The document discusses office ergonomics, emphasizing the importance of designing workspaces and equipment to minimize physical strain and the risk of musculoskeletal disorders (MSDs). It outlines various ergonomic practices such as maintaining proper posture, adjusting workstation furniture, and incorporating regular micro breaks to enhance employee comfort and productivity. Additionally, it includes specific guidelines for workstation setup, the use of technology, and stretching exercises to prevent discomfort and promote better health at work.

1. Office Ergonomics

2. What is Ergonomics?
• Ergonomics involves optimizing human
performance by designing equipment and the
environment to safely minimize effort.
• Ergonomic designs are also used to eliminate
or minimize the risk of Musculoskeletal
Disorders (MSDs).

3. What Ergonomics Involves
Work
Environment
People
Tools
& Job Task
Equipment

4. What are
Musculoskeletal Disorders (MSDs)?
• MSDs are chronic disorders involving muscles,
tendons and nerves; soft tissues
• MSDs can be caused or aggravated by various risk
factors - either alone or multiples of the following:
– Repetitive motion
– Forceful exertion
– Awkward posture
– Environmental factors

5. MSD = CTD, RMI, RSI
Cumulative Trauma Disorder (CTD)
Repetitive Motion Illness (RMI)
Repetitive Stress Illness (RSI)
Whatever the name, they occur over time.
They differ from injuries such as cuts, bruises
or the like which occur suddenly.

6. Why is repetition a concern?
• Repetitive motion requires prolonged use of a
muscle or muscle group. Without intermittent
rest, the muscle will fatigue and may
eventually become damaged.
• Tendons connect muscles to the bones. With
excessive use, they may become irritated
causing tendonitis.

7. How is posture related?
• Joints have optimum, limited and maximum
ranges of motion. If exceeded, stress may
occur.
• Muscles work best when flexed, not fully
stretched.
• Forces on the body increase or vary as loads
or forces shift.
• All joints have neutral positions.

8. What Happens During Wrist Flexion
One muscle works

9. Types of MSDs
quick recovery
high frequency • Muscular Disorders
– Myositis, Muscular Fatigue
• Tendon Disorders
– Tendonitis, Tenosynovitis
• Nerve Disorders
slow recovery – Carpal Tunnel Syndrome
low frequency

10. Potential Work Station Disorders
•Hand/Finger Fatigue
•Shoulder/arm fatigue
•Eye strain
•Neck pain/Low back pain
•(CTDs)
•Carpal tunnel syndrome

11. Preventing MSDs
• Take frequent micro breaks
• Keep physically fit
• Vary postures/tasks throughout the day
• Assess work areas
• Organize your work area.

12. Early Reporting is Necessary
• Awareness of signs and symptoms
• Ask questions
• Report any signs and symptoms
• Listen to your body
• “When in doubt ask more questions”

13. Risk Factors in Office
Environments
and
How to Arrange the
Work Area

14. Assessing the Office Work
Environment
• Physical Work Area
• Visual Requirements
• Acoustics
• Tasks and Processes
• Technology

15. Physical Work Area

16. Workstations and Work Surfaces
• Should provide sufficient leg space (designed for
the larger person), spatial arrangement and
reach considerations (designed for the smaller
person)
• Work functions are critical to design
• Chairs to fit the PC work area and writing area
• Should provide sufficient room for work in
progress, such as data entry materials

17. Chair Design
• Seat pan height should be adjustable so feet rest flat
on the floor or a foot rest with the knee joint at
approximately 90°
• Seat back height should be adjustable.
• If armrests are present, they should be adjustable and
not be an interference
• When fully seated, approximately a 2-finger space
between the back of the knee and the seat edge
• The chair should have a 5-point base

18. Chair Use
Adjust chair so that:
• Thighs are parallel to the floor
• Feet rest comfortably on the floor or on a foot
rest.
• The back support fits in the lower curve of your
back.
• Arm rests are just below elbow height, arms
alongside the torso.
• Position your chair before other workstation
adjustments.

19. Keyboards
• Types - sloped, dished, stepped and split
• Should be positioned at elbow height or just
below, so wrists are straight (neutral)
• Should be flat or in a negative tilt to promote
using a straight wrist posture
• Articulating keyboard trays should
complement work area, keyboard and mouse

20. The Keyboard
Position keyboard so that:
• Hands are in-line with the forearm; a neutral or
straight wrist posture. It should be in front of your
body center.
• Arms alongside the torso, not raised or abducted.
• Arms/elbows should be at or near a 90 degree angle
• The keyboard should have a
wrist/palm rest which is the
same height as the space bar.

21. Pointing Devices
• Locate at the same height level as the keyboard
• Next to or as near to the keyboard as possible.
• Different styles or options exist
– Mouse
– Track ball
– Touch screen
– Joystick
– Light Pen

22. The Mouse
Position the mouse (pointing device):
 Beside the keyboard, to the left or right.
 So that it is within easy reach, with the arm
bent near 90 degrees during use.
 So that it is at about the same height as the
keyboard
 So that you can keep your wrist straight when
using it.

23. Why not reach for device?
Muscles are
stronger
when at the
middle Flex
point.

24. Monitors
• Position at arm’s length, no closer than 20 inches.
• Screens should be perpendicular to the window or
other light sources to reduce glare
• Screens should be positioned so the top of the screen
is at eye level
• Position monitors lower for those who wear bifocals
• Glare screens should be avoided, unless used for
privacy

25. The VDT Screen/Monitor
Position monitor so that:
•The monitor is centered in front of
your body, behind the keyboard, not
off to the left or right. Upper right
picture is bad.
•If glare exists, tilt your monitor
towards you, adjust lights, or pull
shades.
•If all else fails, try a glare screen.

26. Work Accessories
• Accessories should complement the work area
• A copy holder should be positioned close to the
monitor, to minimize the amount of neck
rotation
• A task light should be positioned to illuminate
work surface without creating a glare on the
monitor screen
• Foot rests should be avoided because they limit
the individual’s ability to alternate posture

27. Miscellaneous Issues
• Do not cradle the phone on the shoulder
• Do not lean on sharp desk edges
• Place the document holder next to the screen
at same viewing distance as the screen
• Keep under-desk areas clear
• Keep non-work items on desk to a minimum.

28. Miscellaneous Issues (cont”d)
• Relaxed pen/pencil grip
• Scan with your eyes, not your head
• Place your foot rest at a 25o angle
• Do not sit on your legs.

29. Neutral Posture Evaluation

30. Work at Proper Heights
• Work at elbow height
• Maintain consistent work heights within the
office space
• Avoid reaching above shoulder height
• Avoid “winged” elbows
• Do not reach into low desk drawers while
leaning to the side

31. Maintain Good Posture
• Maintain the natural curve of the spine
• Keep head/neck straight and erect
• Keep arms and elbows in
• Maintain neutral wrist positions
• Avoid twisting motions
• Avoid static or sustained postures
• Utilize equipment such as a copy holder and
headset to achieve good posture

32. Seated Body Posture
• Upper arms and lower legs near vertical.
• Lower arms and thighs parallel to the seat
pan
• Head straight forward
• No slouching. Sit erect.
• Relax; avoid tension

33. Minimize Direct Pressure
• Direct pressure inhibits blood flow and nerve
functions resulting in numbness and “pins and
needles” sensations
• Direct pressure affects the:
– Palms, forearms, thighs and feet
• Direct pressure can be reduced by:
– Padding sharp edges of tables and chairs
• Optimum goal is to distribute the contact area
over more surface area of the body

34. Visual Requirements

35. Visual Display Considerations
• Size of characters should not be too small
• Maximize color contrast between background
and characters
• Screen size should be appropriate
• Screen colors should be selected so they are
not too “busy”

36. Lighting
• Inadequate lighting: • Consider:
– fatigue, discomfort – brightness
– eye strain – glare
– headaches – color
– poor posture – quantity
– positioning

37. Lighting
• Lighting without glare
• Minimize glare with proper display and
positioning
• Lighting requirements will vary from viewing the
monitor to reading text
• Suggested ambient illuminance of 30 - 50 fc
• If task lighting is used, general/ambient lighting
should be about 1/3 of the task lighting

38. Is Ergonomics Used Only to Prevent
MSDs?
• Optimizing human movements can increase
productivity
• Optimizing human motions reduces fatigue
levels and has a positive impact on product
quality and morale

39. Keep Everything within Easy Reach
• Make the work area user-friendly
• Organize paperwork, files and equipment
• Determine location of items by:
– Frequency of use
– Sequence of use
– Duration of use
– Force required

40. Work Accessories/Materials
• Place materials within 16 inches of the body
to avoid reaching
• Keep materials within a 90 degree arc of
body center
• Keep frequently used items handy

41. Apply Task Variety
• Alternate body posture • Combine tasks
• Adjust workstation • Stand while using the
height phone
• Reposition chair and • Take a 10-15 second
keyboard mini-break every hour

42. Control Work Flow
• Utilize the computer software efficiently by
creating shortcuts and macros
• Know the sequence of steps required to
complete the task
• Avoid “hurry-up-and-wait” situations
• Assist others in understanding the task
• Avoid “deadline” posture

43. Technology

44. Interactive Software
• Office Ergonomic Software aids in training
employees on business habits that maximize
proper body postures and body mechanics
and promotes proper work breaks

45. Making Adjustments
•Verify that a new risk is not introduced
•Emphasis on good typing technique and
posture, proper equipment set-up, and good
work habits
•Not ergonomic gadgets
•Document changes and their effects

46. Stretching

47. Why Stretch?
• Work creates stress on certain muscle groups
within the body
• Muscles stressed more than usual during work
will begin to tighten when work stops
• Stretching helps avoid stiffness and soreness
• Stretching can help improve flexibility and
circulation in muscles and tendons
• Stretching prepares the body for the work tasks

48. Prevention
• Stretching should be used for warming up,
cooling down and maintaining comfort
throughout the work day
• Stretches are preventative as well as
rehabilitative

49. Types of Stretches
• Upper Back Stretch: While seated, clasp your hands behind your
head, elbows out. Gently lean backward in your chair. Hold for a
count of 10. Repeat for a total of three (3) stretches.
• Neck Side Stretch: Tilt your head to one side, putting your ear over
one shoulder. Hold your opposite shoulder down, using your other
arm to help. Hold for a count of 10. Repeat for a total of three (3)
stretches for both the left and right sides.
• Shoulder/Upper Back Stretch: Raise your right arm and grasp it
below the elbow with your left hand. Gently pull your right elbow
toward your left shoulder. Repeat with the opposite arm. Hold for
a count of 10. Repeat for a total of three (3) stretches, each arm.

50. Types of Stretches
• Elbow and Wrist Stretch: Straighten your elbow with
your arm in front of you or at shoulder height. Gently
bend your wrist back with the other hand, in both the
downward position and then the upward position.
Hold each position for a count of 10. Repeat for a total
of three (3) stretches for both the left an right sides.
• Finger Spread: With palms down, spread your fingers
apart as far as you can. Hold for a count of five (5).
Repeat for a total of three (3) stretches.
• Eye Relief: Look away from monitor approximately 20
feet and blink easily.

51. Office Furniture Guidelines

52. Office Furniture Selection
• Office Ergonomics Guidelines should be used
when selecting appropriate office furniture,
equipment and accessories
• Adjustability and flexibility is critical
• Specifications based on research and
Americans with Disabilities guidelines

53. Using the Laptop Computer

54. Laptop Computers
• Concerns when using the Laptop Computer
• Keyboard size
• Pointing Devices
• Not designed for long term use.

55. Viewing Laptop Computers
• Take mini-breaks
• Keep the screen clean
• Control glare
• Angle the screen properly
• Adjust brightness

56. Posture and Laptop Computers
• Change positions often
• Take periodic breaks
• Type lightly
• Keep hands and wrists neutral
• Keep hands and wrists free
• Keep fingers relaxed
• Keep elbows close to body

57. Posture and Laptop Computers
• Non-adjustable chairs:
Place pillows, towels or books to add height
Use books under feet
Make a lumbar support with towel or pillow

58. Using the Laptop Computer
• In a Car
• Do not try to use from driver’s seat
• Use only in the passenger seat
• On a Plane
• Not recommended for regular seats
• Reserve bulkhead seat or exit row seat

59. TRAINER
Takeaway Tools
• For the Trainer/Evaluator
• Quick Guide to CTD Complaints
• Computer Workstation Set-up
• Workstation Checklist
• For the Worker (Handouts)
• Neutral Posture Evaluation
• Office Self Assessment Checklist
• Types of Stretches