Purpose

To promote a safe and healthy work environment by minimizing ergonomic risks and preventing musculoskeletal disorders (MSDs) through proper workstation setup, posture, and work practices.

Scope

This SOP applies to all employees working in or visiting the office premises where ergonomic risks may be present.

Definitions

Ergonomics is the science of designing and arranging environments, products, and systems to fit the people who use them. The aim is to create a more comfortable, efficient, and safe environment by considering human beings physical and psychological needs and limitations.

Responsibilities

• Supervisors/Managers:
  • Ensure ergonomic guidelines and training.
  • Provide necessary equipment and adjustments.
  • Encourage reporting and follow up on concerns.
• Staff:
  • Ensure you follow ergonomic guidelines.
  • Immediately report any discomfort or ergonomic hazards to First Aiders, Health and Safety Reps and Human Resources.
  • Participate in safety training.
• Safety Officer:
  • Conduct ergonomics risk assessments.
  • Investigate ergonomic related incidents.
  • Record and review assessment as needed.
  • Coordinate safety training.
  • Maintain incident records.

Pre Work Procedure

Pre-Start Checks

• Make sure you have adjusted the height of your chair so that feet are flat on the floor, knees at 90 degrees.
• Make sure the top of your monitor / screen is slightly below eye level, about arm’s length away.
• Position you keyboard and mouse to allow relaxed shoulders and straight wrists.
• Ensure lighting is adequate to reduce eye strain.
• Plan regular movement breaks, e/g every 30 to 60 minutes.

Safe Operating Procedure

• Workstation
  • Create a comfortable setup by, using an adjustable chair and or desk.
  • Position monitor directly in front of you.
  • Keep items used often in easy reach.
  • Use document holders for papers that you reference often.
• Posture and Movement
  • Sit upright with back supported.
  • Avoid slouching or leaning forward.
  • If possible, alternate between sitting and standing.
  • Regularly stretch and take micro breaks.
• Manual Handling
  • Use proper lifting techniques: bend knees, keep back straight.
  • Avoid twisting while lifting.
  • Use mechanical aids where possible e.g. trolleys.

Emergency Responses

• If an ergonomic related injury or acute discomfort occurs, stop work at once to avoid further strain.
• Immediately notify your supervisor.
• If pain is severe or persistent seek medical attention.
• Notify your First Aiders to apply help e.g. ice pack for swelling.
• If equipment is faulty or hazardous secure the area.

While Waiting for Help:

• Keep the injured person stable and comfortable.
• Apply ice (if appropriate) to reduce any swelling.
• Reassure the injured person and monitor for shock.

Incident Reporting & Investigation

• Report all incident or near misses and complete an Incident Report Form within 24 hours by reporting it to your Health and Safety Reps, Human Resources, and your manager, include details of discomfort, workstation setup and tasks performed.
• Supervisor to conduct a preliminary investigation.
• Safety officer to perform a root cause analysis.
• Document all findings and update any relevant risk assessments or SOPs.
• Ensure corrective actions from investigations are implemented and reviewed for effectiveness.

Post-Operation Procedure

• Return equipment to neutral position.
• Inspect equipment, check for any wear, damage, or misalignment.
• Record any physical strain or symptoms with your manager.
• Report any ergonomic concerns by notifying your manager.
• Perform light stretches to reduce any muscle tension.
• Review your workload, take note of task durations and intensity for future adjustments.

Training & Review

• All staff must receive ergonomics training annually.
• Conduct annual ergonomic assessments.
• Review this SOP every 12 months or following any incident.
• Refresher training provided after incidents or procedural changes.
• Encourage employee feedback for improvements.
• Keep training records and attendance logs for auditing and compliance.