Office Ergonomics – Top 10 Things You Should Know Gene Kay, MS CPE Director of Ergonomics, VelocityEHS

Office Ergonomics: Top 10 Things You Should Know Learn about the top 10 things employees and employers should know and often get wrong about ergonomics.

12,000 clients -- 8 Million users About us -- MSDSonline Chemical Management Incident Management Air, Water & Waste monitoring Ergonomic Programs & Consulting Services 12,000 clients -- 8 Million users

About Ergonomics… Fitting the job to the worker Instead of one size fits all, think Goldilocks. Too big, too small, just right. Adjust the workstation and equipment to improve fit, comfort, efficiency. If we don’t do this we have “defects”; lost productivity, discomfort, injury, disengaged employees, etc. Because one-size does not fit all…

Ergonomic Risk Factors Awkward posture Static posture Repetition No rest Force Vibration Cold

We Do This Because - A better fit means… Productivity - Quality Fewer Injuries (MSDs) Less Cost Compliance reasons Wellness Employee Engagement It’s the Right Thing to Do

You aren’t promoting your program The top 10 things employees and employers should know and often get wrong about office ergonomics You aren’t promoting your program Ergonomics is Economics – build your case You’re not sustainable – write standards You are not effectively using your resources You are spending too much on Ergo gadgets You are not fully using the equipment you have Your people don’t know how to sit Your people have their monitors too high Your people don’t know how to type Your people don’t move enough

#1 - You are not promoting your program enough Promote Your Program #1 - You are not promoting your program enough

Create or subscribe to ergo resources Promote Your Program Create or subscribe to ergo resources Office-ergo.com, Cornell ergonomics, VelocityEHS Ergo Make it easy to find your resources Email, Web site, Office location Cornell University Ergonomics Web

Steady stream of communication Promote Your Program Get invited to events Steady stream of communication Let employees know you’ve got their back Cast a big shadow Periodic Ergo tips Share success stories Team up with IT/technologies Distribute Ergo Info w new computers

Build Your Business Case #2 - You haven’t prepared your ROI business case

Build Your Business Case -- MSDs Ergonomics-related injuries (MSDs) and (CTDs) are a common and costly problem with employees who spend long periods of time in office or laboratory work environments. OSHA statistics indicate that MSD-related workers’ comp expenses cost businesses $15 and $20 billion each year. Institute of Medicine estimates the total economic burden resulting from workplace MSDs – including both the loss of work and compensation costs – to be as high as $54 billion annually.

Build Your Business Case -- MSDs Direct - Medical & Pharmacy Costs Indirect Costs Decreased productivity Lost time Short-Term Disability Long-Term Disability Off-Site Travel for Care Turnover Overtime Replacement Training Temporary Staffing Administrative Costs Insurance Costs

OSHA Safety Pays Cost Estimator Build Your Business Case – MSD Costs OSHA Safety Pays Cost Estimator Injury Type Direct Cost Indirect Cost Total Cost Carpal Tunnel $ 30,000 $ 33,000 $ 63,000 All Other Cumulative Injury, NOC $ 40,043 $ 44,047 $ 84,090 US Dept. of Labor - OSHA Safety Pays – https://www.osha.gov/dcsp/smallbusiness/safetypays/

1.7 Injuries Annually PER 100 Workers* Build Your Business Case – Incident Rate Average Office Ergo Incidence Rate 1.7 Injuries Annually PER 100 Workers* *Source: US Bureau of Labor Statistics (BLS)

Build Your Business Case – MSD Costs Estimate Your Cost: Headcount X Incident rate X Claim cost 16

Build Your Business Case -- MSDs 50% Reduction 80% Reduction 50% 80% Number of Injuries reduced by 50% with effective ergo program Cost per claim reduced by 80% with effective ergo program See Cost Benefit metrics summarized by WA State Dept. of Labor and Puget Sound Human Factors & Ergonomics Society http://www.pshfes.org/cost-calculator

Build Your Business Case – ROI & Turnover 78% Improvement 87% Reduction 87% Number of Injuries reduced by 50% with effective ergo program Cost per claim reduced by 80% with effective ergo program See Cost Benefit metrics summarized by WA State Dept. of Labor and Puget Sound Human Factors & Ergonomics Society http://www.pshfes.org/cost-calculator

See Puget Sound HFES web site> www.pshfes.org Summary of published office ergonomics studies on programs. Average injuries down 50 to 60% Average WC costs down 80% Average productivity up 17% Average payback period .4 years See Puget Sound HFES web site> www.pshfes.org

Estimate Claims & Cost Reductions with an Effective Ergo Program: Build Your Business Case Estimate Claims & Cost Reductions with an Effective Ergo Program: No Ergo Program Effective Ergo Program 20

Create & Publish Written Program Standards #3 - You don’t have written policy documents

Create & Publish Written Program Standards Ergonomics Standard Workplace Furniture & Equipment Requirements Chair Work Surface Ergonomic Accessories & Equipment Laptop Computer Use Responsibilities Good – Better – Best – Not Acceptable

Create & Publish Written Program Standards Ergonomics Standard Ergonomic Training and Evaluation Issue escalation Ergo consultations Medical Management of MSDs Specialty products & accommodations Hotel cube usage Virtual Office/ Home Working

Create & Publish Written Program Standards Write standards for these audiences: Employees & Managers What services or assistance is available How to get that assistance Facilities & Purchasing Equipment standards Alternative equipment

Use Your Staff More Effectively #4 - You aren’t using your ergo staff effectively

Use Your Staff More Effectively Traditional methods (expert ergonomics) for providing ergonomics services are not working… Sending experts for basic training, injury surveillance and assistance is expensive, not scalable, and has other shortcomings.

Traditional Service Delivery -- Challenges Use Your Staff More Effectively Traditional Service Delivery -- Challenges Lost Productivity Costs: Lost productivity prior to consult, Time off during, etc. Claims Costs: $60,000 - $82,000 per claim* *OSHA Safety Pay$ web site Time Costs: Staff Ergonomist- $30 to $60/hr. Consultants- $150 to $200 + travel Staffing Distance Time Buy-in Retention Costs

Instead, Let employees Pull services as needed… Use Your Staff More Effectively Instead, Let employees Pull services as needed… 70% 20% 10% Self-help Services Remote Help On-site Help The “70 – 20 – 10” Rule Copyright © 2013. ErgoAdvocate and Ergoweb are Registered Trademarks. All rights reserved.

Answer The Common Questions Use Your Staff More Effectively Self-help Services Answer The Common Questions What To Do For Chair Adjustments For Keyboard Adjustments For Monitor Adjustments Ordering Supplies Getting Assistance How To Do It Where to Get Help

Address Issues Based on Risk Use Your Staff More Effectively Address Issues Based on Risk 10% High 20% Moderate Risk 70% Low Risk On-site Consultation INENSITY OF MITIGATION RISK Virtual Ergo Coaching We estimate that 70% are either at low risk, or can self-correct their ergo issues with an effective on-line self help site like VelocityEHS Ergonomics Some 20% may need additional assistance via remote telephonic coaching to resolve their issues. Up to 10% of users may have complex cases requiring an on-site visit to resolve their ergo issues. Self-Corrective Advice

Don’t Over-buy Ergo Gadgets #5 - You are spending too much on ergo gadgets Not everyone needs all of the latest ergo items

Don’t Over-buy Ergo Gadgets Not everyone needs ergo input devices

Don’t Over-buy Ergo Gadgets Most people don’t need monitor risers

Don’t Over-buy Ergo Gadgets A Ball is NOT a chair

Make Full Use of The Equipment You Have #6 - You are not fully using the equipment you have Learn adjustments and get a good fit with what you’ve got

Make Full Use of The Equipment You Have

Your People Don’t Know How to Sit #7 – Your employees are sitting wrong

Which is the correct way to sit? Your People Don’t Know How to Sit Which is the correct way to sit? C A B F D E

ISO 9241-5 (1998) ANSI/HFS 100-1988

Do you sit this way? Image (c) Ergoweb.com

Lumbar Disc Pressure VS Seated Posture

Which is the correct way to sit? Your People Don’t Know How to Sit Which is the correct way to sit? C A B F D E

The Best Posture Is the Next Posture! Your People Don’t Know How to Sit The Best Posture Is the Next Posture! OSHA Reference Postures Standing Thighs Declined Upright Sitting Reclined

Your People All Have the Monitor Too High #8 – Your employees don’t have the monitor set right

Conventional Wisdom: Monitor Placement Place Monitor Eye-Level 15 degree Gaze Angle Place Monitor 18 – 24” Away “Keep Neck Upright & Neutral”

How’s Conventional Wisdom working? 60 - 70% of all users report Eye Strain & Neck Pain

Problems With High Monitor Position Monitor Head-height Ear-eye line, -11 deg Yes…Neck is “Neutral” But…We Have Eye Strain And…We have Dry Eyes Good for the Neck Bad for the Eyes

Monitor Too Close – Monitor Too High: Eye Strain from Convergence Near Viewing = Tense Eye Muscles Hard to Converge Resting Point; 45” (horizontal), 35” (downward gaze – 30 deg)

Monitor Too Close: Eye Strain from Accommodation Near Viewing Near Viewing = Tense Ciliary Muscles Resting Point: ~45” (horizontal), ~35” (down 30deg.) Place Monitor at Arms length- 18-28inches? Is this a good recommendation? Resting Point; 30” (young), More w/ age

Monitor Too High: Eye Strain from Dry Eyes Eyes Open WIDE Partial Blink Eyes dry out Lower Monitor: Eyes Relax Full Blink Moist Eyes

Monitor Recommendation: Use the Normal Reading Position

ISO 9241-5 Monitor Placement Guidelines Max Upper Limit Optimal Position

Your People Don’t Know how to Key or Mouse #9 – Your employees don’t know how to type NY times computer training,

Your People Don’t Know how to Key or Mouse Too much mousing Bending wrist to side Bending up/down Tense fingers

Your People Don’t Know how to Key or Mouse Maintain Neutral Wrists Never rest wrists while keying Use the whole arm to move Keep fingers curled Use strong fingers Use light touch Use comfortable pace Take frequent breaks Keep fingernails short Stretch frequently E. Pascarelli, Repetitive Strain Injury

Your People Don’t Move Enough #10 – Your employees don’t move enough

Your People Don’t Move Enough

Your People Don’t Move Enough Active offices Central printer Standing meetings Walking meetings Standing stations One up/ Two down stair use

Your People Don’t Move Enough

Your People Don’t Move Enough Your next posture is your best posture… 20 – 8 – 2: Every 20 minutes, Stand for 8 minutes, then walk & move for 2 minutes A 2-minute break is good for your waist

In summary…

You need to: Promote your program Build your business case Write program standards Use staff more efficiently Don’t buy gadgets Learn to use existing equipment Lean back Lower your monitor Rest your hands Move more

Thank you for attending! Gene Kay, Director of Ergonomics VelocityEHS gkay@ehs.com

References and Resources See www.EHS.com for download

References and Resources OSHA Safety Pays https://www.osha.gov/dcsp/smallbusiness/safetypays/ Puget Sound HFES www.PSHFES.org www.VelocityEHS.com (search “Ergonomics”) Ergonomics Info Graphic download Office Ergonomics ROI – 6 Essentials for Large Employers www.Office-ergo.com Detailed self-help resources for the office worker www.Ergo.human.cornell.edu/

Self-Help should be… Easy to Find Easy to Use Use Your Staff More Effectively Self-help Services Self-Help should be… Easy to Find Easy to Use It Should Answer The Common Questions