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

2. 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.

3. 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

4. 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…

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

6. 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

7. 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

8. #1 - You are not promoting your program enough
Promote Your Program
#1 - You are not promoting your program enough

9. 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
, Web site, Office location
Cornell University Ergonomics Web

10. 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

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

12. 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.

13. 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

14. 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 –

15. 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)

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

17. 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

18. 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

19. 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>

20. 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

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

22. 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

23. 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

24. 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

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

26. 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.

27. 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

28. 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 © ErgoAdvocate and Ergoweb are Registered Trademarks. All rights reserved.

29. 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

30. 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

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

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

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

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

35. 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

36. Make Full Use of The Equipment You Have

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

38. 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

39. ISO (1998)
ANSI/HFS

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

41. Lumbar Disc Pressure VS Seated Posture

42. 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

43. 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

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

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

46. How’s Conventional Wisdom working?
% of all users report Eye Strain & Neck Pain

47. 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

48. 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)

49. 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 inches?
Is this a good recommendation?
Resting Point; 30” (young), More w/ age

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

51. Monitor Recommendation: Use the Normal Reading Position

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

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

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

55. 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

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

57. Your People Don’t Move Enough

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

59. Your People Don’t Move Enough

60. 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

61. In summary…

62. 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

63. Thank you for attending!
Gene Kay, Director of Ergonomics
VelocityEHS

64. References and Resources
See for download

65. References and Resources
OSHA Safety Pays
Puget Sound HFES
(search “Ergonomics”)
Ergonomics Info Graphic download
Office Ergonomics ROI – 6 Essentials for Large Employers
Detailed self-help resources for the office worker

67. 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