How Firms Can Avoid Ergonomic Complaints
The federal Occupational Safety and Health Administration recently unveiled proposed new workplace safety rules that, if implemented, will affect businesses large and small.
Although they are aimed primarily at manufacturers with employees who perform “manual handling jobs,” the rules also apply to offices and other businesses where workers have reported even a single incident of a “musculoskeletal disorder.”
Workplace-related musculoskeletal disorders, or MSDs, according to OSHA, are “injuries and disorders of the muscles, nerves, tendons, ligaments, joints, cartilage and spinal discs” including carpal tunnel syndrome, tendinitis, sciatica, herniated disc and low back pain. They do not include injuries from slips, falls or other accidents.
More than 600,000 employees suffer lost workdays each year because of MSDs, costing business about $15 billion in compensation costs alone. MSDs, says OSHA, are typically caused by force, repetition, backward postures, vibration and cold temperatures. Using a keyboard is a major cause of repetitive stress injuries to the hands, arms, back and neck.
The problem is by no means limited to big companies. “Fewer than 30% of employers with 20 or fewer employees have addressed ergonomics, although more than 325,000 musculoskeletal disorders occur each year in smaller workplaces,” according to OSHA’s Web page (https://www.osha.gov). “In contrast, more than three-quarters of companies with 250 or more employees have analyzed hazards and installed some engineering controls to decrease the risk of musculoskeletal disorders.”
OSHA plans to provide extensive assistance to small companies to comply with the rules and claims that its proposal has been designed to “minimize the [financial] impact on small business.”
The proposed OSHA guidelines would affect about 25% of businesses with fewer than 20 employees; businesses with 10 or fewer employees would be exempt from record keeping. Also, businesses with 20 or fewer employees that experience problems would be able to do what OSHA is calling a “quick fix” rather than adopting a full ergonomics program.
So-called quick fixes include consulting with employees to identify risk factors and seeking their recommendations for eliminating MSD hazards, as well as adjusting the height of working surfaces, providing the “right tool for the job,” providing ergonomic chairs or stools, repositioning tools or equipment, providing foot rests and, where appropriate, providing mechanical lifting equipment, padding hand tools and changing the size of grips or knobs.
The rules could still be modified following a public comment period, and they likely will be challenged in Congress next year. Regardless of what the federal government winds up mandating, there are easy and cheap things you can do today to protect yourself and your employees.
First, you can make sure that your work surfaces are at the right height. That could involve going out and spending thousands of dollars on furniture, but it could also be very cheap. My computer desk, for example, is about 28 inches above the floor, which for me and most other people is a lot better than the approximate 31-inch height that you’ll find on kitchen tables and many standard “writing” desks. OSHA cautions that you avoid situations where employees have to “raise their elbows and shoulders to use the keyboard on their desks.”
Another common problem is a computer monitor that is too high or too low. You don’t want to constantly strain your neck up or down. And just because you buy “computer furniture” doesn’t mean you’re getting it right. I’ve seen numerous so-called computer desks that have monitor platforms that force you to strain your neck up for viewing.
My desk, by the way, is simply a door supported by a frame. It’s not only the right height for me but it’s big enough for my monitor, keyboard, telephone and everything else I need.
Another office risk, according to OSHA, involves “cradling a phone on the shoulder.” If you’re on the phone a lot--especially if you’re typing while you’re talking--it makes a great deal of sense to get a headset. There are several to choose from, starting at under $50. They’re available from Radio Shack and most office supply stores.
Santa Cruz-based Plantronics is a leading supplier of headsets, ranging from about $85 to $250. Their least expensive product, the S-10, comes with a small amplifier and a convertible headset that can be worn over the head or over the ear. The advantage of a convertible model is that you can experiment with how you want to wear it. I like wearing it over my head, but I’m not worried about spoiling my hairdo.
I spend a lot of time on the phone and taking notes and I really like the Plantronics Encore headset ($107), which requires a separate amplifier that connects to the phone. I have mine plugged into the A-20 amplifier ($149), which lets you control listening and speaking volume and comes with a flashing light that lets others know you’re on the phone, which can be handy for those who work in cubicles. It’s a pricey solution, but the sound quality is as good or better than what you get with a standard telephone handset and the amplifier controls are easy to use.
Of course, not all solutions are right for all businesses. Some companies need to deal with lighting, others need to focus on noise or take a hard look at their furniture. Your first step should be to talk with your employees to determine if there are any problems and for managers to make it clear that employee health and safety is a high priority.
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Technology reports by Lawrence J. Magid can be heard at 1:48 p.m. weekdays on KNX (1070). He can be reached at larry.magid@latimes.com. His Web site is at https://www.larrysworld.com.
