Inexpensive Ergonomics

Written by: Kristy Kwan, Benefit and Retirement Plan Administrator

In recent years, the importance of ergonomics has been strongly emphasized in relation to workers compensation and healthcare benefits. But lately it seems like the word “ergonomic” is in front of every office item you can possibly buy, from mouse pads to chairs to phone headsets. What exactly does “ergonomic” mean?

The exact definition of “ergonomics” varies slightly, depending on where you look. Generally, it is the science of designing the workplace to fit the worker. A properly designed workspace (an “ergonomic” workspace) will prevent repetitive stress injuries, which not only reduce morale, but also impact your short and long-term disability claims. But making your workplace ergonomic doesn’t mean you need to run out and buy new chairs and special keyboards. It’s not difficult or expensive to alter your existing workplace to fit your employee’s needs, and you’ll be preventing injuries down the road, just by following a few basic tips:

1. For each employee position, make a list of tasks that are done repeatedly, such as talking on the phone, typing, labeling, etc. Don’t forget basic actions, like sitting down or filing. Chairs should be adjusted so that employee’s feet are flat on the floor and thighs are parallel to the floor. Shorter employees may need a footrest.
2. Analyze how each employee performs their individual tasks. For example, if an employee is on the phone often and wedges their handset between their shoulder and ear, this could cause neck strain. Or, an employee that has to constantly reach far across their desk for the phone or mouse (or far overhead for files) can injure his/her shoulder.
3. Address the proper way to perform each task. If more suitable props can be used, such as a headset instead of a handset for an employee who is frequently on the phone, substitute the appropriate item. Document holders for employees doing data entry are also very useful in avoiding neck strain (from repeatedly looking up and down).

One important ergonomic tip is to simply remind employees to take a break. Advise your employees to perform certain tasks for a set amount of time, and then take a rest period. This is especially applicable to employees who look at a computer screen for lengthy periods of time. Alternatively, employees can switch tasks throughout the day, to avoid constantly repeating the same action.

However, if it is not practical to have an employee, say, take calls for an hour and then file for an hour because you require full time phone coverage, then consider having employees “trade” positions every hour or so. Rotating employees through positions that require repetitive action can go a very long way towards productivity and happiness.

We all know that there is no way to avoid phones, filing, and typing in today’s modern offices. Hopefully these tips will assist you in upgrading your workplace “ergonomically,” help your employees avoid injury, and help improve your bottom line. If you would like to discuss additional tips and advice on repetitive stress injuries, please feel free to call MMC at (800) 899-6624.

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