RISKS AT THE WORKPLACE IN OFFICES WITH DATA DISPLAY

SCREENS

PREVENTING RISKS IN OFFICES

PREVENTING RISKS IN OFFICES

1. Basic concepts2. Definition of Ergonomics3. Objetives of Ergonomics4. Description of the main risks associated

with using data display screens5. Risks at the workplace

1. BASIC CONCEPTS

• Prevention of occupational hazards: a set of measures that are planned or carried out for every stage of work at a company which are designed to prevent or diminish work-related risks of injury.

1. BASIC CONCEPTS• Health: a state of complete physical, psychological

and social well-being.• Work conditions: any factors that may significantly

enhance potential risks for workers’ safety and health. Workplace: premises, facilities, equipment. Work environment: physical, chemical and biological

factors. What a job involves: tasks and organization.

2. DEFINITION OF ERGONOMICS

• Set of technologies designed to adapt work conditions to a person’s needs.

• Spanish Association of Ergonomics: "Applied multidisciplinary science whose purpose is to adapt artificial products, systems and environments to a user’s characteristics, limitations and needs in order to optimize their efficiency, safety and comfort ".

3. OBJECTIVE OF ERGONOMICS

Article 15 of the Spanish Occupational Hazard Prevention Law (beginning of the preventive action):

To Adapt the work to the person, especially regarding the conception of the workplace itself, as well as the choice of

equipment, work procedures and production methods, with the specific aim of reducing monotonous, repetitive work

and lessening its effects on the worker’s health.

4. DESCRIPTION OF THE MAIN RISKS ASSOCIATED WITH USING DATA DISPLAY

SCREENS 4.1. RISKS RELATED TO PHYSICAL STRAIN

4.2. RISKS RELATED TO ENVIRONMENTAL CONDITIONS

4.3. RISKS RELATED TO PSYCHOSOCIAL ISSUES

4.4. MAIN ERGONOMIC PROBLEMS ASSOCIATED WITH OFFICE WORK

Musculoskeletal problems resulting from office work. Caused by the following factors:

• Restricted mobility associated with sedentary work. • Poor posture of the back (lack of back support or

positions in which the back is too bent over), of the head and neck (bending or twisting the neck when typing or looking at a screen) and of the arms and wrists (lack of support for arms and/or wrists while typing or ulnar curvature of the hands).

4.1. RISKS RELATED TO PHYSICAL STRAIN

Most frequent incorrect postures in office work

Lack of support for wrists and forearms

Lack of back support

Turned head

Extending and twisting the wrist while typing.

Raised shoulders due to the chair being set too low for the height of the desk

Poor posture+

Over long periods of time=

Static muscle effort=

Slight contractions, most commonly sustained in the back, neck and/or shoulders.

These kinds of minor strains are enough to cause fatigue and muscle pains, especially in people who lead a

sedentary lifestyle with little exercise.

4.2. RISKS RELATED TO ENVIRONMENTAL CONDITIONS

The environmental conditions that have the most significant impact on office work are: lighting, air conditioning and noise.

Lighting

Office work generally involves reading, both printed documents and texts on a computer screen, which requires a significant visual effort. Therefore, lighting conditions are very important to prevent optical discomfort and/or disorders.

Lighting

AB

Reflections

Glare

• The most frequent problems in today´s offices are:

– Reflections on computer screens (previous figure A) and glare (previous figure B) associated with the presence of direct light sources, both natural (windows) and artificial.

– Another common problem is a work environment with insufficient lighting. The best solution is to light the whole room evenly with a diffused, yet sufficiently bright, light and use other sources of additional lighting wherever necessary.

Air conditioning

• In most offices, air conditioning is now the preferred system to regulate temperatures in both summer and winter.

• The ideal level of heat or cold is often a cause for dispute, especially in shared facilities with a central air conditioning system.

Air conditioning

• This problem is particularly common in summer, when people who work under an air vent are bothered by the unpleasant jet of cold air (which can even result in colds or neck pains), whereas people who work far from air vents or near walls or windows exposed to a lot of sunlight feel very hot.

Noise

• Offices are places where multiple noise sources converge, such as printers, phones, photocopiers, equipment fans and people’s voices. The main problems associated with this are disturbing interferences which hinder the workers’ ability to focus on their work and/or communicate with other people.

Noise

• The noise source that affects workers the most is precisely conversations taking place around them. A very effective solution is to use sound absorbing materials in ceilings and floors as well as separating individual workplaces with partitions.

• Situations involving mental overload or underload. • Repetitive tasks that can induce a sense of monotony

and dissatisfaction. • Inappropriate time pressure. • Isolating circumstances that prevent social

interaction at the workplace.

4.3. RISKS RELATED TO PSYCHOSOCIAL ISSUES

4.4. MAIN ERGONOMIC PROBLEMS ASSOCIATED WITH OFFICE WORK

TYPES OF RISKS CHARACTERISTICS OF THE WORKPLACE FACTORS AT WORK POTENTIAL DAMAGE TO HEALTH

PHYSICAL STRAIN•Restricted mobility

• Poor posture

• Work space• Seat• Desk• Computer placement

• Discomfort• Musculoskeletal pains and injuries (shoulders, neck, back, hands and wrists)• Circulatory disorders

ENVIRONMENTAL CONDITIONS

•Lighting

• Air conditioning

• Noise

•Reflections and glares. Bad lighting.

• Inadequately adjusted temperature - humidity.• Excessive speed of cold air. • Unremoved dirt in the system.

• Noise sources. Insufficient soundproofing.

• Visual disorders• Visual fatigue

• Discomfort • Ocular disorders• Respiratory disorders

• Concentration difficulty• Altered behaviour

PSYCHOSOCIAL ISSUES•Type of task

• Organization of the work

• HR policies

• Computer programs

• Work procedures

• Type of organization

• Dissatisfaction• Physical disorders• Sleep disorders• Irritability, nervousness,

anxiety, fatigue, lack of concentration.

• Diminished performance

TWELVE COMMON ERGONOMIC PROBLEMS IN OFFICES

1. My desk height feels uncomfortable

POSSIBLE REASONS SUGGESTED SOLUTION

• Incorrect adjustment of the seat height

• The desk is too high

• The desk is too low

• Raise or lower your chair as needed. If after raising it to the right height your feet are not fully resting on the ground, request a footrest.

• If your desk is over 76 cm high, request a lower one.

• If your desk is under 70.5 cm high, request a higher one.

2. I cannot rest my feet properly on the ground

POSSIBLE REASONS SUGGESTED SOLUTION

• The seat is too large for the worker’s height

• Use a footrest

• Consider replacing your chair with one more suited to your physical needs.

3. I tend to sit on the edge of my seat

POSSIBLE REASONS SUGGESTED SOLUTION

•The chair is too deep for the worker’s body build

• Use a footrest

• If the chair allows for depth adjustment, reduce the depth.

4. I cannot get close enough to my desk because my armrests get in the

way

POSSIBLE REASONS SUGGESTED SOLUTION

• The armrests are too long and/or high

• Lower your chair slightly until the armrests fit below the desk. Verify that this height is still acceptable compared to your desk height.

• If your armrests are adjustable, lower them.

5. The back of my chair feels uncomfortable

POSSIBLE REASONS SUGGESTED SOLUTION

• Misadjusted height and/or tilt of the back of the chair

• Adjust the height and/or tilt of the back of your chair until it feels comfortable to you.

6. When I unlock the back of my chair, it feels too loose or it pushes

me too far forward

POSSIBLE REASONS SUGGESTED SOLUTION

• Misadjusted tilt tension of the back of the chair

•Tighten or loosen the tilt tension of the back of your chair (the knob is usually under the seat, in the front)

7. I don’t have enough room on my desk

POSSIBLE REASONS SUGGESTED SOLUTION

• The desk is too small

• Inefficient use of desktop space

• If your desktop is smaller than 160 x 80 cm, request a larger desk.

• Rearrange your work tools. Clear up your work surface by removing unnecessary items and paperwork that you are not using.

8. I have to turn sideways to work on my computer

POSSIBLE REASONS SUGGESTED SOLUTION

• Incorrect computer placement

• Place the computer on an area of your desk opposite you. If your desk has mobile drawers under it, remove them to increase your usable work space. If the drawers are fixed, move the computer to face you.

• If your desktop is too small, you can improve the utilization of your work space with a revolving monitor stand. This will allow you to turn the computer screen towards you when you need it, and turn it away when you’re doing something else.

9. I have nowhere to lean my wrists or forearms while I’m

typingPOSSIBLE REASONS SUGGESTED SOLUTION

• Incorrect computer placement

• Move your monitor as far back as possible. If your desk is too narrow, request a mobile stand for your screen. Leave at least 10 cm between your keyboard and the front edge of your desk.

10. I’m sitting too close to my screen

POSSIBLE REASONS SUGGESTED SOLUTION

• Incorrect computer placement

• Move your monitor as far back as possible. If your desk is too narrow, request a mobile stand for your screen. The screen must be at least 55 cm away from your eyes.

11. My screen is too highPOSSIBLE REASONS SUGGESTED SOLUTION

• Incorrect computer placement

•If your monitor is placed on the CPU, remove it and place somewhere else (on the floor beside your desk or on an area of your desk where it won’t be in your way).

12. I have light sources that cause reflections and/or glares

POSSIBLE REASONS SUGGESTED SOLUTION

• Incorrect desk placement

• Direct lights

•Request that blinds be placed on nearby windows or diffusion shades over ceiling lights.• If possible, change the placement of your desk.

• Try moving your computer to another area of your desk, as long as it doesn’t force you to work in an uncomfortable position.

Mouse/external devices close to keyboard

Upper edge of monitor at eye level or slightly lower

Straight head/neck and relaxed shoulders

Upper arms and forearms at a 90º angle or slightly wider

Straight line from forearm to wrist to hand

Elbows next to torso

Back and thighs at a 90º angle or slightly wider

Feet resting on the ground or on a

footrest

Space between seat edge and knees

Thighs and shins at a 90º angle or slightly wider

RISKS AT THE WORKPLACE

FALLS AT THE SAME LEVEL

Keep walkways and access routes clear of obstacles. Safely lay out and secure electrical cables by running them

through pipes and / or using cable organizers to prevent people accidentally pulling or tripping over them.

Pay attention to wet floors, stairs, polished surfaces ... The cleaning/maintenance company must put up a “wet surface” sign after cleaning.

To prevent accidental knocks, trips and falls, it is essential that you maintain order and cleanliness in your workplace. Everything in its place and a place for everything.

KNOCKS AND BRUISES Encourage good housekeeping in the work area and

maintain walkways and aisles clear of obstacles. Keep the work area with enough room for mobility. Pay special attention to operations being performed,

especially when using sharp objects. Drawers and furniture doors must remain closed when not

in use. Drawers should have stops to prevent accidental departure of the guide.

When opening and closing doors, make sure that there are no users or workers in the area of the door to prevent knocks and / or entrapment.

ELECTRICAL CONTACT Every electrical installation contains electrical

voltage unless otherwise proven. Ensure that equipment cables remain

positioned so that they can not be crushed, damaged or placed under traction.

Do not handle regulatory connections or try to repair electrical equipment. Report any faults you encounter in electrical installations or equipment.

Electrical maintenance and repairs will only be performed by authorized personnel.

Do not overload electrical outlets by plugging too many computers into multi-outlet sockets.

TRAFFIC ACCIDENTS• Always comply with road safety and traffic rules, such as

restrictions, safety distances, prohibitions, signaling maneuvers etc. Make sure that all drivers hold appropriate driving licenses.

• Ensure that vehicles are in good condition: check-ups, brakes, lights, wheels, regulatory tune-ups…

• Drive at the appropriate speed according to road and weather conditions.

• Do not use mobile phones while driving, unless they are equipped with hands-free devices, and avoid other actions that may divert your attention from driving.

TRAFFIC ACCIDENTS• Read and follow instructions for the use of medicines,

especially if the recommendation is not to drive when taking a medication.

• Plan routes and leave well in advance to avoid speeding.• Avoid heavy meals if you plan to make a long journey.• Stop for a break after two hours of continuous driving.• Check that your vehicle contains at least the most

necessary accessories (reflective vests and triangles). It is also recommended to have a fire extinguisher and a flashlight in the vehicle.

TRAFFIC ACCIDENTS• Do not drive more than 8 hours a day and stop every 2

hours or every 200 km.• During trips by train, plane etc. follow instructions given

by the staff in charge and comply with established rules and procedures.

• Be particularly cautious when walking in car parks and when working outdoors.

• You should always use areas designed for this purpose and avoid walking on roads and carriageways if possible.

WE ARE ALL RESPONSIBLE FOR OUR SAFETY AND HEALTH !