Office Ergonomics: Setting up an Ergonomics Program
“Office Ergonomics” promotes workstation design and
equipment to better-fit people working at desk jobs. An ergonomics program
can prevent costly injuries, lost workdays, and address worker complaints
effectively. Ergonomic improvements to workstations can also increase
productivity and are best considered during the initial design of an office
space.
This fact sheet provides some resources and basic information on setting up an office ergonomics program. Please refer to other “Office Ergonomics” fact sheets regarding the use and purchase of specific office equipment.
How do I begin an ergonomics program?
The first step to setting up an ergonomics program is to establish an “ergonomics team”, made up of management and employees. Depending on the size of the organization, the ergonomics team can be developed as a stand-alone group or as part of an existing health and safety program. The ergonomics team should also include people knowledgeable in information technologies (IT), human resources, and procurement. Ergonomic consultants, equipment representatives, trainers, and other external resources may sometimes be needed.
Before the team can effectively implement an ergonomics program, it is essential that a qualified ergonomics expert train all members in ergonomics and program basics.
Ergonomics Program Functions
The ergonomics team may be responsible for some of following important functions:
- Making necessary changes to workstations – This may
involve an evaluation of existing workstations and the purchase and
arrangement of new or existing equipment.
- Conducting training – All employees need to be trained on ergonomics basics, the
use of office equipment, and the ergonomics program. Training is
critical to the success of the program. Improved equipment does little
good if used incorrectly.
- Looking for signs of potential injury – Understanding the extent and severity of
discomfort and injuries related to poor workstation design can help to
determine and prioritize actions. Conducting employee surveys and
reviewing injury records are two examples of how these problems can be
identified. Future evaluations can then be used as an indicator for
program success.
- Responding to complaints and suggestions – An increased awareness of ergonomics may result in
requests for help, especially at first. The program should have an
organized way to respond. There should also be a way for employees to
suggest changes, provide input, or give feedback to the team.
- Exploring organizational culture and the social structure of the workplace to improve workflow and reduce work stress.
- Evaluating the effectiveness of the ergonomics program – Program evaluation is important and necessary for building a successful program. Many markers can be used to determine effectiveness, such as:
- Tracking the types, frequency and severity of
complaints or injuries
- Assessing productivity improvements and cost
reductions
- Determining the effectiveness of workstation improvements through follow-up evaluations and employee surveys
What practical steps can be taken to improve workstations?
- • Height adjustment for newer trays can be done
by finger pressure alone. Many older trays use levers or knobs that need to be
loosened to change the tray height.
- • Tilt adjustment on newer models is usually
done by turning a knob. On many older trays the same knob adjusts height and
tilt. Some trays have levers to change tilt.
- • Check the manufacturer's instructions to make adjustments if you are having trouble.
Additional Resources
New York City Department of Health and Mental Hygiene – Office Ergonomics Fact Sheets
These fact sheets recommend changes that can be made to computer workstations to help avoid injury and increase comfort and productivity. They also provide information on the important features to consider when purchasing office equipment. http://www.nyc.gov/html/doh/html/eode/eode-ergonomics.shtml
Occupational Safety and Health Administration – Office Ergonomics eTool
eTools are interactive, Web-based training programs.
This eTool illustrates simple, inexpensive principles that will help you create
a safe and comfortable computer workstation. http://www.osha.gov/SLTC/etools/
computerworkstations/index.html
NIOSH – Elements of Ergonomics Programs
This document details the
basic elements of a workplace ergonomics program. http://www.cdc.gov/niosh/97-117pd.html
