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Ergonomic Assessment of the IT Department
Paulo Davila
Aaron D’souzaAaron Doperalski
Table of ContentsGoals and Objectives...................................................................................................................................4
Pre-Assessment...........................................................................................................................................4
Management Survey...............................................................................................................................4
Our Ergonomic Committee..................................................................................................................5
Job Description....................................................................................................................................6
Restrictions..........................................................................................................................................8
Employee Survey.....................................................................................................................................8
Results.................................................................................................................................................9
Apparatuses Used..................................................................................................................................10
Assessment................................................................................................................................................11
Entrance Interview................................................................................................................................11
Walkthrough and Visual Inspection.......................................................................................................12
Physical Demands..................................................................................................................................18
Work-related Muscle Skeletal Disorders...........................................................................................18
Carpal Tunnel Syndrome...................................................................................................................19
Thoracic Outlet Syndrome and Rotator Cuff Tendinitis.....................................................................19
Tension Neck Syndrome....................................................................................................................20
Lower Back Disorders........................................................................................................................20
Solutions and Implementation..................................................................................................................22
General Solutions..................................................................................................................................22
Keyboard...........................................................................................................................................22
Laptop Use.........................................................................................................................................23
Chair Selection...................................................................................................................................24
Visual Angles of Monitors..................................................................................................................26
Training..................................................................................................................................................27
Organization......................................................................................................................................27
Safe lifting practice............................................................................................................................28
Cost/Benefit Analysis.............................................................................................................................28
Exit Interview.........................................................................................................................................29
2 Ergonomic Assessment of the IT Department
The Overall Assessment and Monitoring...............................................................................................30
Works Cited...............................................................................................................................................31
Appendix A................................................................................................................................................33
Appendix B...............................................................................................................................................34
Appendix C................................................................................................................................................35
Appendix D................................................................................................................................................36
Appendix E.................................................................................................................................................38
3 Ergonomic Assessment of the IT Department
Goals and Objectives
Ergonomics is defined as the study of human machine interactions and improving those
interactions. Ergonomics is concentrated in the interactions between human and machine along
with the environment. By improving the interactions between these elements, efficiency can be
increased. We will perform a series of analysis to seek and solve any unhealthy conditions. For
this particular assessment we will be working on the IT department of Embry-Riddle
Aeronautical University.
Pre-Assessment
Management Survey
The IT department, information technology department, is in charge of fixing or updating
any computer or technological errors within Embry-Riddle’s campus. The IT department is
composed of “on the field workers”, supervisors, and management (all in that order). The “on the
field workers” are in charge of the manual labor, while the supervisor is in charge of delivering
or implementing any information, news, or changes that management creates. Our ergonomic
assessment will concentrate on the “on the field workers”. The reason behind this is due to the
fact that these “on the field workers” are exposed to several environments, all creating unique
individual problems.
Before performing an ergonomic assessment, it is important to know why it is needed. As
we all know the system is composed of three essential parts: Machine, Personnel, and
Environment. Without one the system will not function well or at all. The reason behind an
4 Ergonomic Assessment of the IT Department
ergonomic assessment is to improve the Environment for the Personnel and make sure they
execute tasks efficiently and safely. If the Personnel are injured due to being exposed to
numerous risks of injury, their deteriorating health will cause a fatal problem to the system. Our
goals and objectives for our ergonomics program are to prevent MSD (Muscle Skeletal
Disorder), provide efficiency within the work place by eliminating any room for possible
injuries, providing employee(s) with sufficient knowledge of proper postural techniques when
executing a task, and also to improve the overall system for maximum efficiency and decrease
any risk of injury.
The following will be evaluated in this assessment: First we will look at Muscular
Skeletal Disorders that can be caused from improper methods of task execution and can impact
the efficiency and overall performance of the operator. Then we will assess the workplace
ergonomics of correct posture and visual acuity, as well as keeping things organized so that they
are easily accessible. Also we will look at proper employee task execution and work methods
that will decrease physical and mental workloads. By doing this we will increase the
effectiveness of the work station and how it is used.
Our Ergonomic Committee
An Ergonomic Committee should be created to increase awareness of an unhealthy
workplace and the negative consequences along to notify that you will need their co-operation.
There are two main groups within the work place that should be alerted and allowed to
participate in the ergonomics committee. The employees should be in the committee due to
various reasons. The first reason is to obtain the workers perspective on the system and how it’s
ran. With this perspective we are able to obtain information that may pertain to any risk of injury
in the system that are naked to the higher-up’s eyes. By knowing any risks of injuries that
5 Ergonomic Assessment of the IT Department
employees are exposed to, we are able to create an ergonomic assessment. The employees are
SMEs (Subject Matter Experts), they can provide any additional information on how to improve
work execution, such as: work schedule, essential tools, organization, and positive/negative
feedback on current or past work methods.
Supervisors should also be included in the ergonomics committee for very important
reasons. The main reason they should be included is due to their contribution to the system,
which affects any one below them in the hierarchy of the work force. They are responsible to
enforce the current or new methods to perform tasks, along with communicating the system
progress and state to their higher-ups. If there is a flaw that is not obvious to the supervisors’
eyes, this may put the health and safety of the employees at risk. The importance of the
employees’ health is due to the fact that they are one of the main labor on which the system
works on. Management should also be included due to the fact they are in charge on the final
decisions on changes and budget.
Job Description
The formal job descriptions and requirements, which are created by management, are
obtained from the job application on Embry Riddle’s Eagle Hire Network. This information is
important for several reasons. The first reason behind the importance is to have a formal written
copy in order to create a comparison of the management’s knowledge of the tasks executed by
the employees against the employees’ report of the actual tasks done. The second reason is after
the comparison and the Ergonomic Assessment is complete, we will revise this job description
and requirements to convey the proper information. The third reason is to use this job description
to give us background knowledge in order to create survey questions, interviews, and analysis.
6 Ergonomic Assessment of the IT Department
Both the job description and requirements will help us evaluate and revise the current IT training
programs and organization of the tasks.
On the table above, is the formal job description and requirements found on Embry-
Riddle’s Eagle Hire Network. Management describes the job by the tasks the employees will
have to face and describes the requirements with the workspace the employees will encounter.
Reporting the different working environments and task shows that management is aware of the
physical standards and working conditions they should maintain. Although they report what
equipment the employees will use, there is no description of the structure or organization of the
workplace. This brings up the concern if they know that the working conditions are safe.
7 Ergonomic Assessment of the IT Department
Job Description: Student technician will provide frontline support of faculty and students in labs and classrooms. Key duties are to install, configure and upgrade operating systems and software, using standard business and administrative packages; may modify specific applications for special use. Install, assemble and configure computers, monitors, and peripherals such as printers, scanners and related hardware. Pulls cables and rewires or directs the rewiring of cables as required for new installations and office reconfiguration. Student technician will assess problems with computer systems, including troubleshooting hardware and software, network and peripheral equipment problems; make repairs and corrections where required. Student will assist technical staff with installations, setup and troubleshooting of University computing equipment as well as support of computing software applications. Have the ability to work with minimum supervision. Must be able to lift 50 pounds Job duties also entail answering the IT emergency support phone at least 2 hours per week. Various other duties and projects within the department as assigned. Operating Hours extend from 7:30am until 9pm weekdays (M-F). We operate year-round regardless of semester calendars. Availability in between semesters is preferred.
Job Requirement: Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, stamina to maintain attention to detail despite interruptions, strength to lift and carry objects weighing up to 50 pounds. Must possess knowledge of computer hardware, software and peripherals such as monitors, cables, network systems, printers, and plotters; procedures for installing, configuring, upgrading, troubleshooting and repairing applicable software, hardware and peripherals; Techniques for explaining technical concepts and procedures to non-technical users. Freshmen & Sophomore students highly encouraged to apply. Must possess good communication and speaking skills. Discretion is an absolute. Windows XP a must and Linux experience preferred.
Restrictions
Unfortunately, we were unable to create a meeting with management due to conflict
among our schedules and their busy working schedules. Although we weren’t able to meet
management, we were able to set up a meeting with the IT department’s ex-supervisor and
current “on the field” employee. This employee worked for the IT department for almost three
years; he was a supervisor for three semesters and on the field employee for two semesters. He
was the ideal candidate to perform this assessment on for three reasons: He is not affected by the
Hawthorne Affect, He is a SME (subject matter expert), and he was the only one willing to
participate. During our interview he was able to provide us with the information about whom
and what are responsible for budget and implementation of changes. He mentioned that the
budget for ergonomic changes are low due to the overall budget of the department is low. He
also informed us that the management is charge of deciding on changes, while the supervisors
are in charge of implementing them.
Employee Survey
The employee’s survey consists of various questions that are based on the formal job
description/requirements, background knowledge of the job, and open questions. This is a vital
part of the assessment because we will use the results to direct us to the proper analysis we
should use and provide a guideline of what to expect during the visual walk through. One
important aspect of the survey is to that it will provide us with a concrete and abstract
perspective of the employee.
8 Ergonomic Assessment of the IT Department
Each question was created based on the information we were looking for. We integrated
questions with a rating system to gain abstract information. The rating scale will go through 1 to
7 due to that people usually do not go to the extreme low or high but somewhere in between.
This helps us distinguish between high and low ratings and moderate ratings. The survey can be
found in the Appendix A.
Results
For the first question of the survey we asked the employee to rate the exposure of
unhealthy and unsafe conditions of the two different workstations (garage and office) from 1 to
7, 1 being the lowest and 7 being the highest. He rated the office a 3 and the garage a 6. When he
was asked to describe his ratings in the following question, we discovered his perception of work
injuries. He stated that the reason behind the low rating on the office environment was due to the
fact he didn’t see any possible injuries besides Carpal Tunnel Syndrome. This was insightful
because it showed us how management did not expose both the supervisor and “on-the-field”
employees of the risk of different workplace injuries. He also explained that he rated the garage
high due to the muscle strain of lifting objects constantly. The third question asked to rate the
need of technology of each environment based on three choices (Not enough technology, Proper
technology, and Too much technology). This was essential to find out if the exposure of unsafe
working conditions was based on lack or surplus of technology. He answered and explained his
choices for both environments. He answered that there was proper technology on both
environments and explained that the needed hardware wasn’t the problem but the organization of
the workplace. This gave us a guideline on what to expect in our visual and walk through
inspection. On the fifth question he was asked if there were supervisory or managerial causes of
9 Ergonomic Assessment of the IT Department
unsafe/unhealthy workplace. He briefly explained that although management and supervisors
were in charge of organization, they let the “on-the-field” employees take care of it. He stated
that hardware and workplace organization was left to the “on-the-field” employees due to the
fact that they should make the office suitable to their work and comfort. This creates a problem
because an employee doesn’t always know what the proper method of organization. The last
question asked the employee what he would change in the working environments to make it
healthier, happier, and more productive. He answered that organization of tools and hardware
using labels would be part of his revision.
Apparatuses Used
For each part of this assessment we prepared ourselves with specific tools according to
the task. These items varied from documents to actual hardware. For the entrance interview, we
prepared ourselves by bringing the survey the employee took, a series of close and open
questions for the actual interview, a summary of background knowledge of the job, and a
standard paper and pencil. Every item was of important use but the three items that helped us
during our interview process the most were the survey, interview questions, and the summary of
background knowledge. This items and their importance of their roles will be described in the
interview portion of this assessment. For the visual inspection of the job a camera, Osha
workplace checklist, timeline (activity analysis) chart, measuring tape, and writing utensils were
used. Both the camera and the measuring tape were of great use in order to obtain exact
measurements and capture certain task being executed.
10 Ergonomic Assessment of the IT Department
Assessment
Entrance Interview
Before beginning the assessment, we interviewed our test subject with questions similar
to the ones in the survey. The purpose of the entrance interview is to evaluate the employee’s
(test subject) knowledge of workplace injuries and proper working stations. It will also provide
us with a workers perspective and insight of how the workplace runs. Before we began, we
explained the purpose of the entrance interview and what it is going to consist of. Four open-
ended questions are asked during the interview to avoid redundant information that was obtained
through the survey; these questions can be found in Appendix B.
First, we asked the employee to describe the daily tasks he had to execute. He informed
us that the usual daily tasks are manual repairs within the office. The repairs varied from
computers to projectors and everything in between, while the length of the repair depends on
what exactly needed to be repaired. The following question asked the employee to describe any
unsafe working conditions. He only described the physical strains he encountered in the garage
(storage unit) and did not mention the office workstation. The physical strains he mentioned
were the constant lifting of heavy objects and the cluster of items on shelves. Afterwards, we
asked to explain the role of organization in the workplace. He informed us that the overall
organization of tasks and quotas is a tangled mess and hardware/tool organization was non-
existing. He went on explaining that hardware and tools were scattered around the office and the
garage, many of them have no labels. The final question asked the employee to describe any
changes he would change within the workplace. He only stated the change of organization in the
garage.
11 Ergonomic Assessment of the IT Department
This entrance interview gave us the perspective of the employee. Based on the
employee’s answers, it became obvious that he was not aware of office injuries besides the
common carpal tunnel syndrome and lifting injuries. By using this knowledge of the subject we
were able to implement awareness during the solution. The interview also gave us insight on
what to expect during the visual inspection so we won’t be unprepared. The entrance interview
was an essential part of this assessment.
Walkthrough and Visual Inspection
In order to discover any unhealthy working conditions, it was necessary to perform a
visual and walk through inspection. When doing a visual and walk through inspection it is
essential to come prepared with tools, such as hardware and documents. We prepared ourselves
with an activity chart, a list of activities based on the interview and job description, to expect
what to encounter during the inspection. We also brought along the OSHA workplace checklist,
paper and pencil, a camera, and a measuring tape. There are two environments we will be
inspecting: the garage (storage unit) and the office.
12 Ergonomic Assessment of the IT Department
As stated by the test subject during the interview, the office’s function is to provide an
environment where most repairs are done. The office is laid out with three desks, all designated
for different functions, and it is 25x10 feet. The small desk, as you can see on the picture above,
is mainly used for manual labor that last between 5 to 15 minutes. According the activity chart
(appendix ???), the majority of the tasks is manual labor. This consists of opening up computers,
printers, and projectors and replacing hardware. Usually when performing these tasks the
employee must stand up due to the nature of the task. There are several unhealthy working
conditions on this working station alone. In the picture above, it can clearly be seen that the desk
height (approximately 3 feet in height and 8 feet in length) is too small to execute the task while
standing up. When performing the task the employee must use the computer to open up
documents (such as manuals, instructional videos, etc.) for guidance. The combination of height
and task requirements creates a conflict due to the screen is not eye level, which will cause the
employee to constantly be hunched over. This exposes the employee to the risks of WMSD,
which we will talk about in the following sections of this assessment. Along with these
conditions, not enough workspace is provided to perform the task due to the cluster of objects
scattered on the desk. The scattered items are a combination of obsolete hardware, random paper
13 Ergonomic Assessment of the IT Department
work, and tasks that currently done or being worked on. The employee is unable to remove these
items because it is unclear if it will interfere with any other employees work.
Another big issue was the overall organization of the office. The tools needed to execute
the tasks were scattered around the offices along with miscellaneous materials. An example is
given in the picture below, where the tool draws are filled with one or two tools along with pens
and books. When looking at the results of the activity charts, there was a pattern of the employee
constantly getting up and searching throughout the office for the proper tools. This causes the
employee to constantly move heavy objects, such as boxes, around to find the proper tools. The
employee is then exposed to physical injuries and an increase of mental workload. The task itself
suffers from time inefficiency.
14 Ergonomic Assessment of the IT Department
The secondary workstation is the high desk, which is directly across the small desk. After
the employee is finished with the manual tasks, he has to log in the tasks he has executed into the
IT database. This roughly takes around 5 minutes to accomplish successfully and with no
complications. When complications are shown, the employee uses the phones provided to
contact management or other employees. The problem encountered during this process is that the
phone is out of arms reach, which could cause muscular injuries. When the employee is required
to search for written documents, he is force to go through various obstacles, as shown in the
picture below. Another issue is the placements of visuals (such as posters or pinned up
documents) are not within eye level.
15 Ergonomic Assessment of the IT Department
On the picture above, we are able to see the third desk and the exposure of unhealthy
workplace conditions. The primary use for this desk is for long manual task and logging in tasks
within the database. When the employee performed a task, he had to constantly twist his body
and neck to face the screen (on the far right) then twist back to face the manual task (the far left).
Tools and posters were above eye level and hand reach. In order to reach tools, which are placed
on the top shelf, the employee will need a stool, which is not provided, to be able to successfully
see and get a hold of the tools. The posters and pinned up documents that the employee will need
are above and below eye level, which would cause the employee to be unable to obtain
information.
16 Ergonomic Assessment of the IT Department
The second environment the employee is exposed to is the storage unit, which is a small
garage measuring 25x10 feet. The storage unit is composed of one shelf that contains labeled
boxes. Although the toolboxes are labeled, it is hard to reach due to boxes and random objects
blocking the shelves. When searching for tools the employee must first move the heavy objects
around in order to reach the shelves. As seen in the picture above, the various objects on the floor
cannot be organized for several reasons. The first reason is that there are no labels on the objects,
making it hard to distinguish the current tasks to the obsolete hardware. The second reason is if
an employee reorganizes the objects it might interfere with another employees current or future
task. The interference can be caused by accidently eliminating hardware that is currently worked
on.
17 Ergonomic Assessment of the IT Department
Physical Demands
One major risk that can occur with a job that deals with manual labor is work-related
muscular skeletal disorders (WMSD). The Department of Defense states that these types of
disorders generally “are caused by repeated stress to the body from risk factors in the workplace” (DoD
2008, Sept). These factors include posture, repetition, force, long durations of tasks, contact stress,
temperature, and vibration, as well as being interconnected with already prevalent problems a person may
have as seen in Figure 1 (Appendix C). This figure shows how people who perform heavy physical
labor are subjected not only to forces and stresses from immediate physical environment, but
also to “mechanical forces generated within the body” (Salvendy 821). These external and
internal forces can combine together to create certain WMSDs that can impact all aspects of a
person life and their effectiveness at their work station.
Work-related Muscle Skeletal Disorders
As defined by the Center for Disease Control and Prevention WMSDs “are
musculoskeletal disorders (injuries or disorders of the muscles, nerves, tendons, joints, cartilage,
and spinal discs) in which the work environment and performance of work contribute
significantly to the condition; and/or the condition is made worse or persists longer due to work
conditions” (Center for Disease Control). These disorders include a wide range of problems that
overall effect the health and well being of the worker, as well as their performance while on the
job. After reviewing the OSHA checklist (found in Appendix E) and visual walkthrough we saw
some of the more relevant WMSDs connected to our specific evaluation include Carpal Tunnel
Syndrome (CTS), Thoracic Outlet Syndrome (TOS), Rotator Cuff Tendinitis (RCT), Tension
Neck Syndrome (TNS), and Lower Back Disorders (LBD).
18 Ergonomic Assessment of the IT Department
Carpal Tunnel Syndrome
CTS is a result from awkward posture, direct compression, or inflammation when
working at any of the workstations. Typing, fixing computers, and filling out forms are just a few
examples of processes that can inflame this disorder. These factors can cause the median nerve to
receive damage. This condition can lead to permanent damage if not treated properly or in a
timely fashion. Common symptoms of carpal tunnel syndrome include burning pain, numbness,
and a tingling sensation. This type of injury is very common in office setting workplaces due to
the use of computers, mainly mice and keyboards (DoD 2008, Nov).
Thoracic Outlet Syndrome and Rotator Cuff Tendinitis
TOS and RCT are both linked with repetitive motion of the arm or shoulder, but while
TOS is just performing a menial task frequently RCT is caused by motions made above shoulder
level. TOS is an issue that we saw from observing the participant operating at all three
workstations, especially the medium and small sized desks. The lack of leg space under the small
desk makes is so the operator has to repeatedly reach for various items, such as keyboard, phone,
tools, etc. increasing stress in Thoracic Outlet region (upper chest and shoulder area). Also the
structural redundancies at the medium desk, such as multiple screens and keyboards that have to
be used, make it so there is repeated stretching, again putting stress on this region. TOS can
result in “pain, early fatigue, tingling, or parathesthesias” (Hagberg) radiating from the hand to
the shoulder. Similarly, RCT is caused by this type of reaching and stretching above shoulder
level. This is seen particularly when the operator is working at the medium desk and has to reach
the higher shelves for tools necessary to perform the job. Also, this is a risk in the garage when
retrieving items it is necessary to strain this area reaching for heavy computers and equipment on
19 Ergonomic Assessment of the IT Department
shelves much higher than shoulder level. This repeated high reaching produces “localized
shoulder pain with tenderness over the humeral head” (Hagberg) or rotary cuff causing stiffness
and a lack of motion. Having symptoms from both of these disorders can cause a lack of
alertness and a drop in efficiency and reaction time.
Tension Neck Syndrome
On the other hand TNS is caused from a lack of motion and constant straining of neck
and upper back muscles. This is a risk when working at the high and medium desk because it is
necessary to constantly pay attention to diagrams and monitors elevated beyond eye level. This
constant strain can result in “pain in the shoulder or neck in addition to tenderness over the
descending part of the trapezius [upper back/neck] muscle” (Hagberg). This, again, can cause a
slow in reaction time and efficiency due to the operator having to slow their motions because of
stiffness.
Lower Back Disorders
The most prevalent problem that can be seen in the work station we are assessing is LBD.
This disorder is caused by heavy lifting, lowering, carrying, pushing, pulling, holding and
repetitively bending over, which can be seen through studies that indicate “that lifting and MMH
[Manual Materials Handling] account for 50 to 75% of all back injuries” (Salvendy 820). A large
part of this particular job is a need to pick up materials that weigh up to 50lbs and transporting
them across campus. This alone causes a great deal of tension in the lower back, but there is also
the factor that at the small desk a large amount of time is spent hunched over because they
cannot effectively operate while sitting down. The characteristics of this disorder are sharp
shooting pain in the lower thoracic and lumbar areas of the back, as well as restriction of
20 Ergonomic Assessment of the IT Department
rotational motion due to stiffness. These symptoms can result in an overall lack of effectiveness
of the operator due to a lack of ability to perform the tasks necessary and may result in loss of
job. Besides the fact that these disorders create pain for the operator and make it harder for them
to efficiently do their job they can also create a Chronic Fatigue Syndrome (CFS) because of
increased work load on the operator. CFS is characterized as creating “muscle fatigue, mental
fatigue, depression, viral infections, behavior problems, and impairments in attention and motor
functions” (Smith 261). If this disorder is formed it becomes not only a problem in the work
environment but also is an extreme health hazard that can seriously affect a user’s personal life.
In this assessment we will try to make is so we can decrease a users work load so as to decrease
their chance of creating WMSDs and in the long run stop CFS from happening.
21 Ergonomic Assessment of the IT Department
Solutions and Implementation
General Solutions
Keyboard
One of the easiest ways to counteract the effects of Muscular Skeletal Disorders in an
office setting is to use ergonomic devices that assist in relieving the strain previously caused. For
example, ergonomic keyboards can be purchased to help relieve wrist injury. These keyboards
have the ability to reduce strain, but not all users find relief due to the fact that everyone is very
different and some things work better for others. It is very heavily noted that to accurately use an
ergonomic keyboard and expect results requires the use of the correct wrist and keyboard tray
(DoD 2003, Jan). The keyboard tray placement is very important to ensuring the correct
placement of the keyboard and mouse for optimum performance while greatly limiting the
effects of repetitive induced injuries. The main purpose of correct keyboard trays is to establish a
neutral posture of the body (DoD 2003, Jan).
Since we were working with no budget we came up with easy methods of implementing
these ideas without having to purchase items. In all three work station we decided to put a small
book or pad found around the work environment in front of the keyboard in attempt to simulate
the keyboard tray. This allows for the operator to rest their hands while typing and reduces
tension in the wrist and hands, limiting chance of Carpal Tunnel Syndrome. Also, we added that
the user should add folders under the keyboard in order to simulate the angle of elevation found
in ergonomically correct keyboards.
22 Ergonomic Assessment of the IT Department
Laptop Use
The general design and concept defies all concepts that are based in ergonomics. This is
due to the theory that is backed by laptop producers, which is “one size fits all.” Laptop
manufacturers do not personally change the contour, shape, or size of the computer based on
each individual’s body dimensions. Instead, one machine, with only one set of dimensions is
sold, which requires the users to adapt to the machine, rather than the machine adapting to the
user. Even though laptops are so un-ergonomically sound, there are some methods that can be
implemented to help reduce the effects of the poorly designed technology. For example, a
comfortable chair without arm rests can be used to let the arms move freely. This reduces stress
on the wrists and helps promote a neutral position for the arms. Along with this, elbows should
be kept level with or slightly higher than the keyboard. The wrists should also maintain a neutral
position. To help with the poor visual angle created by laptop use, it is suggested that the screen
height be raised if at all possible. This reduces neck, back, and eye strain on the individual. The
most important method that can be used to reduce the negative effects caused by laptops is to
take frequent rest breaks from cramped positions that are very common with laptop use (DoD
2002, Oct)
23 Ergonomic Assessment of the IT Department
Chair Selection
In order to sit in a chair and maintain a constant positive work performance, a neutral
spine position must be embraced. One of the most important factors that can help maintain a
neutral spine position is a properly selected and adjusted chair for an individual. The most
important thing is to select a chair that provides comfort and reduces pain on a subject by subject
basis. A chair that works in maintaining a neutral spine position for one person may not permit a
neutral spine position for another person. The following is a description of how one should go
about selecting a proper chair: The first chair component to be investigated is the backrest. A
backrest should have an independent height adjustment as well as an independent lumbar support
height adjustment. This provides the user with total control concerning back support. The basic
dimensions of a backrest are as follows: The height should be no less than fifteen inches high by
twelve inches wide. The lumbar support should protrude out from the backrest at a measurement
of at least one inch. Some very good but optional features recommended for backrests are tilting
abilities ranging from ninety to one-hundred and five degrees. The ability to lock the tilt in is
also recommended as an optional feature of backrests. The seat cushion should be made from
high density foam at least two inched thick to provide a firm support that is still comfortable. The
contouring of seat cushions should be slightly concave to further improve comfort for the
individual. One of the most basic features of all office chairs is a seat height adjustment. It is
recommended to have an adjustable seat height ranging from fifteen to twenty and a half inches
from the floor. A minimum of a five star base is recommended. A five star base provides
superior stability and support that prevents the user from being able to tip themselves over,
which would cause great injury. The base must also be able to swivel 360 degrees. This helps
reduce strain when the user gets in and out of the chair. They can position themselves with the
24 Ergonomic Assessment of the IT Department
swivel feature before they stand to help reduce strain from awkward standing procedures. As
well as a 360 degree swivel and a five star base, the base requires appropriate casters for the
floor type. It is recommended that rubber casters be used on linoleum and tile and that nylon
casters be used on carpet. Armrests are optional but most people prefer them to no armrests. If
wanted, armrests should be adjustable in height and width. They should be approximately nine to
twelve inches in length and without sharp edges.
Since, again, this is a low/no budget operation; there will not be an option to choose a
new, modern “ergonomic” chair for purchase. There are some fixes that can help with
muscular/skeletal problems caused by sitting in a chair all day. First, a roll of paper towels, toilet
paper, or a full water bottle can be used as lumbar support in a chair that lacks this feature. By
putting a full water bottle, for example, behind one’s back, the lumbar area of the spine receives
more support which relieves pain. The other methods of both toilet tissue and paper towels work
just as well if the user prefers a little softer support device. Another method of support for a user
that sits in a chair for extended periods of time is the use of pillows. Basically, if one sits on a
pillow they receive a softer platform in which their spine column can rest on. This prevents the
users back from experiencing strain and pain caused from long durations of time spent sitting.
Users can also investigate the actual way that they sit in the chair. Many users that experience
back pain have awkward sitting positions. One of the most common awkward sitting positions
occurs when users sit on the front edge of the chair. This causes a misalignment of the spine
which results in pain and discomfort. By just being conscious of the effects of posture while
sitting in a chair, users can prevent and eliminate most common back pain associated with chair
use and extended periods of time.
25 Ergonomic Assessment of the IT Department
Visual Angles of Monitors
The visual angle maintained at a desk setting can directly cause injury pertaining to the
neck and back. If a visual angle required the user to excessively bend his or her neck, then it will
cause pain. In order to reduce these types of injuries, new technologies such as liquid crystal
display monitors were invented. Cathode ray tube monitors are very large, bulky and heavy. This
causes the user to adapt to the machine, which causes injury due to the lack of positioning
options for this type of monitor. LCD screens have a very reduced depth measurement when
compared to CRT monitors. This causes them to be more user friendly in the sense that they can
be placed in many more positions than CRT monitors. Their placement can reduce visual angles
experienced by the user which can in turn reduce neck and back strain. The recommended visual
angle for viewing computer screens is ten to twenty degrees (DoD 2002, Nov). An LCD monitor
is less harsh on the eyes due to the fact that flat screens incredibly reduce glare and the
resolutions are higher, and thus better. Higher resolution provides better eye acuity and less
strain (DoD 2002, Nov).
The visual angle that a user experiences when viewing a monitor can be adjusted in many
ways without an actual budget for the project. For example, one can adjust the height of the
monitor by stacking books underneath. This can raise the height of the monitor which reduces
the angular amount the view has to look down to see. The monitor can also be angled by the use
of any object that is placed under either the front or rear platform of the monitor. This can reduce
the visual angle which again reduces neck and back strain and pain.
26 Ergonomic Assessment of the IT Department
Training
Organization
In order to solve the problem of improper lifting and organization we decided to train the
operators in ways to perform their tasks with minimal chance of creating a disorder. The first
thing we informed them of was to clean out from under the desks so that they could properly fit
without having to stand or hunch over. We had them move these boxes to the garage and to areas
of the workplace that would not be in the way. In order to have more area to work we also had
them switch the high desk and low desk, which will improve the operability and efficiency of
each workstation. In addition, we made it so we eliminated some of the redundancies of multiple
monitors and phones that were unnecessary. By putting one monitor, one phone, and one
keyboard at each workstation allows for them to have quick easy access to their tools without
unnecessary reaching and muscle straining. There was also a need to have them list the
importance of each tool and manual as to have the most important tools in arms reach rather than
having the operator repeatedly reach to higher shelves. The tools with second level of importance
or larger size we had put on the tool bar on the sides of the walls and the tools with the least level
of importance we had put in drawers as to cut down on clutter and confusion. Last we had them
take the diagrams posted around the room and paste them on the desks to the sides of their
workstation. This made it so there was no need to constantly look up for information and stress
their neck, rather they have to turn their neck no more than 20 degrees from their focal point in
either direction. This solves a large portion of their problem because it eliminates the need to
strain muscles due to repetitive stretching and straining and allows for efficient reliable work.
27 Ergonomic Assessment of the IT Department
Safe lifting practice
To cut down on LBD we found a set of guidelines to follow in order to safely lift and
carry various heavy items in order to reduce strain and tension; these guidelines can be found in
Appendix D. These guidelines include what to think about before lifting heavy items, the proper
techniques for lifting, and the proper way to move and place the load. We walked the operators
through these guidelines and demonstrated for them the methods of lifting as the rules explained.
We then posted several copies of this guide around the office and in the garage in case they
forgot a certain portion. We also advised buying relatively cheap back braces but since the
employer had no budget the individual employee would have to purchase it.
Cost/Benefit Analysis
Since the employer gave us no budget to work with we had to come up with methods that
were free to the operators as well as helpful. These methods include giving tips on low budget
fixes for tools used, training on organization, and handouts that can be posted around the office.
By using these methods we allowed for improvement of the workstation without costing the
employer anything.
28 Ergonomic Assessment of the IT Department
Exit Interview
The exit interview was created to get information on the worker’s perspective of the
solutions. This is an essential part of the assessment in order to see if our solutions were helpful
and if they were put into practice. We can also compare his knowledge and results to the
entrance interview; this comparison is done to see his awareness of office injuries. We can also
get the workers opinion on why our solutions might or might not be feasible. During the
interview we asked him to be straight forward because this assessment was for his benefit and
not ours. The questions asked can found in Appendix B.
First, we asked the employee if his awareness of office injuries had increased and to
explain his answer. He stated that originally he was unaware of muscle strains and other injuries
that were based on posture when sitting down. He explained that his awareness did increase due
to the assessment and solutions he was provided with. The following question asked the
employee to explain if he found the solutions helpful or not. He answered by stating that the
solutions were odd to follow, mainly because he never really had to correct his posture when
executing a task, but it did create a great difference. The final question asked him to voice his
opinion if the solution would increase the efficiency and productivity. Based on his response, it
was clear to see how he acknowledged the positive effects of the solutions on productivity and
efficiency.
29 Ergonomic Assessment of the IT Department
The Overall Assessment and Monitoring
The overall assessment was a success due to several reasons. We were able to discover
various unhealthy and unsafe working conditions in the working environments and increase the
awareness within the working environment. Monitoring the implementation of the solution was
feasible and accessible. This was due to the fact that our test subject (the employee) was one of
our roommates for three consecutive years. This eliminated the Hawthorne affect and allowed
proper information to be obtained. Although, we increased awareness and provided proper
feasible solution, it was up to the employee to execute them. Unfortunately the employee failed
to carry out the solution after a couple days. This was due to relapses on old habits on working
posture. In order for the solutions to work and improve conditions in the workplace , it was to be
a collaboration on both Ergonomists and test subjects.
30 Ergonomic Assessment of the IT Department
Works CitedBridger, R. (2009). Introduction to Ergonomics, Third Edition . Boca Raton: CRC Press.
Center for Disease Control. (2011, April 15). Retrieved from www.cdc.gov: http://www.cdc.gov/workplacehealthpromotion
Cohen, A. L. (1997, March). Elements of Ergonomics Programs. Retrieved from NIOSH: http://www.cdc.gov/niosh/docs/97-117/
DoD. (2002, November). Are LCD Monitors “Easy on the Eyes”? Retrieved from DoD Ergonomic Working Group NEWS: http://ergoworkinggroup.org/ewgweb/IndexFrames/index3.htm
DoD. (2003, January). Ergonomic Keyboards. Retrieved from DoD Ergonomics Working Group News : http://ergoworkinggroup.org/ewgweb/IndexFrames/index3.htm
DoD. (2002, October). Safety Tips for Laptop Computer Use. Retrieved from Dod Ergonomics Working Group NEWS: http://ergoworkinggroup.org/ewgweb/IndexFrames/index3.htm
DoD. (2011, April). The Pros and Cons of a Sit-Stand Workstation. Retrieved from DoD Ergonomics Working Group NEWS: http://ergoworkinggroup.org/ewgweb/IndexFrames/index3.htm
DoD. (2008, September). Work-related Musculoskeletal Disorders (WMSDs). Retrieved from DoD Ergonomics Working Group Fact Sheet: http://www.ergoworkinggroup.org/ewgweb/SubPages/ProgramTools/Publications/PDFfactsheets/FS1.pdf
DoD. (2008, November). You should know about carpal tunnel syndrome. Retrieved from Department of Defense Ergonomics Working Group Fact Sheet: http://ergoworkinggroup.org/ewgweb/IndexFrames/index3.htm
ERAU student employment. (n.d.). Retrieved from eraudb.studentemployment.com: https://eraudb.studentemployment.ngwebsolutions.com/JobX_Home.aspx?ver=1
Hagberg, M. (1987). Prevalence rates and odds ratios of shoulder-neck diseases in different occupational groups. British Journal of Industrial Medicine .
OSHA checklist. (n.d.). Retrieved from United States Department of Labor : http://www.osha.gov/SLTC/etools/computerworkstations/checklist.html
Safe Lifting Techniques. (2007, April). Retrieved from www3.imperial.ac.uk/pls/portallive/docs/1/15647697.DOC
Salvendy, G. (2006). Handbook of Human Factors and Ergonomics. John Wiley.
31 Ergonomic Assessment of the IT Department
Smith, A. P. (1992). Handbook of Human Performance, Volume 2. Acedemic Press.
Team, N. E. (2007, August ). Guidelines for Office Chair Selection. Retrieved from DoD Ergonomics Working Group News: http://ergoworkinggroup.org/ewgweb/IndexFrames/index3.htm
32 Ergonomic Assessment of the IT Department
Appendix A
Employee Survey
1. Please rate each from a scale of 1 to 7, 1 being the lowest and 7 being the highest. The exposure of unsafe and unhealthy conditions in the working environment: Office: 1 2 3 4 5 6 7 Garage: 1 2 3 4 5 6 7
2. Please Explain why your choice of ratings for each environment. (Eg. Why is rated high/low? What are the conditions do you consider unhealthy about the environment? What are the causes of the unhealthy conditions? Etc.)Office:Garage:
3. Please choose the answer that describes the working environment properly: Office: Not enough technology Proper technology Too much technology Garage: Not enough technology Proper technology Too much technology
4. Please explain your choices for the question above.
5. Are there any supervisory or managerial causes of unsafe/unhealthy workplace?
6. What would you change at your workplace to make your and fellow employee’s time working healthier, happier, and more productive?
33 Ergonomic Assessment of the IT Department
Appendix BEntrance Interview questions:
1. Can you describe the tasks you go through on a daily basis? (please explain the workstations of each task)
2. Can you describe any unsafe working conditions?
3. Can you explain the role of organization within the workplace?
4. What changes in the workplace would you implement?
Exit Interview questions:
1. Did your awareness and knowledge on office injuries increase? How so?
2. Did you find the solutions provided helpful? Why? Why not?
3. Do you think the solutions will increase efficiency and productivity?
34 Ergonomic Assessment of the IT Department
Appendix CFigure 1 – demonstrates the interconnection of WMSDs and internal problems that already exist
35 Ergonomic Assessment of the IT Department
Retrieved from: Salvendy, G. (2006). Handbook of Human Factors and Ergonomics. John Wiley.
Appendix DSafe lifting
Lifting and carrying is a common cause of injury at work. Good manual handling techniques can significantly reduce the risk of injury.
Almost all staff and students at some time get involved in manual handling in College: whether it’s carrying a pile of books, shifting a computer or moving equipment in an office or laboratory.
This guidance describes the basic techniques of good lifting practice to help you avoid unnecessary injury
Principles of safe lifting practice
Before you start Think about the job
Does it need carrying, or can a trolley or other equipment be used instead
Think about what you are going to do before you do it: Where is the load going? Does it need more than one person to lift it
safely? Is there enough room? How can you avoid having to twist when lifting
or putting the load down? Think about you
Are you dressed for the job? Tight clothing can restrict movement. High heels are never suitable.
Do you have a health problem that might make you vulnerable to injury
If you are not sure of how heavy a load is, test it out before you try to lift it. Gently rock the load to test the weight and its distribution
If you have not been trained, you should not lift >15Kg without advice from your local Manual Handling Assessor
Remove any obstructions/tripping hazards from the
36 Ergonomic Assessment of the IT Department
route Work out where and how to take a rest if moving a
heavy load over a long distance Are there any sharp edges? If so, then you may need
to wear gloves to protect yourself If load is too bulky, look at ways in which to break it
down
Lifting technique
Place you feet apart to make a stable base for lifting Placing one leg forward in front of the other will help
improve balance and control If you have to reach out to the load, try sliding it
towards you before attempting to lift it
If lifting from a low height, bend your knees, NOT your back Stand correctly, keeping your back straight and your
chin tucked in Keep your shoulders level and facing the same
direction as your hips Lift smoothly, avoiding jerking movements Lift your head first – your back then straightens
automatically Grip the load with your palms, rather than just your
fingers – If you need to change your grip, rest the load first.
Keep your arms close to your body to help support the load
Do not allow the load to obstruct your view – seek assistance if it is too large.
Moving the load When carrying, keep the load as close to the
body as possible Keep the heaviest side of the load closest to your
body When pulling or pushing, use your body weight to
move the load – if possible, let the momentum of the load do some of the work e.g. when pushing trolleys
When pulling, keep your back straight and your arms as close to your body centre line as possible
Avoid twisting your body when turning
Document Retrieved from: Safe Lifting Techniques citation
37 Ergonomic Assessment of the IT Department
Appendix E
The OSHA checklist that we filled out can found immediately following this page.
Checklist retrieved from OSHA checklist citation
38 Ergonomic Assessment of the IT Department
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