While there are no short-term plans for a federal ergonomics regulation, ergonomics remains a priority issue for OSHA. For example, OSHA has proposed revising its recordkeeping regulations in 29 CFR Part 1904 to restore the musculoskeletal disorders (MSD's) column on the OSHA 300 Log used to record these workplace injuries and illnesses. In addition, OSHA plans to increase its enforcement of ergonomic hazards under its General Duty Clause. On the state level, California was the first state to adopt an ergonomics standard, which became effective on July 3, 1997 (8 CCR 5110).

Why should we be concerned about office ergonomics? As David Michaels, Assistant Secretary of Labor for Occupational Safety and Health stated in a talk to ORC Worldwide on February 3, 2010, "MSD's (musculoskeletal disorders) continue to be a major problem for American workers. They're real and they're hurting a lot of people." And with 70% of the U.S. work force now sitting on the job, many in front of computers, there is a large population of workers at risk.

The general principals of office ergonomics are by now well established.

The nature of the task makes a difference. For office work, key risk factors include:

To illustrate this by example, consider the impacts associated with telephone usage. The ergonomic risk to a person who spends the majority of his/her day on the telephone is greater than the risk to a person who uses the telephone intermittently during the day. For the frequent phone user, a simple head set could be used to reduce the risk (at a cost of $20-$50). For the intermittent user, simply positioning the phone close at hand may be sufficient.

Neutral posture minimizes stress and strain. "Neutral posture" is the comfortable working posture in which your joints are naturally aligned. It's easier to see what neutral posture is not - stressful positions such hands flexed upward or downward, head tilted upward or downward - than what it is (the absence of stress). Ergonomists have learned that adjustable chairs that support neutral posture are essential. There are now ergonomic chairs available in a broad range of prices.

I personally experienced the importance of neutral posture when I was moved to an office with a standing workstation designed for the previous occupant -  a taller male. Within hours of moving to the new office, my back began to ache and the pain got progressively worse. Relief finally came when the standing workstation was replaced with a conventional sitting workstation and ergonomic chair of my choice.

 

Sometimes seemingly simple changes can have unintended results. A high tech company changed from one software package to another, a change that would seem to have little relationship to ergonomic risk. Unfortunately the new software quadrupled the amount of mousing done by department staff, and repetitive motion injuries began to appear. One of the control measures implemented to reduce the new risk was the institution of mini-breaks lasting 3-5 minutes every thirty to sixty minutes. These short breaks allowed employees' bodies to rest and reduce discomfort. Another change was to encourage employees to rotate tasks where feasible. Changing from mousing to non-computer tasks resulted in the use of different muscle groups, thus reducing the strain on parts of the body used in mousing. These changes, plus replacement of the typical mouse devices with ergonomically designed mouse devices, minimized the injuries from the new software.

To improve posture and reduce muscular strain, some organizations are increasing the flexibility of workstations. One way to accomplish this is to provide workstations that raise and lower at the push of a button. However, these height-adjustable workstations are relatively expensive and may be beyond the means of many organizations. Alternative approaches include setting one section of existing modular furniture at a height suitable for standing. Another less costly approach involves installing sit-stand keyboard trays and adjustable monitor arms which can be easily adjusted to a standing position and back again to a sitting position. Adjusting the workstation components to the right height is critical, particularly avoiding positioning components too high which would result in the body being in a stressful position.

To be more proactive in identifying risk, some organizations are using online software that asks employees to complete a self-assessment for potential ergonomic risk factors. Upon completion, the employee receives a written report, which includes personalized recommendations to increase the employee's comfort and reduce the risk of injury while working at the computer workstation. Ergonomic self-evaluation tools can be provided on company intranets thereby empowering employees to assess and modify their own workstation. Other organizations implement ergonomic teams and train employees to conduct peer-to-peer ergonomic assessments. These approaches result in increased ergonomics awareness as well as a better understanding of risk factors and control measures.

It is unrealistic to expect that one type of mouse device or one office chair design will work for everyone. Providing employees with the option to try different chairs, keyboards, mouse devices and other components will result in greater comfort and less stress. Allowing employee choice is another way to increase awareness and improve acceptance of the changes. It is also very important that the organization follow up with the employee one or months after workstation changes are made to make sure the employee is comfortable with the result.

The purpose of an office ergonomics program is to minimize employee discomfort and injury. It's a win-win goal - if the employee is more comfortable he/she will be less prone to injury, and the cost to the organization associated with injury claims and loss work time will be reduced.