The information in this article is from the Return to Work Matters Workplace Systems Handbook, under the "Using ergonomics to achieve the best outcomes" chapter. The complete handbook is available in PDF and online format for all Return to Work Matters subscribers.

Practical ergonomics – Introduction to ergonomics in the workplace Q & A

What is ergonomics?

Ergonomics is the science of fitting the task to the person. In an ergonomically-sound workplace, workstations and tasks are set up to fit individuals. Compare this to a situation in which people have to fit themselves to the task:

A machine requires the operator open the door to the machine and insert a 2kg component, and close the door. When the job is done the door is once again slid open and the component removed. One of the operators is 5'2" and another is 6'2". Without attention to ergonomics the first is constantly lifting above shoulder height and the other is constantly bending over.

The basics of ergonomics are simple to learn. Ergonomics affects all kinds of situations, both in and out of the workplace. Yet few people are aware of the impact of ergonomics – and how easy it is to make basic improvements.

Why should organisations care about ergonomics?

Allowing a person to do a task in a comfortable and safe manner looks after the health of the person and often makes the task easier and quicker to perform. 

Well designed ergonomic work stations have good health outcomes and benefit the organisation through increased productivity. 

To illustrate this, think about the everyday example of driving a car. Having an adjustable driver's seat means that short and tall people are able to drive the same vehicle. Without the ability to adjust the seat, driving the vehicle would be uncomfortable for some, and impractical for those who are either very short or very tall. Car seat adjustment is a simple, ergonomic intervention people use every day, often without even realising that they’re putting ergonomic principles into action!
 
The good news for businesses is that well designed ergonomic workstations have good health outcomes – and the bottom line also benefits, through increased productivity.

What is occupational ergonomics?

Industrial or occupational ergonomics deals with ergonomics in the workplace. Occupational ergonomics aims to help people perform their job comfortably, efficiently and safely by reducing forces, repetitive actions, awkward postures, and static posture.

 
Poor occupational ergonomics have poor outcomes. When employees are required to work in awkward positions or perform repetitive task that place a load on the body, aches and pains often result. While ‘aches and pains’ might sound harmless enough, they can develop into more significant (and costly) health problems over time, for example:

• Back complaints;
• Tendonitis; and
• Shoulder problems.

Common ergonomic issues in the workplace include:

• Computer workstations in an office setup;
• The set-up of a lave;
• Placement of dials and levers for train drivers; and
• The handle of an electric drill. 

Manual handling

In some workplaces – for example factories, ports, and farms – improvements to manual handling processes are a key outcome of occupational ergonomics.

A manual handing plan can be developed by identifying risks, assessing risks, and then working out ways to eliminate, control or minimise risks. 

A manual handling plan might look at:

1. The safest possible ways to lift, carry, push, pull and hold heavy items;
2. Mechanical aids to reduce strain on employees;
3. Ways of eliminating unnecessary tasks and avoiding multiple handling;
4. Ways to reduce bending, twisting and reaching;
5. Appropriate safety equipment; and
6. Ways to avoid awkward, repetitive movements.

In this section of the manual we explore ergonomics to assist return to work.

Participatory ergonomics

Clever organisations take advantage of worker expertise and achieve optimal ergonomic outcomes. Best practice occupational ergonomics is collaborative and participatory. 

This section of the handbook covers the advantages and how-to of participatory ergonomics. 

Participatory ergonomics: Best practice for organisations

Participatory ergonomics involves:

1. Recognising that the employee is an expert on his or her job;
2. Teaching the employee the basics of ergonomics; and
3. Seeking the employee's input on how his or her workstation could be improved.

At its most basic, participatory ergonomics is an employee and their supervisor assessing a task and making a change to the job setup. 
 
At the macro level a participatory ergonomics program is an organisation-wide approach, with substantive commitment by all levels of management across a large organisation.

Physical and psychosocial factors

The application of ergonomic principles can make a huge contribution to injury prevention and return to work. 

Basic occupational ergonomics takes care of the physical factors and when an organisation undertakes participatory ergonomics, the psychosocial factors that impact work disability are also addressed.
 
It might seem like a strange concept to begin with, but research shows that not all the factors leading to musculo-skeletal health problems are physical.
 
A number of studies indicate that negative psychosocial factors increase the likelihood of musculoskeletal health problems developing. 
 
Psychosocial factors include psychological factors – such as thoughts, emotions, and behaviors – and social factors – such as workplace culture, ease of communication and the kinds of responses workers expect from others in the organisation.

In the workplace, negative psychosocial factors include:

1. Low levels of personal control and autonomy;
2. Low task variety and opportunities for skill utilisation; and
3. Poor job security.

Best practice occupational ergonomics  - i.e participatory ergonomics - looks after:

• Bodies – by making tasks safer, more comfortable and easier to perform; and
• People – by giving them a sense of control and a better work environment, and fostering better interactions in the workplace

To illustrate the impact of physical and psychosocial factors on work disability, the following table compares how each contributes to workplace musculoskeletal problems:

The complete handbook includes other sections on:

• Why is a particpatory program the best option?
• Pros and cons of particpatory ergonomics
• Barriers to participatory programs
• How to implement a participatory ergonomics program in 8 steps. 

Practical ergonomics: Bodies, people and workstations

This section of the handbook contains practical information about how to promote a safe fit between bodies, people and tasks.

Principles for taking care of bodies

The basic premise of occupational ergonomics is that tasks, workstations and workplace practices should fit individual bodies. The following ergonomic principles provide practical guidance as to how organisations can use ergonomics to address the physical factors that contribute to work disability.

Organisations should…

• Modify job tasks - to reduce discomfort
• Provide appropriate equipment - to make jobs easier and employees more comfortable.
• Involve other company staff or external resources - where applicable
• Ensure that there is a rotation of duties - and that employees comply with the rotation
• Look at the working height that a task demands - if work is too high the shoulders must be frequently lifted to compensate. This leads to discomfort and / or shoulder problems. If the working height is too low, the back or neck must be excessively bowed often resulting in a backache or neck ache.
• Check all work surfaces reach the stature of the operator - whether standing or sitting at the work.
• Assess the distance the employee has to reach for objects - Place items used most frequently in closer reach.
• Alternate standing and sitting duties for each employee - Standing and sitting impose different stresses upon different muscles, so each changeover results in some muscles being stressed and others relaxed.
• Encourage employees to perform appropriate warm-up stretches and movements - before commencing work, in order that muscles are correctly warmed up. End of shift stretches may also be beneficial.
• Rotate job assignments to minimise the amount of time a worker spends doing highly repetive work - since repetitive work requires using the same muscles again and again and increases the likelihood of problems.
• Control the physical set-up by:
  • Monitoring factors such as the climate and lighting and supply the correct equipment and training to operate safely in workplaces where these cannot be controlled;
  • Ensure tools provided are appropriate for the environment (e.g. have non slip handles);
  • Supply task lighting where appropriate and ensure that all areas and offices are appropriately lit;
  • Placing assembly line materials such that the worker's strongest muscles do most of the work;
  • Having a high workbench for detailed work where close inspection of the product is required;
  • Modifying and replacing hand tools that cause discomfort or injury. Workers are often the best source of ideas on ways to improve a tool to make using it more comfortable. For example, pliers can be either straight or bent, depending on the job task;
  • Ensuring that workers are not required to stay in awkward positions – such as reaching, bending, or hunching over – for long periods of time; and
  • Positioning workers and equipment so that workers can perform their jobs with their upper arms at their sides and with their wrists straight for most of the time.
• Encourage employees to take appropriate rest breaks 

Principles for taking care of people

Employees are not just bodies performing tasks: they are also people, with emotions, opinions, attitudes and thoughts.
 
However many jobs are not designed with an awareness of employees as thinking, feeling people. Job design which does not take psychosocial factors into account tends to have poor injury management and return to work outcomes.
 
As well as leading to stress – a health hazard in its own right – psychosocial risk factors can contribute to musculoskeletal conditions. Stress-related changes in the body (such as increased muscle tension) can make people more susceptible to musculoskeletal problems. Another poor outcome is when individuals change their behavior as a result of stress and do things like skipping rest breaks in an attempt to cope with deadlines.
 
The following ergonomic principles offer suggestions as to how organisations can address psychosocial risk factors: how, in other words, organisations can use ergonomics to look after people.

Organisations should…

• Ensure that, upon return to work after injury, modified duties are meaningful and useful.
• Enable workers to exert control over their work and work methods.
• Allow workers to make use of their skills.
• As a rule, involve workers in decisions that affect them.
• Avoid situations in which workers only carry out repetitive, monotonous tasks without rotation.
• Allow workers some control over their pace of work.
• Ensure that work demands are not perceived as excessive.
• Avoid payment systems that encourage people to work too quickly or without breaks.
• Develop work systems that allow opportunities for social interaction.
• Balance high levels of effort with sufficient reward, for example resources, remuneration, self-esteem and status.

Still skeptical about the RTW benefits of addressing psychosocial issues?

The experts concur that psychosocial issues have a huge impact on RTW outcomes.
 
“International research has shown that psychosocial and other risk factors are far more important in predicting which injured employees will fail to recover or return to work following a workplace injury, than are physical factors such as the nature of the injury. 
 
These risk factors (sometimes called flags) include an individual’s belief and perceptions (for example about pain and injury), and perceived features of the work or social environment (such as unsupportive management, perceived time pressure or low job control). 
 
These risk factors, toge