Safe Operating Procedure – Workstations

POLICY/PROCEDURE NUMBER / 17.1.9
POLICY/PROCEDURE GROUP / WH&S – Internal Safe Operating Procedures

1.Introduction

The aim of this SOP is to provide practical advice in setting up a workstation in line with basic ergonomic principles in order to minimise the risk of musculoskeletal disorders.

When working at desks,benches, or around machines, the ease of carrying out the tasks, or the way the tasks fit the person, is a major factor for preventing fatigue, promoting comfort, achieving the required production and helping to prevent accidents and injuries.

2.General Safety instructions

  1. Adjust backrest of chair to provide support to the lower back.
  2. Adjust height of chair so that feet are flat on the floor and thighs are approximately horizontal and the lower legs are vertical.
  3. Height adjustable workstations or keyboard shelves should be located just below elbow height. Adjust the height of the chair for fixed table heights.
  4. Use a footstool if necessary for correct seated posture.
  5. Ample space should be provided under the desk to assist correct posture.
  6. Use the equipment at a comfortable height and distance – avoid stooping, awkward and prolonged operating posture or overreaching.
  7. Place the mouse and other frequently used equipment within easy reach.
  8. Source documents should be positioned to avoid excessive neck movement. Use a document holder for frequent use.
  9. Top of computer screen should be at eye level or just slightly below and viewing distance should be set approximately at an arm length.
  10. Adjust angle of computer screen to 90 degrees to line of sight.
  11. Computer screen should be positioned to avoid glare and reflection.
  12. Keyboard should be positioned to allow room for resting wrists.
  13. Limit continuous computer use to 50 minutes in each hour.
  14. Avoid unnatural positions and postures.
  15. Avoid keeping your arms outstretched either forwards or sideways.
  16. Make sure that your work area is at a comfortable height.
  17. Handle objects at heights between mid-thigh and shoulders as much as possible.
  18. Keep arm movements either in opposition to each other or symmetrical. Moving one arm by itself should be minimised.
  19. Avoid poor operating posture. Pop-up computer messages or apps can be used as reminders.
  20. Stow away electrical leads as they can be tripping hazards.
  21. Break up work with a variety of tasks.
  22. Report all equipment faults and hazards to your manager, appointed safety officer and / or the WH&S manager.

Remember:Managers should consult with their staff on improving task design and work practices.


Correct Seated Posture /
Correct positioning of computer screen /
Position screen to avoid glare and reflection /
Position frequently used items within easy reach

3.Office workstation setup

The following are some tips and advice on how you can modify your work station thereby reducing the risk of an incident occurring. This can be followed when changing location to a new workstation or when tasks are changed. It is important that different positions are tried to find the most comfortable arrangement for yourself.

3.1Chair

Please refer to any instructions accompanying your chair or have someone show you how to use the controls. Try not to sit for long periods of time, and getting up for even 30 seconds every half an hour will provide relief.

Seat

Back Support

Arm Rests

Arm rests are not recommended unless they do not come into contact with the desk. If your chair does however have arm rests, make sure they allow you to get as close to the desk as required and do not impede on your elbows.

3.2Desk

Height

If you have a height adjustable desk, first adjust your chair to fit you and then adjust your desk so the top of the surface is just below elbow height.

If you don’t have an adjustable desk and the desk is higher or lower than your elbow you will have to modify it. If the desk is too high raise your chair by the difference and use a foot rest, or lower the desk by cutting the legs down. If the desk is too low, raise the height of the desk by extending the leg length (make sure secure and stable).

Clearance and Drawers

General items should not be stored under the desk where they will obstruct the space required by the legs. Items under the desk may cause the person to assume an awkward posture of the spine.

Frequently used items should be stored in the top draws to reduce bending and reaching.

Storage on Desk

3.3Keyboard

Tilt the keyboard using the feet at the back to suit your level of comfort. Place the keyboard as close to the front edge of the desk as is comfortable. Do not place documents between the keyboard and the front edge of the desk as this increases the distance to the keyboard and may result in excessive head bending to look at the documents. Ensure there’s room to put the keyboard aside when not in use.

3.4Mouse

3.5VDU (Visual Display Units)

The screen should be positioned once the chair and desk heights have been established. It should be positioned so that the top of the screen is level with, or slightly lower than your eyes. The screen should first be placed so that it is approximately an arm’s length away from the usual seated position. If necessary move it further or closer as required. The screen should be placed in front of the user to avoid glare or reflections from windows.

3.6Document Holders

A-frame style book rests that sit on top of the desk are the most practical and can be set at different angles. It is best placed so that it supports documents on an inclined angle between the keyboard and the screen. Place lever or swivel arm document holders directly beside the screen.

3.7Telephone

The telephone should be placed either within or at the limit of the Optimum Reach Sector, depending on the amount of use. The placement should enable the user to operate the telephone without the need to move their trunk to grasp the handset or to operate the buttons.

When making a lot of calls, it may be best to place the telephone on the same side as the dominant hand so that this hand can comfortably operate the buttons. When mostly receiving calls, it may be more comfortable on the non-dominant side.

Where phone use is very often or for long periods, consider the use of a headset.

3.8Angle Boards

An angle board can improve neck comfort where a job involves a lot of reading and handwriting. It should be placed immediately in front of the user on top of the desk.

3.9Sit/Stand Workstations

Note: To assist in setting up a Workstation please refer to WH&S 17.9.1 Workstation Self Assessment Checklist

Approved by: / Version no: 2 / Controlled copy, uncontrolled when printed
Issue date: 29/11/12 / Reviewed: 15/03/16 / Page 1 of 4

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