internal only - seslhd€¦ · internal only seslhn procedure ohs computer use guide seslhnpd/81...

INTERNAL ONLY

SESLHN PROCEDURE

COVER SHEET

COMPLIANCE WITH THIS DOCUMENT IS MANDATORY Feedback about this document can be sent to [email protected]

NAME OF DOCUMENT

OHS Computer Use Guide

TYPE OF DOCUMENT

Policy, Procedure or Clinical Guideline

Handbook

DOCUMENT NUMBER

SESLHNPD/81

DATE OF PUBLICATION

Published: June 2009

Updated: April 2011

RISK RATING

Medium

LEVEL OF EVIDENCE

Workstation Assessments

REVIEW DATE

Documents are to be reviewed a maximum of five years from date of issue

April 2014

FORMER REFERENCE(S)

Documents that are replaced by this one

SESIAHS HB014

EXECUTIVE SPONSOR or

EXECUTIVE CLINICAL SPONSOR

Director Workforce Development

AUTHOR

Position responsible for the document including email address

Manager Workforce Safety Injury Management

[email protected]

KEY TERMS

Workstation, Computer, User Guide, Stretches.

SUMMARY

Brief summary of the contents of the document

This handbook has been developed to assist staff with correctly setting up their computer workstations.

The information in the handbook, when implemented correctly, may reduce the likelihood of staff injury due to poor workstation set up and lack of regular exercise.

mailto:[email protected]

INTERNAL ONLY SESLHN PROCEDURE

OHS Computer Use Guide SESLHNPD/81

Revision 1 Trim No. D11/19451 Date: April 2011 Page 1 of 14

THIS AREA DOCUMENT BECOMES UNCONTROLLED WHEN PRINTED OR DOWNLOADED UNLESS REGISTERED BY LOCAL DOCUMENT CONTROL PROCEDURES

INTERNAL ONLY

Computer Use Guide A guide for setting up computer workstations and exercises





INTERNAL ONLY

TABLE OF CONTENTS Step 1: Adjust Your Chair ......................................................................................................... 3 Set Seat Tilt and Backrest Height ................................................................................... 3 Set the Backrest Angle ................................................................................................... 3 Set the Seat Height ......................................................................................................... 4 Footrests .......................................................................................................................... 4 Step 2: Position your Keyboard and Mouse ............................................................................ 5 Keyboard ........................................................................................................................ 5 Mouse ............................................................................................................................. 6 Step 3: Position your Computer Monitor ................................................................................. 8 Step 4: Position Documents Used with the Computer ........................................................... 9 Step 5: Position of Telephone ................................................................................................ 10 Step 6: Safe Work Practices ................................................................................................... 10 Exercises for Office Workers ...................................................................................................... 11





INTERNAL ONLY

Step 1: Adjust Your Chair

Set Seat Base Tilt * Note - not all office chairs have a seat base tilt feature. They may still meet Australian standards and be appropriate for your needs.

• Adjust the seat base so that it tilts slightly forward. • It should be tilted enough to cause the person to sit in a more upright position and promote a downward slope of the thighs. • Tilting the seat base in combination with setting the backrest allows the person to sit right back in the chair and gain the necessary support. Set Backrest Height • Move the backrest to locate the lumbar support to the curve in your lower back (not the upper buttocks). This generally means that the „plumpest‟ section of the backrest fits into the small of your back. • Lock the backrest into place.

Set the Backrest Angle * Note - not all office chairs have an angle adjustable backrest. They may still meet Australian standards and be appropriate for your needs.

• Use your body weight to lean back against the backrest. Depress the control lever to enable the backrest to change angle. • Adjust the angle to allow normal upright alignment of the spine. Try to maintain the three natural curves. • Provide a full support to your back when doing computer work. • Use the chair backrest to provide different postures e.g. angle back when chatting on the phone, talking to visitors and reading. Note: Frequent posture changes encourage blood flow in different muscle groups which helps minimise back fatigue when sitting for prolonged periods.





INTERNAL ONLY

Set the Seat Height Option One: With a non adjustable desk • Raise / lower the seat to enable the desk height to be at your elbow height. • There should be a slight downward slope of the forearms and you should be able to reach the key board without your elbows leaving the side of your body Note: • If you are a “touch typist” you may sit slightly higher. • If you are not a touch typist, you may sit slightly lower than elbow height. This helps relieve neck fatigue as you frequently look between the keyboard and monitor. Footrests • Use a foot rest if you feel pressure under your thighs from the front edge of the seat or if your feet do not touch the ground. • Ensure there is a slight downward slope of the thighs to promote blood flow. Note: If you find yourself slumping in the chair (so as to get your feet to rest comfortably on the ground), you need to consider a footrest. In these situations, pushing your feet into the footrest helps to push your back into the angled backrest of the chair.





INTERNAL ONLY

Option Two: With an adjustable height desk • Lower your chair seat to rest your feet on the floor and relieve any pressure on the underside of your thighs from the front edge of the chair. • Lower the desk height to your elbow height when you are seated on the chair. Note: • See Notes from Option One. • If your keyboard shelf adjusts separately from the desk, be careful not to create a height difference between your keyboard and mouse. This may create a “mouse shoulder” problem by frequently elevating your arm to use the mouse. • If you prefer to use the keyboard shelf, ensure it is big enough to accommodate the mouse as well. • If “mouse shoulder” is of concern, raise the keyboard to the height of the fixed desk, then follow guidance in Option One.





INTERNAL ONLY

Step 2: Position your Keyboard and Mouse

Both these items are used frequently and are to be located on the desk in the primary reach envelope (see Fig.1) Keyboard • Touch typists should locate the keyboard close to the desk edge. • Non touch typists should locate the keyboard around 10cm in from the desk edge. This enables: - desk space to rest the hands when not typing - reduced neck angle when looking between the keyboard and monitor • A further option locates the keyboard nearly a forearm length from the desk edge. This enables the forearms to rest on the desk when not typing and they glide over the desk when typing. • The mouse can go on the left or right side, whichever is preferred. Note: • Check that your typing technique does not involve: - subtle elevation of your shoulders - holding your hands up with bent wrists - resting your wrists on the desk and angling your wrists - “wrist rests” are generally not required with the modern slimline keyboards and generally not recommended for a standard workstation setup. However, some users find that “wrist rests” do eliminate the typing technique (bent wrists). In these cases, they are a benefit.





INTERNAL ONLY

Mouse • The elbow should remain bent when reaching for the mouse. The mouse should be located in the primary reach envelope (inner reach). • Your forearm should rest on the desk when your hand is on the mouse. It should glide over the desk when using the mouse. Note: Your wrist should not be the contact point between your arm and desk when using the mouse. • Try to train yourself to use the mouse with either hand. • Learn keyboard shortcuts for frequent mouse activities and reduce your use of the mouse. • When mainly using the mouse, locate it directly in front of you and use your other hand for minor keyboard corrections. • Do not continue to grip the mouse when it is not in use. Do not “hover” your hand over the mouse, rest your hand on the mouse or desk. Note: “Wrist rests” with a mouse also eliminate poor technique but are generally not required/ recommended for standard workstation setup.





INTERNAL ONLY

Step 3: Position your Computer Monitor

Option One: Conventional monitor (CRT monitor) If you have a conventional monitor. • locate it at the apex of an L shaped desk parallel with the keyboard location. • Alternatively, locate it on either side surface of the desk or on a rectangular desk, as long as the surface is over 900mm deep. • Elevate the monitor until the top of the picture tube is approximately the same height as your seated eye height. • Push the monitor back until the face of the monitor is at least full arms length away from your seated position.

Option Two: Laptop If you use a laptop for more than 2 hours per day, you should: • Either, locate the laptop on a stand to elevate the screen to eye height. Use a separate keyboard and mouse. • Or, use the laptop keyboard, separate mouse, and a separate, elevated conventional monitor. • Or, use a full docking station to create Option One arrangements





INTERNAL ONLY

Option Three: If you have a flat LCD Screen • You can locate the screen on any of the L shaped desk surfaces that are over 750mm deep. • Ensure a symmetrical position is created with the keyboard and LCD screen. • If required, elevate the LCD screen as per Option One.

Step 4: Position Documents Used with the Computer

• If you are not a touch typist, place document on angled surface behind the keyboard and in front of the monitor stand. • If you are a touch typist you may prefer an alternative document stand elevated to either side of the monitor.





INTERNAL ONLY

Step 5: Position of Telephone

• Consider locating the telephone on your non dominant side of the computer. However, do not reach across your body to answer the phone, use your non dominant hand. • If it is frequently used, locate it in the primary reach envelope (inner reach). • If you have frequent or prolonged telephone calls or are required type while conversing on the phone, consider using a headset when accessing computer data.

Step 6: Safe Work Practices

• Remember your muscles need regular movement to generate a good blood flow. Sitting for long periods is not good for your health. • Change postures frequently and stand up preferably every 30 minutes. • Short breaks more often are better for your body than longer breaks less often. 10 minutes in every hour should be spent doing a task that involves a different posture (Task rotation) • “Listen to your body”. If your muscles are feeling fatigued, stop the activity and stretch. This generates blood flow and avoids a build up of fatigue. • Remember, your muscles tense when you are feeling stressed and can also feel fatigued. Take control of your activities to avoid the stress factors that produce muscle fatigue.





INTERNAL ONLY

EXERCISES FOR OFFICE WORKERS

STOP, S-T-R-E-T-C-H AND CHECK!

Do a few of these exercises a few times every day. Keep the stretch on for at least 30 seconds.

Seek medical opinion beforehand if you have any existing neurological or muscular problems, particularly in your spine.

Dots show the muscles that you are exercising.

Make sure you relax and perform them gently.

Hold the stretch or repeat as indicated on the diagram.

Do not over-stretch.

Stop if you feel discomfort when performing an action. Discuss with your treating doctor.

Remember to do each side.

While you are exercising, read the notes alongside each instruction and consider whether your workstation is adjusted to suit you

NECK Exercise 1: Head rolls Gently lower ear to shoulder and hold for 10 seconds. Slowly roll chin to chest and up to other shoulder and hold for 10 seconds. Repeat several times and be careful not to extend your neck back too far.

Exercise 2: Head turns Turn head slowly to look over left shoulder and hold for 10 seconds. Turn head the other way and hold for 10 seconds. Repeat several times.





INTERNAL ONLY

Exercise 3: Chin tucks Raise the head to straighten the neck. Tuck the chin in and upwards creating a double chin. This also results in a forward tilt of the head. Hold for 10 seconds and repeat several times. Check neck posture

Position the top of your screen at eye level.

Use a document holder directly beside or below the screen – it saves you looking down.

SHOULDERS Exercise 4: Shoulder rolls Circle shoulders forward several times, then backwards. Repeat 3 to 5 times.

Exercise 5: Shoulder stretch Stretch arm above head, cradle elbow with hand and gently pull elbow behind the head. Hold for 10 seconds and repeat several times. Check shoulder posture Relax your shoulders and rest your hands on your lap. Bend your elbows to 90 degrees and check the height of your finger tips against your current work height. If the work (keyboard or desk) is higher than your hands, you may be hunching your shoulders unnecessarily. If so, try and raise your chair height or lower your desk height and try and relax your shoulders while working.





INTERNAL ONLY

WRIST, HANDS AND ARMS Exercise 6: Wrist stretch Interlace fingers, palms outward, and straighten arms in front. Hold for 10 seconds and repeat several times. Check hand and wrist posture

While keying keep your wrist straight while your fingers are suspended over the keyboard.

Keep elbows at keyboard level. This may mean adjusting the desk or chair height.

Don‟t rest your wrists on the desk or keyboard while keying. Keep hands suspended.

Rest on the desk between periods of keying.

UPPER AND LOWER BACK Exercise 7: Upper and lower back stretch Interlace fingers and turn palms upward above head; straighten arms then slowly lean slightly form side to side. Repeat movement several times.

Exercise 8: Back arching Stand up. Support lower back with hands and gently arch back. Gently arch back and hold for 5 to 10 seconds. Repeat as often as is needed.

Check back support

Sit well back in your chair - if your feet need support, use a foot rest

Adjust the back rest on your chair to support your lower back.





INTERNAL ONLY

EYES Exercise 10: Eye exercise Sit up straight, face forward and repeat this sequence several times without moving head. Look up, then down. Look left, then right.

Exercise 11: Visual rest Look up and away from screen; focus on a distant object (more than 3 metres). For example, look out of the window or at a picture on a far wall. Shift vision back to screen and refocus.

Check eye comfort

Is there enough light falling on your documents?

Do windows or light fittings cause glare or reflection on the screen? If so, try turning the screen or blocking the path of the light.

Use a screen with a light background when working with text. Software with a light background for text is more comfortable for the eyes.

Acknowledgement for exercises: Ergonomics Unit WorkSafe Victoria Victorian WorkCover Authority "Officewise - A Guide to Health and Safety in the Office" (October 2001)

REVISION AND APPROVAL HISTORY

Date Revision No. Author and Approval

June 2009 0 Area OHS Manager

Approved by Chief Executive at Area Executive Team meeting 9.6.09

April 2011 1 Peter Kuszelyk, OHS Officer, Health safety and Wellbeing. Amended to reflect change to Local Health Network and Cluster.