A Guide to Office Ergonomics

Ergonomics is a science in its own right, and is best described as the interaction of
people, the environment in which they work, the equipment they use and the tasks
they perform. Many of us overlook the importance of ergonomics in the everyday
office environment. Very few of us consider the harm this interaction may be causing
or the financial opportunity generated by an ergonomically sound workplace.

Speed of the
Activity
Competence

Physiological Factors
Body size and shape
Hearing, Touch, Sight,
Task Posture

Psychological Factors
Mental ability/health
Knowledge
Equipment People Experience
Personality
Placing of swiches and buttons
Designed to expectations
Information and feedback

Environment
Space
Heating
Lighting
Ergonomics Ventilation
Noise
Vibration
Distraction
Morale

The mistake often made by organisations is trying to fit the people into the space
without considering the wider implications. Indeed, in certain operations the law
determines the minimum standards that may be adopted. Examples include Display
Screen Equipment and The Workplace (Health Safety and Welfare) Regulations 1992,
which set out standards for space, lighting, heating etc., but there are strong economic
arguments for a well designed and laid out workplace.

Absence through illness or injury brought on by poor ergonomics costs businesses

millions of pounds a year. These costs may be direct (salaries and sick pay), or
indirect (replacement staff, additional training and disruption to the added value
activities of the organisation). An overcrowded or poorly laid out office will ensure that
airborne infections such as colds or flu are transmitted quickly from one member of
staff to another having a detrimental effect on efficiency and morale. The aim of
ergonomics is therefore to promote an environment of physical and mental wellbeing,
promote efficiency and mitigate any adverse effects.

But, ergonomics goes further than the control of pathogenic conditions. A well-
designed working environment will have considered issues such as power points
positioned so as to prevent the need for trailing leads, which cause trips and falls, or
overloading of sockets likely to lead to fires or electrocution.

People First
It is important that the work space is designed to accommodate the people that work
in it. Millions of years of evolution are difficult to change. The layout of an office is not.
Consider the needs of the people in a particular area. Noise levels can be stressful in
environments where the telephone is used a lot; differing heights should be addressed
by providing adjustable chairs. Disabilities may affect the way in which a person is
evacuated from or evacuates an office.

Posture of individuals at work is important in the mitigation of issues such as repetitive

strain injury, upper back and shoulder conditions or carpel tunnel syndrome. Each
workstation should be configured to the user or users. This may include measures
such as wrist or foot supports, use of monitor stands that allow the screen to be raised
or lowered, adjustable chairs, screens that minimise glare or blinds and lighting to
reduce reflection.

Particular attention should be paid to those at greater risk, for example pregnant
women or youngsters whose skeletal and muscular systems are still developing.
Those with an existing eyesight problem may find the use of vari-focal lenses causes
postural problems as they adjust their head position to focus on documents or
screens.

Office Space

Space above 3
metres is not
considered when
1Metre Discounted Space calculating office
volume/occupant
es
M etr 3 3 Metres
5 5m x 5m x 3m = 75m
3
75m 11 = 6.81
Therefore a Maximum of six
Persons

5 Metres

Space will always be at a premium, it is a significant business cost. The law requires
a minimum of 11m3 per person. In making the calculation, all space above a height of
3 meters should be discounted. In addition, it will be necessary to consider space
taken up by furniture, fittings and equipment. Sufficient space should be available to
ensure each workstation can be accessed easily and that the room can be evacuated
in the event of an emergency. Using the layout of furniture to clearly define access
routes helps to ensure that walkways are kept clear and can be monitored. Equally,
the use of contrasting floor coverings in walkways can be useful where the layout is
irregular in areas such as a call centre.

Wherever manual handling is undertaken, it is vital that there is sufficient space to

allow safe lifting. Where possible eliminate the need for manual handling. Ensure
deliveries are made to the point of use or that mechanical aids such as trolleys can be
used. Plan shelving and storage carefully. Even relatively light weights can cause
problems if the person has to stoop or over-reach in order to place or lift items.
Provide the correct access equipment to prevent individuals climbing on chairs or
desks to reach elevated items. Remember the line of sight of a person carrying even a
small box can be significantly reduced; obstacles or changes in floor level can go
unseen.

Environment Conducive to Work

Try to create an environment that increases efficiency. It is generally the case that
happy workers are more productive. Irritating background noise can be stressful
particularly where it interferes with communication. Consider the use of sound
damping measures. These need not be expensive and may simply require the
repositioning of the noise source or proper maintenance to eliminate the squeaking
door or fan. Ensuring the temperature is comfortable is important. An environment that
is too warm or cold will encourage the use of fans or heaters increasing the tripping
risks from trailing leads or fire. The use of reflective treatments to windows can help
reduce the heat gain in south facing offices while the use of self-closers on doors can
minimise cold drafts.

Efficient well-maintained lighting helps to reduce the risks of trips and falls generally
while individual tasks should be lit depending on the activity and detail involved. Local
spot lighting can be used to supplement the general lighting and different types of
fluorescent tubes can be used to provide accurate colour rendering or ambience.

Ventilation will significantly reduce the incidence of airborne infections but this has to
be set against the cost of heating the environment. Modern offices utilising building
management systems may have automated ventilation and heat recovery but thermal
comfort is subjective and care must be taken to meet the needs of individuals where
possible. The pathogens that cause many airborne diseases survive in the dust
particles that accumulate, once disturbed the dust becomes airborne and the
pathogens are inhaled and infect susceptible individuals. Damp cleaning of surfaces
and ledges can suppress the levels of dust that become airborne and reduce this risk
significantly.
Work Equipment

It is important that work equipment is 'designed to expectation'. It is often said this is

outside the control of the employer and lies with the designer but a careful selection
process can avoid many hazards. It is important the consequences of any action be
within the expectation of the operator. For example fire doors should generally open in
the direction of the evacuation route, consider the consequences if an emergency stop
button was used to replace a start button. This equally applies to maintenance or
modification of work equipment. Safety switches should be replaced with safety
switches and not a standard proximity switch. Like for like is the rule, safety interlocks
are designed to fail to safe i.e. cut the power whereas a proximity switch may well
leave equipment energised.

Ensure staff are properly trained to use the equipment in the workplace. Even in
relatively low risk environments, accidents occur through ignorance or neglect.
Electrical items should be well maintained and undergo electrical testing, visual
examination or both. Ensure electrical equipment is isolated before opening access
doors or covers and never allow electrical work to be undertaken by anyone other than
a properly qualified electrician.

Drawers left open on filing cabinets or desks, particularly in gangways or changes in

direction, present trip hazards to the unwary. A simple programme of induction and
refresher training designed to ensure staff adopt safe habits will reduce accidents and
help you meet your statutory obligations.

Consider other items of equipment that staff encounter but may not be familiar with.
Items such as fire extinguishers are rarely used but when called upon may well save
you life. Handling a CO2 cylinder incorrectly can cause freeze burns to the hands,
equally discharging a CO2 cylinder in a confined space will deplete the oxygen levels
and may cause problems for the operator.

Ergonomics are a key element of any safe system of work; it is not solely the
interaction of an individual within the environment but extends to management
processes such as equipment selection and design. Poor ergonomics will cost you
time and money that is often misconstrued as 'the nature of the business'. Improving
ergonomics is often an incremental approach. The costs can generally be spread and
the benefits readily identified.