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NAME OF DOCUMENT

Work Health and Safety - Workstation Set Up Handbook

TYPE OF DOCUMENT

Handbook

DOCUMENT NUMBER

SESLHDHB/362

DATE OF PUBLICATION

November 2017

RISK RATING

Medium

LEVEL OF EVIDENCE

Workstation assessments

REVIEW DATE

November 2020

FORMER REFERENCE(S)

SESLHDPD/81

EXECUTIVE SPONSOR or EXECUTIVE CLINICAL SPONSOR

Joy Hiley Director Workforce Service

AUTHOR

John Parkinson WHS Consultant, Health Safety & Wellbeing

POSITION RESPONSIBLE FOR THE DOCUMENT

Peggy Pollock Manager, Health, Safety & Wellbeing peggy.pollock@health.nsw.gov.au

KEY TERMS

Workstation, Computer, User guide, Stretches.

SUMMARY

This handbook has been developed to assist workers with correctly setting up their computer workstation. The information in the handbook will assist in reducing the risk of injury.

SESLHD PROCEDURE

Work Health and Safety – Workstation Set Up Handbook SESLHDHB/362

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1. POLICY STATEMENT The purpose of this handbook is to provide all managers and workers with information and guidance to identify ergonomic risk and by following the risk management process to mitigate the risk within a computer workstation environment.

2. BACKGROUND This guide is designed to promote a proactive process that helps SESLHD staff to set up their workstation correctly, to respond to change and facilitate continuous improvement to SESLHD ergonomic workstation environment. Incorrect workstation setup may lead to pain or discomfort. This guide follows the risk management process that entails a systematic and planned approach to managing all reasonably foreseeable hazards and their associated risks.

3. RESPONSIBILITIES Refer to SESLHDPR/212 Work Health and Safety - Risk Management Procedure

4. PROCEDURE Computer Use Guide A guide for setting up computer workstations and exercises

SESLHD PROCEDURE

Work Health and Safety – Workstation Set Up Handbook SESLHDHB/362

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TABLE OF CONTENTS Page 4.1 Step 1: Adjust Your Chair 4

Seat Tilt and Backrest Height 3 Backrest Angle 3 Seat Height 4 Footrests 4

4.2 Step 2: Position your Keyboard and Mouse 6

Keyboard 6 Mouse 7

4.3 Step 3: Position your Computer Monitor 8

Option One: CRT monitor 8 Option Two: Laptop 8 Option Three: Flat LCD Screen 9

4.4 Step 4: Position Documents Used with the Computer 10 4.5 Step 5: Position of Telephone 10 4.6 Step 6: Safe Work Practices 11 4.7 Exercises for Office Workers 11

SESLHD PROCEDURE

Work Health and Safety – Workstation Set Up Handbook SESLHDHB/362

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4.1 Step 1: Adjust Your Chair Set Seat Base Tilt * Note - not all office chairs have a seat base tilt feature. They may still meet the Australian standards. • Adjust the seat base so that it tilts slightly forward. • It should be tilted enough to cause the person to sit in a more upright position and promote a downward slope of the thighs. • Tilting the seat base in combination with setting the backrest allows the person to sit right back in the chair and gain the necessary support. Set Backrest Height • Move the backrest up or down so the chair lumbar section is supporting the curve in your lower back. • Lock the backrest into place.

Set the Backrest Angle * Note - not all office chairs have an angle adjustable backrest. They may still meet the Australian standards. • Use your body weight to lean back against the backrest. Depress the control lever to enable the backrest to change angle. • Adjust the angle to allow normal upright alignment of the spine. Try to maintain the three natural curves. • Ensure the chair provides a full support to your back. • Use the chair backrest to provide different postures. Whilst changing position is encouraged, it is not recommended to lean forward or backwards in your chair. It is a better option to go for a walk or stand up to answer the phone. Note: Frequent posture and position changes encourage blood flow in different muscle groups which helps minimise back fatigue when sitting for prolonged periods.

SESLHD PROCEDURE

Work Health and Safety – Workstation Set Up Handbook SESLHDHB/362

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Set the Seat Height Option One: With a non adjustable desk • Raise / lower the seat to enable the desk height to be at or slightly below your elbow height. • There should be a slight downward slope of the forearms and still be able to reach the key board without your elbows leaving the side of your body Note: • If you are a “touch typist” you may sit slightly higher. • If you are not a touch typist, you may sit slightly lower than elbow height. This may help relieve neck fatigue from frequently looking between the keyboard and monitor. Footrests • Use a foot rest if you feel pressure under your thighs from the front edge of the seat or if your feet do not touch the ground. • Ensure there is a slight downward slope of the thighs to promote blood flow. Note: If you find yourself slumping in the chair or your feet are not comfortably positioned on the floor then you may need to consider a footrest.

SESLHD PROCEDURE

Work Health and Safety – Workstation Set Up Handbook SESLHDHB/362

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Option Two: With an adjustable height desk • Lower your chair seat to rest your feet on the floor and relieve any pressure on the thighs from the front edge of the chair. • Lower the desk height to your elbow height when you are seated on the chair. Note: • See Notes from Option One. • If your keyboard shelf adjusts separately from the desk, be careful not to create a height difference between your keyboard and mouse. This may create a “mouse shoulder” problem by frequently elevating your arm to use the mouse. • If you prefer to use the keyboard shelf, ensure it is big enough to accommodate the mouse as well. • If “mouse shoulder” is of concern then seek advice from your manager.

SESLHD PROCEDURE

Work Health and Safety – Workstation Set Up Handbook SESLHDHB/362

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4.2 Step 2: Position your Keyboard and Mouse Both these items are used frequently and are to be located on the desk in the primary reach envelope (see Fig.1) Keyboard • should be centrally located and comfortable position in front of you. • This position and use of the angle legs may vary between touch typists or non touch typists. • Sufficient space for other tasks when not typing • When looking between the keyboard and monitor maintain good neck position • The mouse can be positioned on either left or right side or both if required. Note: • Check that your typing technique does not involve: - subtle elevation of your shoulders - holding your hands up with bent wrists - resting your wrists on the desk - “wrist rests/supports” are generally not recommended, however, some users find that “wrist rests/supports” help eliminate bent wrists when typing. In this case, they could be a benefit. For further advice please consult your Sector Manual Handling Coordinator

SESLHD PROCEDURE

Work Health and Safety – Workstation Set Up Handbook SESLHDHB/362

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Mouse • The elbow should remain bent when reaching for the mouse. The mouse should be located in the primary reach sector (inner reach- fig.1 step 2). • Your forearm should rest on the desk when your hand is on the mouse. It should glide over the desk when using the mouse. Note: Your wrist should not be the contact point between your arm and desk when using the mouse. • Try to train yourself to use the mouse with either hand. • Learn keyboard shortcuts for frequent mouse activities and reduce your use of the mouse (keyboard shortcuts available on the intranet - manual handling page). • When mainly using the mouse then use a mix of keyboard shortcuts and change hands to reduce repetition. •Rest your hands regularly. Note: There are a number of different options available for tasks involving large amounts of mouse work. Please contact you Sector Manual Handling Coordinator for further assistance.

SESLHD PROCEDURE

Work Health and Safety – Workstation Set Up Handbook SESLHDHB/362

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4.3 Step 3: Position your Computer Monitor Option One: CRT monitor If you have a CRT monitor. • locate it at the apex of an L shaped desk parallel with the keyboard location. • Alternatively, locate it on a rectangular desk, as long as the surface is over 900mm deep. • Elevate the monitor until the top of the monitor is approximately the same height as your eye height when seated. • Push the monitor back until the face of the monitor is at least full arm length away from your seated position.

Option Two: Laptop If you use a laptop for more than 2 hours per day, you should: • Either, locate the laptop on a stand to elevate the screen to eye height. Use a separate keyboard and mouse. • Or, use the laptop keyboard, separate mouse, and a separate, elevated conventional monitor. • Or, use a full docking station to create Option One arrangements

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Option Three: If you have a flat LCD Screen • You can locate the screen on any of the L shaped desk surfaces that are over 750mm deep. • Ensure a symmetrical position is created with the keyboard and LCD screen. • If required, elevate the LCD screen as per Option One.

4.4 Step 4: Position Documents Used with the Computer • If you are not a touch typist, place document on angled surface behind the keyboard and in front of the monitor stand. • If you are a touch typist you may prefer an alternative document stand elevated to either side of the monitor.

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4.5 Step 5: Position of Telephone • Consider locating the telephone on your non dominant hand and side of the computer or stand up to take calls. This enables you to change position (not sitting) on a regular basis. • If it is frequently used, locate it in the primary reach sector (inner reach see diagram). • If you have frequent or prolonged telephone calls or are required type while conversing on the phone, consider using a headset or hands free phone when accessing computer data.

4.6 Step 6: Safe Work Practices • Remember your muscles need regular movement to generate a good blood flow. Sitting for long periods is not good for your health. • Change posture frequently and stand up preferably every 30 minutes. • Short breaks more often are better for your body than longer breaks less often. A task that involves a different posture (task rotation) for a period of 10 minutes in every hour is ideal. If you’re feeling fatigued, stop the activity and stretching may help. This generates blood flow and can assist in reducing fatigue.

SESLHD PROCEDURE

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4.7 EXERCISES FOR OFFICE WORKERS STOP, S-T-R-E-T-C-H AND CHECK!

• Do a few of these exercises a few times every day. Hold the stretch for at least 30 seconds.

• Seek medical advice beforehand if you have any existing neurological or muscular problems, particularly in your spine.

• Dots show the muscles that you are exercising.

• Make sure you relax and perform them gently, ease in and out of each stretch.

• Hold the stretch or repeat as indicated on the diagram.

• Do not over-stretch.

• Stop if you feel discomfort when performing any of the actions. For further advice contact your treating doctor.

• Remember to do each (left and right) side. While you are exercising, read the notes alongside each instruction and consider whether your workstation is adjusted to suit you NECK Exercise 1: Head rolls Gently lower ear to shoulder and hold for 10 seconds. Slowly roll chin to chest and up to other shoulder and hold for 10 seconds. Repeat several times and be careful not to extend your neck back too far.

Exercise 2: Head turns Turn head slowly to look over left shoulder and hold for 10 seconds. Turn head the other way and hold for 10 seconds. Repeat several times.

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Exercise 3: Chin tucks Raise the head to straighten the neck. Tuck the chin in and upwards creating a double chin. This also results in a forward tilt of the head. Hold for 10 seconds and repeat several times. Check neck posture

• Position the top of your screen at eye level.

• Use a document holder directly beside or below the screen – it saves you looking down.

SHOULDERS Exercise 4: Shoulder rolls Circle shoulders forward several times, then backwards. Repeat 3 to 5 times.

Exercise 5: Shoulder stretch Stretch arm above head, cradle elbow with hand and gently pull elbow behind the head. Hold for 10 seconds and repeat several times. Check shoulder posture Relax your shoulders and rest your hands on your lap. Bend your elbows to 90 degrees and check the height of your finger tips against your current work height. If the work (keyboard or desk) is higher than your hands, you may be hunching your shoulders unnecessarily. If so, try and raise your chair height or lower your desk height and try and relax your shoulders while working.

SESLHD PROCEDURE

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WRIST, HANDS AND ARMS Exercise 6: Wrist stretch With one hand grasping the back of the other hand, palms outward, and straighten arms in front. Hold for 10 seconds and repeat several times. Check hand and wrist posture

• While keying keep your wrist straight while your fingers are suspended over the keyboard.

• Keep elbows at keyboard level. This may mean adjusting the desk or chair height.

• Don’t rest your wrists on the desk or keyboard while keying. Keep hands suspended.

• Rest on the desk between periods of keying.

UPPER AND LOWER BACK Exercise 7: Upper and lower back stretch With one hand grasping the back of the other hand and turn palms upward above head; straighten arms then slowly lean slightly from side to side. Repeat movement several times.

Exercise 8: Back arching Stand up. Support lower back with hands and gently arch back. Gently arch back and hold for 5 to 10 seconds. Repeat as often as is needed.

Check back support

• Sit well back in your chair - if your feet need support, use a foot rest

Adjust the back rest on your chair to support your lower back.

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EYES Exercise 10: Eye exercise Sit up straight, face forward and repeat this sequence several times without moving head. Look up, then down. Look left, then right.

Exercise 11: Visual rest Look up and away from screen; focus on a distant object (more than 3 metres). For example, look out of the window or at a picture on a far wall. Shift vision back to screen and refocus.

Check eye comfort

• Is there enough light falling on your documents?

• Do windows or light fittings cause glare or reflection on the screen? If so, try turning the screen or blocking the path of the light.

• Use a screen with a light background when working with text. Software with a light background for text is more comfortable for the eyes.

5. DOCUMENTATION

F119 Workstation Self-Assessment Sheet

6. AUDIT Not required

7. REFERENCES

• PD2013_050 Workplace Health and Safety Better Practice Procedure

• WorkSafe Victoria - Officewise - A Guide to Health and Safety in the Office

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8. REVISION AND APPROVAL HISTORY

Date Revision No. Author and Approval

June 2009 0 Area OHS Manager Approved by Chief Executive at Area Executive Team meeting 9/06/09

April 2011 1 Peter Kuszelyk, OHS Officer, Health Safety and Wellbeing. Amended to reflect change to Local Health Network and Cluster.

July 2014 2 Ron Taylor WHS Consultant – Health Safety & Wellbeing SESLHD

August 2017 3 Desktop Revision and Links Update - John Parkinson, WHS Consultant

October 2017 3 Updates endorsed by Executive Sponsor