Workplace ergonomics

The building in which you work is as important as the ergonomic surroundings you work in. Employers need to take in to consideration all areas and aspects of the workplace and how with planning they will undoubtedly create a happier, healthier office and generate greater return on their human investment.

Workplace solutions providers, Kinnarps of Sweden, have seen that all too often the wrong office set-up can have a dramatic effect on company’s bottom line. The Healthy Workplace Campaign was established through their desire to alert every employer and employee to the facts. By teaming up with the support team at the Osteopathic Health Centre in Dubai they aim to draw your attention to problems and solutions, reinforce the facts and enlighten you with regards to creating a healthy workplace.

What are good ergonomics in the workplace?
The simple answer is to make sure that the body is not compromised at all in the work place. Ensure your body position and posture is conducive to comfort and that you have minimal distraction from physical discomfort. This correct use of the body in the workplace is simply called 'correct ergonomics’.


In the office:

To achieve correct ergonomics and reduce the risk of Repetitive Strain Injuries (RSI), which if not considered can lead to crippling disorders, try the following helpful tips.

TIP 1:
Feet: At your desk, make sure your feet can rest solidly and comfortably on the floor while sitting. Use an adjustable work surface and chair that allow your feet to rest firmly on the floor, or use a footrest.

TIP 2:
Knees: Be sure you have sufficient space under your work surface for your knees and legs. Avoid concentrated pressure points along the underside of your thigh near the knee and the backside of your lower leg. Stretch your legs and vary your leg posture throughout the day.

TIP 3:
Legs: Get up from your desk frequently and take brief walks. Make sure you vary your leg positions throughout the day. Avoid placing boxes or other items under your desk that limit your legroom.

TIP 4:
Legs: Do not sit with legs crossed as this can cause the pelvis to twist over an extended period of time.

TIP 5:
Posture: Sitting still for long periods can cause discomfort and muscle fatigue. Within your comfort zone, change postures often throughout the day. Pay particular attention to adjusting your posture in the afternoon when you may tend to get fatigued.

TIP 6:
Posture: Take frequent short breaks: stand up, carefully stretch, or walk around. Frequently switch to brief tasks that require getting up, such as retrieving output from a printer, filing paperwork, or consulting a colleague down the hall.

TIP 7:
Sitting: The seat should be tilted forward slightly so that the edge of the seat does not dig into the back of the thigh. If necessary a wedge shaped cushion could be placed on the chair, with the wider end at the back of the chair. This will help the seated person to seat with the pelvis correctly
aligned. The feet should be flat on the floor, directly beneath the knees. Tucking the legs under the seat causes congestion at the back of the knees and in some cases can create extreme discomfort in the knees.

TIP 8:
Lower Back: Use your chair to fully support your body. Distribute your weight evenly and use the entire seat and backrest to support your body. If your chair has adjustable low back support, match the contours of the chair's backrest to the natural curve of your lower spine. There should be some support in the hollow of the back to maintain the correct lumbar curve. Badly designed chairs do not support the hollow of the back, allowing the person to slump.

TIP 9:
Lower Back: If your chair is adjustable, experiment with the adjustments to find numerous comfortable positions, then adjust the chair frequently.

TIP 10:
Position of head: If you allow your head to be held forward of your shoulders over a long period of time, the muscles in the back of the neck tighten and tense up. Position your head so it is above the shoulders and not forward of the shoulders. Also avoid holding the phone between ear and shoulder. This can create multiple problems in the musculature of the neck and shoulder.

TIP 11:
Shoulders & Elbows: When sitting at the computer, adjust your chair height or keyboard height so that your shoulders are relaxed and your elbows hang comfortably at your sides. Adjust your keyboard slope so that your wrists are straight.

TIP 12:
Eyes: Working at your computer for long periods can be a visually demanding task and may cause your eyes to become irritated and fatigued. Give your eyes frequent breaks. Periodically look away from the monitor and focus at a distant point. This may also be a good time to stretch, breathe deeply, and relax.

TIP 13:
Eyes: Give your eyes frequent rests by focusing them on a distant point. While looking at your monitor and also while resting your eyes, remember to blink. This helps keep your eyes naturally protected and lubricated and helps prevent dryness, a common source of discomfort.

TIP 14:
Monitor: To determine a comfortable viewing distance for your computer monitor, stretch your arm toward the monitor and notice the location of your knuckles. Place your monitor near that location. You should be able to clearly see the text on your monitor. If you look at the monitor more than you look at paper documents, avoid placing your monitor to the side.

TIP 15:
Monitor: Tilt the monitor so that it faces your eyes. In general, the monitor screen and your face should be parallel to each other. To check for correct monitor tilt, have someone hold a small mirror in the centre of the viewing area. When sitting in your normal work posture, you should be able to see your eyes in the mirror.

TIP 16:
Taking Breaks: When you work at your computer for long periods, take short breaks at least once per hour and preferably more often. You may find that frequent, short breaks will benefit you more than fewer, longer breaks. During your breaks, stand up and stretch, especially any muscles and joints you may have held in an extended static posture while using the computer.

TIP 17:
Taking Breaks: Break up the routine and try to vary your tasks during the day. By doing so, you may avoid sitting in one position or performing the same activities continuously for several hours using your hands, arms, shoulders, neck, or back. Contrary to what some may believe; several studies have found that productivity does NOT decline when frequent short breaks are added to the day.

TIP 18:
Reduce Stress: Take an inventory of things at work that are stressful to you. If you perceive that your physical or psychological health is being affected, take time to evaluate what changes you can make to reduce or eliminate the sources of stress.

TIP 19:
Breathe deeply: Breathe fresh air deeply and regularly. The intense mental concentration that may accompany computer use may tend to cause breath-holding or shallow breathing.


Things to avoid at home:

TIP 1: Do not sit with both legs up on the seat and twisted to the side.

TIP 2: Avoid sleeping on your front. This forces the lower back into exaggerated curve over an extended period of time. It’s Better to sleep on your side with pillow supporting the neck, and both knees bent.

TIP 3: Avoid lying on your back with your head propped up on too many pillows, e.g. reading in bed or watching TV in bed. This can cause neck strain and muscle tension.

TIP 4: Avoid lying on your front, propped up on your forearms reading, sunbathing or watching TV. This can cause lower back pain.

Are you sick of your building?
Dizziness, headaches, sore eyes, fatigue, soar throat, hand and foot spasms, colds, coughs, dry and itchy skin… who would have thought these are just some of the symptoms of the condition we call 'Sick Building Syndrome’ (SBS).

The offices in which you work could be having a detrimental affect on your daily life and re-percussion on your health. SBS has come about as a result of the way in which buildings are constructed and is most often apparent in new and modern structures. Retention of heat through keeping windows closed, poor air conditioning, quality (the presence of tobacco smoke) and circulation, heating and cooling that stems from a common source, copying equipment and even the plastic casing and VDU screens of computers are the culprits for employees being exposed to some unpleasant substances. These effects of SBS are having a damaging effect on a company’s bottom line. Medical expenditure and staff absenteeism results in poor efficiency, effectiveness and productivity, factors no organization can afford to have.

Beating SBS can be a relatively straightforward process. With the improvement of the thermal environment - air circulation, ventilation, room temperature and humidity - an office can become a healthier place to work. Chemical contamination needs to be contained, for example, ensuring all photocopy and fax equipment are in one enclosed room will ensure less chemicals are spread throughout the office. Biological contamination levels derived from such pollutants as bacteria can be found in various systems such as air-conditioning units, humidifiers and carpets. The contamination levels can be reduced with regular cleaning and ensuring systems are working efficiently and effectively.

If you feel you or your office is being subjected to any on the human or environmental effects of SMS it is advised that you contact a specialist in these respective areas.

Your Working Environment
Apart from SMS, the general surroundings of your office could be having negative effects on your mental state and work productivity. The condition of your office furnishings and the equipment you have to use can play a very important role in how much you enjoy your day and how effective you are as an employee. In some instances you will find that people would prefer to take a lower salary and work for a company that has newer furnishings and equipment, better surrounding and office ergonomics than a job with a higher salary and older furnishings and equipment. Psychologically your office has a big effect on you.

It is essential that as an employee you receive a decent amount of natural light when sitting at your desk and when anywhere in your office. You must also be able to control the amount of natural light in the office with the use of blinds or shades. Apart from natural light, electric light can have a major effect. Harsh overhead lighting that can cause headaches, eyestrain and fatigue can be reduced by simply adding filters or introducing lower indirect lighting. Eyestrain and headaches can come about as a result of the glare you get on your monitor screen. Implementing such lighting and shading will enable you to reduce these ailments.

The noise you are subjected to and the amount of privacy you have can play a very important role in how much you enjoy your day and how effectively you work. Ideally, if your office is open plan there needs to be somewhere you can go to have privacy, be it a separate office or meeting room. Noise can become very stressful as it causes distraction, if it’s possible, have acoustical panels fitted to absorb the noise.

Remember, the way you work and the conditions in which you work will definitely affect your effectiveness and efficiency as an employee. Ensuring you are able to control your stress, both physical and psychological, have a balanced daily diet, the ability to rest and recharge your batteries and work in a well planned office environment are major factors in your working life. Approaching the subject matters we have discussed these past four weeks with the wrong attitude and lack of understanding will have its consequences. A little thought in to how you operate as an individual will of course reap rewards for your employer, but most importantly you will be the one leading a happier, healthier working and social life.