be at or slightly below elbow height, and parallel with your forearms. If it is possible to slope the keyboard (although not necessary), make it a slightly downward slope (the front of the keyboard is higher than the back).

This may sound unconventional, but the idea is to keep your wrists straight (in a neutral/natural position of function). In other words, if the keyboard is below elbow height, a downward sloping keyboard allows this. If your keyboard has feet on the back that prop the keyboard up, make sure to lower those feet, in order to keep your wrists straight.

Adjustable keyboard trays can be helpful in this regard (although most times not necessary). Individual factors (height, weight, and amount of keyboard and mouse use) will determine if the use of keyboard tray is the right solution.

If you type frequently and do not touch-type, consider taking a typing class. You can alleviate the annoyance of having to shift your eyes from the keyboard to the monitor, which, if done repetitively, may lead to discomfort. Also, you will become more productive. It is also beneficial to learn shortcut keys (versus using a mouse for every command).

Mouse

The mouse should be positioned as close to the keyboard as possible, and at about the same height, as they are normally used together. You want to avoid reaching to get to the mouse. It is also advisable to avoid resting your forearm or wrists on a sharp edge or hard surface as this constant, direct pressure may lead to discomfort.

It’s best to use an oval style mouse and consider rotating mouse use between the right and left hands every 30 days. It is the most effective way to maintain long-term ergonomics success.

There are other alternatives to using a traditional mouse, such as trackballs and touch pads; however, they are stationary and don’t allow for rotation.

Phone Use

If the phone is a commonly used item at your work area, keep it within comfortable arms reach, so it’s easy to get to. If you have the tendency to cradle the phone, consider getting a hands free headset, as cradling the phone between your head and shoulder strains the muscles in the neck and shoulder. A headset will also allow you to work with both hands while conversing on the phone.

Lighting

Your work area should have moderate, indirect lighting. Lights in front of you are hard on the eyes while lights behind you produce reflected glare. To minimize glare, position your monitor so it’s perpendicular to or below the light source, use window shades, or tape a piece of cardboard across the top of the monitor to act as a visor. Glare screens can reduce glare if needed.

Vision

If you wear glasses or contact lenses, keep them clean. For bifocal wearers, it is important to be aware of your monitor height. Consider placing it at a lower height than normal to avoid tilting your head back, which may lead to neck discomfort. It might be beneficial to consider a pair of computer glasses.

Good tips to avoid eyestrain: Blink often, and take frequent rest pauses. Close your eyes for a minute, refocus by looking away from your monitor at something in the distance, and roll your eyes up and down, left to right.

Rest Breaks

Short, frequent breaks are more beneficial than longer, more infrequent ones. Sitting for more than two to three hours without moving can put stress on the body. Breaks can be as simple as standing up and walking around your desk three times. You should also break up your sitting period by walking to the water fountain, printer, etc.

Exercises

Here are some tension-relieving exercises that you can do throughout the day:

• Tightly clench your hand into a fist and release, fanning out the fingers. Do 3 times.
• With elbows straight, bend your wrists back as far as they will go, hold for 3 seconds then extend wrists as far as they will go. Do 5 times.
• Stand up straight, place your hands on your hips and bend backwards at the waist, gently. Do 5 times
• Touch the fingertips of your hands together just behind the top of your head without letting your hands touch your head, move your elbows in a backward direction, hold 5 seconds then relax. Do 3 times.
• Tuck your chin in while keeping your eyes level; hold 3 seconds and then relax. Do 5 times.
• Roll your head in circles, stretching more toward each shoulder. Do 5 times.

Additional Exercises

• Cubicle Calisthenics

Steve Thompson is president of Aspen Risk Management Group and ERGOhealthy. Contact Steve at: 619-294-9863  or www.ergohealthy.com, or www.aspenrmg.com

Although it is believed that injuries are caused by many factors, I encourage you to be open to even newer ways of thinking about ergonomics, such as written work by Kate Montgomery and Anthony Carey. (1) Each brings a unique approach to ergonomics not applied among most safety and ergonomics practitioners today.

In straightforward ergonomics, fitting the task to the person means adjusting the way in which work is done; modifying equipment, job design, and layout; and adjusting for the physical capabilities of workers so that work does not cause musculoskeletal disorders. Some basic ergonomic adjustments include:

• Moving things in closer and within easy reach
• Raising or lowering chair or work surface
• Building in adjust-ability and redesign work areas for a comfortable work position
• Using the right tool for the task
• Being flexible and modifying your expectations according to your size and strength
• Providing adjustable equipment and workstations to accommodate differences in body size
• Using tools with a handle that fits comfortably in your hands —this allows work in a comfortable position (e.g., using vertical handles to accommodate different heights)
• Reducing force and repetition by using power tools (when appropriate)
• Trying to redesign tasks that require repeated, forceful hand and tool use

In addition:

When possible, position work in front at about waist height.

Understand the importance of smart lifting:

• Train/learn how to use a hand truck (or get help) with large loads.
• Avoid bending and twisting the back when lifting.
• Bend at the knees and keep back straight to lift loads from the floor.
• Lift like a baby. (Watch two-year-olds lift something off the floor: They use perfect posture, squatting down using the strength of their legs to balance and lift.)
• Try to design work so that loads are lighter, heavy loads are stored at waist height, and less lifting is required.
• Change the size or weight of the load to accommodate differences in strength.

More than 2,000 studies on musculoskeletal disorders have been conducted by the Centers for Disease Control and Prevention (CDC) and the National Institute for Occupational Safety and Health (NIOSH). (2) In addition to making environmental changes (at home and on the job), the findings indicate that exercising, stretching, and physical balance are critical components to minimizing the potential for musculoskeletal disorders. Based on the research, circumstances that lead to musculoskeletal disorders are most likely multiple in origin.

It’s important to note that NIOSH and the CDC have also identified individual (personal) factors associated with work-related musculoskeletal disorders (MSDs). It’s important to note that the relationship of these individual factors and the resulting risk of injury to an individual are complex and not yet fully understood. Among these factors are:

• Gender. Some studies have found a higher prevalence of some MSDs in women.
• Cigarette smoking. Some studies have found smoking related to pain in the extremities, including the neck and back. One hypothesis is that there is nicotine-induced diminished blood flow to vulnerable tissues.
• Physical activity. A lack (or overexertion) of physical activity may increase susceptibility to injury.
• Strength. The risk for musculoskeletal injuries (in some studies) was three times greater in weaker subjects.
• Anthropometry. Weight, height, body mass index (BMI) (a ratio of weight to height squared), and obesity all can play a role in MSD potential, especially carpal tunnel syndrome and lumbar disc herniation.

In a number of musculoskeletal injury cases, basic ergonomic changes (such as adjusting chairs, desks, and other equipment) alone may have minimal impact on the final outcome of an individual’s health and musculoskeletal injury recovery for two reasons. First, as shown in Exhibit 4.2, activities at work constitute about 24 percent of your life activities (based on a 40-hour workweek), and second, the best success seems to come from continuing to incorporate personal exercise, stretch activities, and functional posture at home and at work. As time away from the job constitutes so much of our life activities, obviously it is vital to examine away-from-work ergonomic/fitness activities.

Exhibit 4.2 Real Time on the Job versus Off the Job

References:

Kate Montgomery, End Your Carpal Tunnel Pain Without Surgery (Boulder, CO: Sports Touch Publishing, 2004), and Anthony Carey, The Pain-Free Program (Hoboken, NJ: John Wiley & Sons, 2005).

2 U.S. Department of Health and Human Services, “Musculoskeletal Disorders and Workplace Factors: A Critical Review of Epidemiological Evidence for Work-Related Musculoskeletal Disorders of the Neck, Upper Extremity, and Low Back,” July 1997

Steve Thompson is president of Aspen Risk Management Group and ERGOhealthy. Contact Steve at: 619-294-9863  or www.ergohealthy.com, or www.aspenrmg.com

This is could be one of several signs that employers will face new ergonomics regulations in the coming years. In a look back, Federal ergonomic-related regulations were implemented in 2000, but were repealed in 2001. Since then, the General Duty Clause of the Act OSHA has been used to site ergonomic issues.

Existing Regulations

Two of OSHA’s 26 state occupational safety and health programs—California and Washington—have adopted state ergonomics standards. The Washington ergonomics standard was subsequently repealed in 2003. Employers in California are required to comply with the specific provisions of the state’s ergonomics standard. In addition, three other states have had discussions on the subject.

Some examples of state plan ergonomics efforts.

California adopted an ergonomics standard on November 14, 1996 (see www.dir.ca.gov/title8/5110.html). The standard provides that when at least two employees performing identical tasks have been diagnosed by a physician with repetitive motion injuries (RMIs) within 12 consecutive months, the employer must establish a program that shall:

• Evaluate each job, process, or operation of identical activity for exposures which have caused RMIs at the affected work site
• Control or minimize to the extent feasible the exposures that have caused repetitive motion injuries, considering engineering controls and administrative controls
• Provide training to affected employees

California OSHA conducts inspections as well as outreach activities and has developed publications and training materials concerning ergonomics (available at www.dir.ca.gov/dosh/puborder.asp).

Washington adopted an ergonomics standard on May 26, 2000, but it was repealed December 2003. With the repeal, Washington is concentrating on educating workers and employers on the importance of preventing ergonomic injuries and proper techniques they can use. Enforcement issues are currently being addressed on a case-by-case basis.

Alaska held public meetings statewide in January 2002 on a draft standard for general safety and health programs, which included ergonomics; however, due to the number of comments received, the Commissioner of Labor decided to drop the ergonomics provisions and later discontinued efforts to develop a safety and health programs rule.

Minnesota has established an Ergonomics Task Force to recommend approaches the state can take to reduce work-related musculoskeletal disorders. (For more information on this task force, see http://www.positivelyminnesota.com/Business/PDfs/Employers_Guide_to_Employment_Law_Issues_in_Minnesota/09_Safety_Health_Environmental_Issues.pdf)

Oregon OSHA’s strategic plan includes activities designed to reduce musculoskeletal injuries through outreach and the use of voluntary services. (For more information see http://www.orosha.org/subjects/ergonomics.html.) Oregon has also created an ergonomics stakeholder group to identify strategies to promote reduction of ergonomic injuries in targeted industries with high rates of musculoskeletal injuries. In addition, Oregon’s OSHA offers a variety of ergonomics-related services including conferences, on-site training, educational resources, and consultation services to help Oregon employers.

Future Regulations

So do the proposed changes to Record keeping signal coming ergonomic regulations … it would appear so. Stay tuned.

Steve Thompson is president of Aspen Risk Management Group and ERGOhealthy. Contact Steve at: 619-294-9863 or www.ergohealthy.com, or www.aspenrmg.com