Office Safety Ergonomics Clark Safety Loss Control Billings

Office Safety & Ergonomics Clark Safety & Loss Control Billings, MT. 1

Office Safety & Ergonomics l l l l l l Office Related Illness and Injury Falls Common Causes of Office Falls Fall Prevention Checklist Strains & Overexertion Techniques for Safe Lifting Basics Ergonomic Solutions to Back at Your Desk Struck By or Striking Objects Caught in Between Material Storage Good Storage Practices Work Station Ergonomics Reducing the Stress of Sitting Applying Good Work Practices Lighting Eye Strain Office Electrical Safety Ungrounded Equipment Electrical and Extension Cords Office Fire Prevention Strategies Emergency Preparedness 2

Introduction l Office related injuries that can happen in office settings. l What we can do, to prevent this type of accidents and injuries. l Relevant office background. 3

Office Related Illness and Injury l The office may contain hazards such as; l Poor lighting, noise, poorly designed furniture, & equipment and machines l The nature of office work itself can produce a whole host of stress related symptoms and musculoskeletal strains. 4

Office Related Illness and Injury l The leading types of disabling accidents that occur within the office are the result of; Falls. l Strains & over-exertions. l Falling objects. l Striking against objects. l Being caught in or between objects. l 5

Falls l Falls are the most common office accident, accounting for the greatest number of disabling injuries. l The disabling injury rate of falls among office workers is 2 to 2. 5 times higher than the rate for non-office employees. 6

Common Causes of Office Falls l Tripping over an open desk or file drawer l Bending while seated in an unstable chair l Tripping over electrical cords or wires l Using a chair or boxes in place of a ladder l Slipping on wet floors l Loose carpeting 7

Common Causes of Office Falls l Objects stored in halls or walkways l Inadequate lighting l Fortunately, all of these fall hazards are preventable 8

Fall Prevention Checklist l Clear the pathway before you walk l Close drawers after use l Avoid excessive bending, twisting and leaning backward while seated l Secure electrical cords and wires away from walkways l Use a stepladder for overhead reaching – Chairs should never be used 9

Fall Prevention Checklist l Clean up spills immediately l Pick up objects co-workers may have left on the floor l Report loose carpeting or damaged flooring l Never carry anything that obscures your vision l Wear stable shoes with non-slip soles 10

Injury Prevention on Falls l If you find yourself heading for a fall, remember: – Roll – Don’t reach l By letting your body crumple and roll, you are more likely to absorb the impact and momentum of a fall without injury l Reaching an arm or leg out to break your fall may result in a broken limb instead 11

Strains & Overexertion l Typical office job may not involve lifting large or especially heavy objects. It is important to follow the principles of safe lifting l Even small light loads can wreak havoc on your back, neck and shoulders if you use your body incorrectly when you lift them l Backs are especially vulnerable. Most back injuries result from improper lifting 12

The Principal’s of Safe Lifting l 10 to 1 ratio on your back when you lift, when standing or sitting 13

Strains and Overexertion l Before you pick up a carton or load, ask yourself these questions: – Is this too heavy to lift and carry alone ? – How high do I have to lift it ? – How far do I have to carry it ? – Am I trying to impress anyone by lifting this ? l If you feel that the lift is beyond your ability, ask another employee to assist you. 14

Techniques for Safe Lifting Take a balanced stance, feet placed shoulderwidth apart. l When lifting from the floor, squat close to the load. l Keep the back in neutral or straight position. l Grip object with whole hand. l Draw the object close to your body. l – Holding elbows close to your body – Keep the load and your body weight centered 15

Techniques for Safe Lifting l Lift by straightening your legs. Save your back l Tighten your stomach muscles to help support your back l Maintain the neutral back position as you lift l Never twist when lifting – turn your whole body, feet first 16

Techniques for Safe Lifting l Never carry a load that blocks your vision. l When setting something down, use the same body mechanics designed for lifting. l Reverse the lifting techniques. 17

Lifting Basics Bend your knees, not your waist. This lets the strong muscles in your legs do the lifting. “Hug the Load” - Try to hold the object as close to your body as possible, as you gradually stand. Avoid twisting - Make sure your feet, knees and torso are pointed in the same direction you are lifting. 18

Lifting From a Seated Position l Bending from a seated position and coming back up places a tremendous strain on your back; – Your chair could be unstable and slip out from under you l Stand move your chair out of the way. l Squat & stand whenever you have to retrieve something from the floor. 19

Ergonomic Solutions to Back Stressing Tasks l Avoid twisting while lifting; – Rearrange the work space – People who have to twist under load are more likely to suffer back injury l Rotate through tasks; – Rotate periods of standing and alternate periods of moving and sitting – Use stools for footrests for stationary jobs l Store materials at knee level whenever possible instead of on the floor 20

Storage 21

Ergonomic Solutions to Back Stressing Tasks l Make shelves shallower (12”-18’’) – Refrain from reaching forward to lift the object – Break up loads so each weighs less l If you must carry a heavy object some distance, consider storing it – Closer to workstation – Request a table to rest it on – Use a hand truck or cart to transport it 22

Back at your Desk Avoid sudden, jerky movements. Take the time to plan your actions and move cautiously. Avoid twisting your torso. Move your Whole body when you turn, with feet and hips facing your destination. 23

Back at Your Desk Turn toward things you need instead of reaching off to the side or pulling things toward you. To pick up objects that have fallen to the floor, place a hand on your knee or your desk to support your back. Take a few minutes to walk around the office or do some stretches to relieve muscle tension. 24

Struck By or Striking Objects l Striking against objects is another cause of office injuries. l Incidents include: – Bumping into doors, desks, file cabinets and open drawers – Bumping into other people while walking – Striking open file drawers while bending down or straightening up – Striking against sharp objects such as office machines, spindle files, staples and pins 25

Struck By or Striking Objects l Pay attention to your surroundings at all times – The work area may have periodic changes l Properly store materials in your work area l Never carry objects that prevent you from seeing ahead of you 26

Struck By or Striking Objects l Objects striking employees occur as a result of: – Office supplies sliding from shelves or cabinet – Overbalanced file cabinets Two or more drawers opened at the same time l Heavy drawers should be at the base of the file cabinet l – Machines that are dropped – Doors that were opened suddenly from the other side l Proper material storage and use of storage devices can avoid accidents 27

Caught in Between Objects l Fingers caught in a drawer, door or window l Fingers, hair or article of clothing or jewelry caught in office machines l Fingers caught under the knife of a paper cutter l While working on office equipment, concentrate on what function you are performing 28

Material Storage l Improperly stored office material can lead to objects falling on workers l Poor visibility l Fire hazard’s l A good housekeeping program will reduce or eliminate hazards 29

Material Storage l Improper storage include: – Disorderly piling – Piling materials too high – Obstruction of door, aisles, fire exits and fire-fighting equipment 30

Good Storage Practices l Boxes & cartons that are stacked should be of the same uniform size l Aisles, & passageways must remain unobstructed (life safety & fire code) l Store heavy objects on lower shelves l Store material in, not on 31

Good Storage Practices l Storage areas should be designated and used ONLY for that purpose l Store heavy material so you do not have to reach across something to retrieve them l Fire equipment, extinguishers, fire door exits and sprinkler heads shall remain unobstructed l Materials shall be at least 18 inches minimum away from sprinkler heads 32

Work Station Ergonomics l Ergonomics means fitting the workplace to the workers by modifying or redesigning: – The job – The workstation – The tool or environment l Workstation design can have a big impact on office workers’ health and well-being l Ergonomically incorrect workstations can add to the discomfort of office workers 33

Workstation Ergonomics l The most common complaints relate to the neck, shoulders and back l Other concerns are the arms, hands & the eyes 34

Workstation Ergonomics l Common characteristics of VDT jobs have been identified and associated with increased risk of musculoskeletal problems l These include: – – – – Design of the workstation Nature of the task Repetitiveness of the job Degree of postural constraint Work pace Work/rest schedules Personal attributes of individual workers 35

Workstation Ergonomics l The key to comfort is in maintaining the body in a relaxed, neutral position l The ideal work position l Have the arms hanging relaxed from the shoulders l Avoid crossing your legs, this interferes with blood circulation to your legs and throws your spine out of balance 36

Workstation Ergonomics If a keyboard is used: l Arms bent at right angles at the elbow l Adjust the height/position of the chair armrests to support the forearms l Hands held in a straight line with forearms and elbows close to the body l The head should be lined with the body and slightly forward 37

Reducing the Stress of Sitting l Sitting puts more strain on your back than standing or lifting – The stress of leaning over printouts and paperwork – Slouching in an uncomfortable chair – Spending long hours in one position leaves many office workers with aching, tired backs l Beating back stress is simple & it is up to you 38

Applying Good Work Practices l Take mini-breaks to rest the eyes and muscles. l It could be a different style of physical activity as changing from keyboarding to using the telephone or filing l Neutralize distracting noise by using ear plugs, playing soft music or turning on fan l Maintain a comfortable work place temperature 39

Lighting l Lighting is one of the most important factors affecting personal comfort on the job: l The best lighting system is one which the light level is geared to the task, ceilings, walls & floors and are chosen to minimize glare l Glare may be; direct - from lights or sunshine, • or • indirect - from a reflected surface l Vision problems are one of the leading sources of complaints among office workers 40

You Can Do Something About Eye Strain l To lessen eye strain, keep your VDT screen 18 -28 inches from your eyes. l VDT should be no higher than eye level when seated in your chair. l If you use a document holder, keep it at the same height as your screen. l Document holder should be on the same side as your dominant eye. (test) 41

Simple Exercises 42

Eye Strain l If you experience chronic eye problems, have your eyes examined. l If you work with a VDT, be sure to tell the doctor. l Anyone who works regularly on VDT’s should have an annual eye exam. – If you are over 40 years of age, you may need more frequent checkups 43

Office Electrical Safety l Electricity is essential to the operations of a modern automated office as a source of power. l Electrical equipment used in an office is potentially hazardous and can cause serious shock & burn injuries if improperly used or maintained. 44

Electrical Hazards l Types of electrical hazards found in the office environment include: – Ungrounded equipment – Overloaded outlets – Unsafe/non-approved equipment – Electrical and extension cords 45

Ungrounded Equipment l Grounding is a method of protecting from electrical shock. l Most newer office equipment is manufactured with grounded plugs (three prong plugs) as a precaution. Equipment used in accordance to manufacturer’s instructions. l In any case, never remove third (grounding) prong from any three prong piece of equipment. 46

Electrical and Extension Cords l Check for defective, frayed or improperly installed cords for electrically-operated office equipment. Damaged cords should be corrected and replaced. l Electrical cords across walkways and work areas. l Extension cords should only be used in situations where fixed wiring is not feasible. 47

Office Fire Prevention Strategies l Have posted evacuation plans. l Learn the location of fire escape routes, exits & how to activate the fire alarm. l Practice fire drills on a regular basis. l A program of scheduled inspections, unsafe conditions can be recognized & corrected before they lead to a serious injury. 48

Emergency Preparedness l Know and use your company’s policy & procedure for emergency preparedness and evacuation – Which exits to utilize and a location where everyone should meet once outside the building l Identify the individuals responsible for various aspects of the plan (chain of command)--this will minimize confusion 49

Office Safety Questions ? ? ? 50

Office Safety Quiz 1. Falls are the most common accident accounting for the greatest number of disabling injuries True False 2. When lifting any load the proper method is to bend over and lift the objective using your back muscles True False 3. The top of the VDT screen should be above eye level True False 51

Office Safety Quiz 4. The height of the keyboard should be at elbow height (25’ to 32”) from the floor True False 5. You can reduced tension by alternating your different tasks throughout the work day True False 6. Storing boxes, paper, and other materials on top of lockers and file cabinets is good use of space True False 52

Office Safety Quiz 7. Ergonomics means: A. Fitting the workplace to the worker B. Modifying or redesigning the job C. Modifying the workstation, tool, or environment D. All of the above 8. The wrist should be straight when using a keyboard and the elbows bent at 90 degrees True False 53

Office Safety Quiz 9. Vision problems are one of the leading sources of complaints among office workers True False 10. It is not necessary for every office worker to know the emergency evacuation plan. True False 54

Office Safety Quiz Answers 1. T 2. F 3. F 4. T 5. T 6. F 7. D 8. T 9. T 10. F 55