office ergonomics awareness identifying common hazards and taking the necessary steps to keep...

Office Ergonomics Awareness

Identifying Common Hazards and Taking the Necessary Steps to

Keep Yourself Safe


The Chair

• The chair you choose should be equipped with the adjustable design features that are described in the following images.


Backrest Adjustability

• The chair should have adequate, adjustable lumbar support. – Adjustable in height– Adjustable in depth

• If not:– Try placing a rolled up

towel or attach a removable back support cushion to existing back support.


Backrest Adjustability

• You should be able to recline the backrest either separately from the seat or in synchronicity with the seat at a 3:1 or 5:1 ratio.

• The backrest should be able to be locked in at least 3 different positions within it’s adjustment range.


Seat Adjustability

• The seat pan should be cushioned and comfortable.

• It should be adjustable in depth – 2-3 fingers width between

front edge of chair and back of your knees.

• If not:– Choose a chair with 2-3

fingers width between front edge of chair and back of knees.

– Attach a removable back support cushion to existing backrest to shorten seat pan.


Seat Adjustability• You should be able to adjust

the chair’s seat in height so that you can sit comfortably. – Raise/lower chair to allow feet

to rest comfortably flat on floor with hips slightly higher than your knees.

– The underside of your thighs should be evenly supported by the surface area of the seat.

• If not:– Use footrest if keyboard/desk

height requires an elevated chair; or,

– Use footrest if the seat cannot adjust down to a comfortable height.


Seat Adjustability

• The seat should be able to recline either separately from the backrest or in synchronicity with the backrest at a 1:3 or 1:5 ratio.

• The seat should be able to be locked in at least 3 different positions within it’s adjustment range.


Chair Base

• Make sure the casters are appropriate for the floor surface. – Rubber for wooden or

concrete surfaces– 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.


Armrest Adjustability• The armrests should be

padded and comfortable to rest your elbows and forearms on.

• They should be able to adjust in height to below your elbows when you are typing and mousing.

• Your armrests should not prevent you from getting close enough to your work surfaces and the keyboard and mouse.

• The armrests should be able to adjust in width so that they can be positioned under your elbows and forearms when required.


Armrest Adjustability• If armrests are too low/too

high:– Remove the armrests.– Add padding to bring them up

to a 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.


Chair Adjustability

• You should learn how to adjust your chair for optimal fit and comfort. – Ask the vendor to

review the chair’s adjustability features with you.

– Look for an instruction booklet or look to the manufacturer’s website for assistance.


Adjusting Your Chair

• If you have an adjustable chair and a workstation that allows you to sit comfortably don’t limit yourself to just one posture. Learn how to adjust your chair!

• Our muscles can last longer when we give them many healthy postures to work in.

• Move by adjusting your chair, your body and your equipment and tools!


Adjusting Your Chair• Its’ recommended that you work in a

reclined position for 10-15 minutes of every hour.

• If your heels come off the floor when you recline then find something to rest your feet on, like a footrest, that will keep your heels grounded.

• You will also need to adjust your keyboard and mouse platform lower while sliding closer to it to prevent reaching

• If your keyboard and mouse are on the work surface then you may need to raise your chair a bit and put your feet on a support.

• When sitting upright you may need to raise or lower your chair while adjusting the height of your keyboard and mouse and your distance from them.

• If you have to take a phone call stand up!


Keyboard

• The letter ‘H” on your keyboard should be aligned with the centre of the monitor.

• If it is not,– Reposition the

keyboard and/or monitor to achieve this positioning.


Keyboard• Is the keyboard positioned so that your

wrists are straight (not bent up / down) while using the keyboard?

• If not,– 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 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).


Mouse / Pointing Device• Is the mouse located close to you

(so your elbow is close to your body and the hand is as close as possible to the mid-line of your body)?

– Place mouse/input device beside keyboard at same height.

– Use a mouse bridge (i.e. a hard surface that is placed over number pad on keyboard).

– Ensure adequate space on either the desk top or a keyboard tray for input devices.

– Purchase a shorter keyboard or a keyboard with number pad on left side.


Mouse / Pointing Device

• Can you place the mouse on your preferred side?

• If not,– Purchase a keyboard

and mouse platform that permits this positioning.


Mouse / Pointing Device• Can you use the mouse while

keeping your wrist straight? • If not,

– 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 below seated elbow height.

– Place keyboard and mouse on articulating tray and adjust tray height and tilt until wrists are straight.

– Support arms on armrest when keying or mousing.

– Use a mouse that fits your hand size and/or places wrist in a more natural, straight posture.


Mouse / Pointing Device

• Is there enough space for comfortable mouse use?

• If not,– Try increasing mouse

speed and enlarging the pointer.

– Get a wider keyboard platform or a shorter keyboard.


Keyboard Surface • Is the surface on which the

keyboard sits at a comfortable height for keyboarding (e.g. about 1 inch) below your elbow height when seated comfortably)?

• If not,– Adjust seat height so that

keyboard and mouse are at elbow height and use a footrest if necessary.




Keyboard Surface

• Does the surface provide a solid and stable support for the keyboard when keying tasks are being performed?

• If not,– If the fasteners for the

support or support surface are loose have them tightened


Keyboard Surface

• Is there adequate space for both the keyboard and the mouse on the same surface, at the same height?

• If not,– Try increasing mouse

speed and enlarging the pointer.

– Get a wider keyboard platform or a shorter keyboard.


Keyboard Surface

• Is the keyboard surface adjustable?

• If not,– Ensure seat height

can be adjusted so that keyboard and mouse sit just below elbow height and use a footrest if you are no longer seated comfortably.


Keyboard Surface • If Yes, how is it adjustable:

– Height?– If not, ensure seat height can be

adjusted so that keyboard and mouse sit just below elbow height and use a footrest if you are no longer seated comfortably.

– sliding in and out?– If not, If platform cannot slide all

the way under the work surface have the sliding track reinstalled further back or purchase a shorter adjustable arm.

– angle (flat, ± tilt)?– If not, Use the feet on the back of

the keyboard to make the keyboarding surface flat.


Keyboard Surface

• Does the keyboard surface have a well-designed palm rest?

• If not,– If you do not drop your

wrists when typing then no corrective actions are required.

– If you drop your wrists to the work surface or work surface edge roll up a towel and place it in front of keyboard.


Using a Laptop

• Are you using a laptop for more than 2 hours/day cumulatively?

• If you are, you are more susceptible to discomfort symptoms in your neck, back, forearms and wrists if you don’t take the necessary steps to separate the keyboard, mouse and monitor from eachother.


Using a Laptop

• You should get an external keyboard and mouse and position them comfortably according to the previous information.– This could include raising

the laptop to eye height using boxes;

– Placing the keyboard and mouse on the work surface, raising you chair up and placing your feet on a footrest.


Work Postures (seated)

• Can you adopt a neutral work posture when seated according to what is described in the following slides?



• Feet resting firmly and flat on the floor

• If not,– Raise/lower chair to allow feet

to rest comfortably flat on floor.

– Use footrest if keyboard/desk height requires an elevated chair.

• Knees slightly lower than hips • If not,

– Adjust chair height so that feet remain flat on floor or footrest but thighs are also parallel to floor.



• Sitting with back pressed firmly up against backrest

• If not,– Arrange workstation to allow

proper back support. (i.e. position keyboard closer to employee, bring monitor closer to employee).

– Remove or lower arm rests which may 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.



• Sitting in a slightly reclined posture while working.

• If not,– Use a footrest if your heals

come off the floor when reclining in your chair.

– Adjust seat pan angle and/or backrest angle to allow reclining and adjust position of keyboard and mouse (i.e. bring closer or lower if on adjustable platform).



• Visible space between front edge of seat pan and the back of your knee.

• If not,– Choose a chair with 2-3

fingers width between front edge of chair and back of 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.



• Head/neck relaxed, upright and chin ‘in’.

• If not,– Raise/lower monitor so that

eyes are in line with top line of monitor. Monitor may need to be lowered if you wear bifocals and look at the monitor through the bottom of your lenses.

– If using a number of paper documents with computer, use a document holder that sits between you and the monitor.



• Elbows bent at about 90 degrees.

• If not,– Adjust seat height so that

keyboard and mouse are at elbow height and use a footrest if necessary.

– Raise or lower adjustable work surfaces, if using 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 working in a natural, straight posture.


Work Postures (seated) • Wrists straight while working. • If not,

– Adjust seat height so that keyboard and mouse are at elbow height.



– 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 your hand size and/or places wrist in a more natural, straight posture.



• Arms hanging relaxed at the side of the body.

• If not,– Adjust armrests down

to below elbow height to allow upper arms to hang comfortably.

– Use a wider, “split” keyboard.


Work Surface / Equipment Layout

• Is the height of the work surface appropriate for paper-work (e.g. approx 2 inches) above optimal seated elbow height)?

• If not,– Raise the seat and use a

footrest.– If using adjustable systems

furniture adjust the work surfaces down or up to achieve this positioning.

– Use a slanted writing surface.



• Is there adequate work surface space for all required equipment (phone, calculator, computer equipment, etc.)?

• If not,– Determine if less important

and less frequently used items are cluttering up the work surface and create space by storing them elsewhere.

– If keyboard and mouse are on the work surface, install a platform to create more work surface space.



• Is there adequate space for non-computer work (reading, paper work, etc.)?

• If not,– If a set of drawers are

present, can they be removed and their contents stored elsewhere?



• Is there adequate space for required reference documents, drawings, etc.?

• If not,– Can a separate table

located nearby be used?



• Can you easily reach the telephone when sitting at all main work areas?

• If not,– Move the telephone

closer to you; or,– Stand up when

answering the telephone.



• Can reference documents/papers be placed in line with the monitor and angled up towards your face?

• If not,– If using an adjustable

keyboard platform, try to position documents between back edge of platform and edge of work surface.

– Use an in-line document holder that does not block the monitor.


Leg & Knee Room / Movement

• Is there adequate leg and foot space under the work surface?

• If not,– Remove materials

underneath desk.– Install keyboard tray to

increase distance between monitor and desktop and provide more leg room.



• Is the space under-the-work-surface free of clutter (boxes, papers, shoes, etc.)?

• If not,– Remove clutter from

underneath desk.



• Is there adequate space for the knees, to allow for movement and comfortable sitting?

• If not,– Remove any

obstructions such as drawers that restrict knee space.



• Can you move from one area of the workstation to another easily (e.g. no under the work surface obstructions such as work surface supports, etc.)?

• If not,– Purchase a keyboard

support with a slimmer profile if current equipment is hitting thighs.

– Remove any drawers that are in the way.


Monitor

• Is the monitor positioned directly in front of you?

• If not,– Position monitor

directly in front of you so that the letter ‘H” on the keyboard is aligned with the centre of the monitor.


Monitor

• Is the screen positioned so that you can just see over the top of the screen while sitting in a relaxed, upright posture?

• If not,– Raise/lower monitor so that

eyes are in proper positioning. Monitor may need to be lowered further and/or pushed further back and text increased in size if you wear bifocals and if you look at the monitor through the bottom of your lenses.


Monitor

• Is the screen angled up towards your face?

• If not,– Angle the screen

upwards.


Monitor

• Is the screen free of obvious glare and reflections?

• If not,– Prevent the source of glare

from reaching monitor, (i.e. use opaque vertical blinds, use glare screens).

– Place monitor at right angles to windows.

– Use an LCD monitor.


Monitor• Is the screen positioned so

that you can easily see / read the information / icons on the screen?

• If not,– Bring the monitor closer to

you.– In your display’s properties

under the <Appearance> folder tab, Increase the font size to large or extra large.

– In your display’s properties under the <Settings> folder tab, <Advanced > button, <General> folder tab, increase the DPI to 120


Work Environment Issues

• Is the level of lighting considered adequate?

• If not,– Use appropriate task

lighting. – Reduce the amount

of light in work area, especially from ceiling-mounted light fixtures.



• Is the monitor positioned to minimize glare?

• If not,– Prevent source of glare



– Use LCD monitors.



• Is monitor’s screen free from glare?

• If No, is the glare from:– overhead lighting?

• If yes,– Reduce the amount of

light in work area, especially from ceiling-mounted light fixtures and use task lighting.



• If No, is the glare from:– windows?

• If yes,– Prevent source of glare



– Use LCD monitors.



• If No, is the glare from:– reflected light (off

walls, mirrors, etc.)?

• If yes,– Remove mirrors and

cover up areas of high reflectance.



• Are reference materials (documents, forms, binders etc.) free from glare?

• If not,– Reposition light

sources if possible to avoid reflections.



• Can you control the illumination level in your work area?

• If not,– Remove some light

bulbs.– Use appropriate task

lighting.



• Are you able to control the amount of light entering in through the windows?

• If not,– Install opaque vertical

blinds.– Use a glare screen on

monitor.– Orientate workstation so

that computer workstation is at 90° to windows.



• If able to control the amount of light entering in through windows , – are blinds vertical rather

than horizontal?– If not, think about Installing

opaque vertical blinds.

• Can you control blinds for windows in/near your work area?– If not, elongate blind

controls if required and, if possible.



• Is there appropriate and adequate task lighting?

• If not, – use appropriate task

lighting.



• Temperature and Humidity– Do you feel that the

work area temperature is comfortable (not too hot or too cold)?

– If not, raise/lower temperature to individual comfort if possible.



• Temperature and Humidity– Do you have any

control of the work area temperature?

– If not, • Wear more/less warm

clothing.• Use individual heaters

where appropriate.



• Temperature and Humidity– Do you feel the area

humidity (air dryness) is kept at a comfortable level (especially in the winter)?

– If not, inquire about the use of personal humidifiers.


Work Organization/Task Issues

• Do you do a variety of tasks during a work day?

• If not,– Discuss the possibility

of increasing task variety with your employer.



• Are you able to vary your posture when doing different tasks during the work day?

• If not,– Optimize the

workstation and equipment to allow for postural variation.



• Do you take regularly scheduled breaks?

• If not,– You should be taking

your regular, scheduled breaks.



• Are you able to take a 5 minute break away from keyboarding at least once an hour (e.g. to stand up / move about)?

• If not,– Recline in your chair

and put your feet up instead.



• If you are required to talk on the phone while also making notes, or accessing information from the computer for 2 hours or more/day cumulatively, is a phone headset provided?

• If not,– Use telephone’s speaker

function if appropriate and available.



• Is an in-line document holder provided for data entry tasks?

• If not,– If using an adjustable

keyboard platform try to position documents between back edge of platform and edge of work surface.

– Use an in-line document holder that does not block the monitor.



• If non-standard documents (large books/folders, small invoices, etc.) are used for data entry, is the document holder able to support these documents?

• If not,– Use an appropriate in-line

document holder that is the right size for the documents.


Work Organization Tips

• Stand Up– 5 minutes each hour.– When you’re talking on the

phone.– When retrieving print jobs.– Instead of reaching for

reference materials.• Move About

– When possible stand up and walk around.

– Network printers are a good thing because they make you walk to them.

– Take breaks / meals away from desk.


Work Organization Tips

• Interject keying tasks with other work tasks to add variety and a break.

• Use natural pauses in work to relax muscles (e.g. stand occasionally when on telephone, remove hands from keyboard when waiting for computer).

• Vary your posture by rearranging adjustments of furniture (e.g. recline and work for 10 minutes every hour).

office ergonomics awareness identifying common hazards and taking the necessary steps to keep...

Documents

adjustable chair

seat height

edge of chair

elevated chair

raiselower chair

height adjustable

seat pan

chairs seat