Workstation Safety Training

1. Workstation Safety Training November 2004

2. Health & Safety for Display Screen Users

3. During this short presentation, you will learn how to stay efficient, keep healthy and avoid fatigue when working with display screens. • Areas covered will be: • Using your chair and desk, screen and keyboard correctly. • Keep your eyes healthy. • Adapt your environment to suit yourself and the conditions. • Adopt a work pattern which minimises health risks.

4. Chair and Desk Different people can use the same computer comfortably and safely by adjusting the position of the chair, desk, keyboard and screen. The desk top should be the right height (normally around 70cm from the floor) and wide enough for your PC screen and keyboard to be positioned directly in front of you.

5. Chair and Desk Please check that you can easily adjust your chair when seated. You should be able to * Change the angle of the seat. * Change the angle of the backrest * Raise and lower the seat * Raise and lower the backrest The adjustment levers are normally located under the seat of the chair and on the back of the backrest. If your seat does not allow you to do this, please let your Manager know.

6. Chair and Desk When seated, you should sit back in the chair with your back straight, and let the backrest support the curve of your spine. You should also have your feet placed flat on the floor, not crossed. If you have difficulty in reaching the floor comfortably when seated, it may be useful to get a foot rest.

7. Chair and Desk • The steps to ensure you have correctly adjusted your chair. • Sit back in the seat to ensure your back is straight during other adjustments • Adjust the chair so your hands reach the keyboard comfortably • Adjust the height of the chair so your forearms are horizontal whilst typing. Put your feet flat on the floor or support them with a foot rest to minimise pressure on the back of the thighs and knees. • Adjust the backrest so that it supports the curve of your back.

8. Chair and Desk Even when your furniture has been adjusted correctly, you may use it badly. Be aware of your posture and ensure that you use the furniture & equipment correctly.

9. Chair and Desk Keep the underneath of your desk clutter free. Don’t put files, boxes, etc, under your desk – you need this space so you can sit straight on to the PC (not twisting your torso) and to move your legs and change position frequently. If you are completing time consuming work don’t stay in the same position when sat at your desk. Frequently change your posture and vary your movements. Occasionally shrug your shoulders and stretch your arms and legs.

10. Chair and Desk • Apply this checklist to your own workstation now….. • Are you sitting full in the chair with your back upright? • Have you drawn your chair up to the desk so you are a comfortable distance from the keyboard? • Have you adjusted the height of the chair so that your arms are horizontal when typing? • Are your feet flat on the floor or a footrest? • Have you adjusted the backrest to support the curve in your back? • Are your legs under the desk with enough room to change position?

11. Keyboard and Mouse Here you will learn how to keep healthy by using the keyboard and mouse properly.

12. Keyboard and Mouse Using the keyboard and mouse properly is vital for your health. Tilt the keyboard using the small feet at the back so you can type with your wrists straight – your hands in line with your arms. Rest your wrists on the desk when not typing. Consider using a wrist support and an ergonomic keyboard if you are continuously typing.

13. Keyboard and Mouse Make sure your arm is level and the heel of your hand is supported when using a mouse. It’s easier to move a mouse on a mouse mat.

14. Keyboard and Mouse Remember to keep your keyboard and mouse clean. Clean keyboards are easier to read, and keys move more freely. Frequent cleaning prevents a build up of dirt inside the keyboard. There are special keyboard cleaners available from most stationers. Read and follow instructions. Remember to disconnect from the PC or electricity supply before taking apart mouse or using cleaning substances.

15. Keyboard and Mouse • Apply this checklist to your own workstation now….. • Have you tilted the keyboard? (use the small feet at the back). • Is there enough room (at least 12cm) in front of the keyboard to rest your hands and wrists during pauses? • Are your wrists relaxed and your hands comfortable over the keyboard? • Are your elbows level with your hands? • Is your arm holding the mouse level and the heel of your hand supported?

16. Screen Here you will learn how to keep healthy by using the screen properly.

17. Screen Position the screen directly in front of you approximately arms length away from your body. Screens normally swivel and tilt. Try moving your screen now. Tilt the screen up and down, and swivel it right to left. With the top of the screen at eye level, relax your eyes and neck downward, looking at the screen at an angle of about 15 degrees. Tilt the screen so it faces you.

18. Screen Keep your screen clean so it’s easy to read. Adjust the screen brightness and contrast so the screen is at a comfortable setting. The controls are normally at the bottom of the screen (much like a TV). If you turn a control too far and lose the picture, turn the brightness control fully in the opposite direction so the screen is brighter. If you still can’t see the picture, turn the contrast control.

19. Screen The images on the screen should be steady and the characters stable, flicker-free and easily read. Check your own screen now, particularly the edges. Tell your Manager if the display is faulty.

20. Screen Check that direct lighting (lamps, light bulbs, fluorescent lights, sunlight) is good enough for you to read the information on screen without straining your eyes. Glare on the screen may be caused by direct lighting or reflective lighting (light bouncing back from a wall). You can reduce glare by closing blinds, adjusting lamps, moving screen to position where glare is minimised from overhead strip lights. There are also anti-glare screens available which fit directly over the screen, although many modern screens have this built into the screen and are not required.

21. Screen • Apply this checklist to your own workstation now….. • Is the screen directly in front of you? • Is the top of the screen at eye level? • Is the screen clean? • Have you adjusted the brightness and contrast to suit your eyes? • Is the screen positioned to avoid reflective glare and ensure good contrast with the background? • Have you adjusted window blinds to eliminate glare? • Are desk lights or spotlights correctly positioned to eliminate glare?

22. Working Environment Here you will learn how a safe working environment helps to keep you healthy.

23. Working Environment • To stay healthy you need to • Design your working environment so that you avoid unnecessary movements. • Organise your workstation to help you sit upright and minimise head and neck movements.

24. Working Environment If you are right handed, it will probably be best to have the mouse placed to your right. Vice versa if you are left handed. However, it is what works best for you. It is recommended that the screen is placed directly in front of you so as to minimise head and neck movements. If you use a document holder, place this next to the screen, again so neck movements are kept to a minimum.

25. Working Environment Keep your desk clutter free! A tidy desk does not waste time, collect dust or create stress.

26. Working Environment Consider noise and temperature. Is it very hot or cold or particularly noisy around your workstation? What sensible steps can you take to reduce or eliminate these potential problems?

27. Working Environment • Apply this checklist to your own workstation now….. • Is the desk uncluttered with enough room to work comfortably? • Is everything on your desk arranged to minimise the need for uncomfortable or frequent head and eye movements? • Is the noise level excessive? • Is the temperature reasonably comfortable?

28. Eyes Here you will learn about eye care.

29. Eyes If you use the screen intensively, occasionally move the monitor to vary the distance of the screen from your eyes. This makes your eyes focus at a slightly different range. Reading from the right distance is more comfortable and minimises eye strain. Experiment to find the right distance for you. Normally it’s around 45cm to 76cm

30. Eyes Using a display screen does not cause eye damage, but it may make you more aware of existing eye problems. Uncorrected eye defects may make you more tired or stressed, so it’s important to have regular eye tests. If you do experience any eye problems, report this to your Manager.

31. Eyes Rest your eyes during breaks. Also, remember to blink! People don’t blink as often as they do normally when they are staring at a screen. Less frequent blinking can make eyes feel scratchy and sore.

32. Eyes • Apply this checklist to your own workstation now….. • Do you avoid eye strain by keeping the right distance for you (normally between 45cm and 76cm) between your face and the screen or document holder? • Do you occasionally vary the distance of the screen from your eyes? • Have you reported any eye problems to your manager? • Do you rest your eyes during breaks?

33. Software Here you will learn how software can affect your level of stress.

34. Software Software should be easy to use. It should be consistent, inform you when you make mistakes and help you recover from them. Tell your manager about software problems you’re having so that action can be taken. Perhaps some additional training may be helpful.

35. Software • Apply this checklist to your own workstation now….. • Can you use the software easily? • Does the software tell you when you have made a mistake? • Do you know how to recover from errors? • Have you reported any difficulties to your manager?

36. Pattern of Working Here you will learn about safe working practices which help to keep you healthy.

37. Pattern of Working Working at a display screen for long, unbroken periods can be tiring. Avoid fatigue by organising your work so that you spend at least 5 minutes every hour on non-screen based activities. Perhaps you could do a little filing or make some phone calls?

38. Pattern of Working Occasionally stop and stretch at your desk. Move your arms and legs, stretch the muscles in your back, shoulders, arms and legs. You’ll be less tired and more alert if you keep active and fit.

39. Pattern of Working When you take a break, it’s a good idea to get some exercise. If possible, perhaps you could go for a short walk and get some fresh air.

40. Pattern of Working • Apply this checklist to your own workstation now….. • Do you spend at least 5 minutes every hour on non-screen based activities? • Do you take regular short breaks away from the screen? • Do you shift position regularly and vary your movements? • Do you get some exercise during breaks?

41. Portable Computers/Laptops If you use a portable computer or laptop, this section will help you learn how to apply safe working practices when working with portable personal computers.

42. Portable Computers/Laptops Keep the screen clean so you can read it easily. Position the screen to avoid glare and reflections. Choose a safe location to use your computer. Never use a portable computer whilst driving a car!

43. Portable Computers/Laptops Organise your work so that you use your portable in short bursts of less then 1 hour, rather than for prolonged periods. Take a break of at least 5 minutes for every hour of continuous work. During these breaks, use the time to make calls, or other non-computer based activities.

44. Portable Computers/Laptops If possible, use your laptop at a table with an adjustable chair. If this is not possible, and you have to use your laptop in your stationary car (or other less ideal location), limit use to 20 minutes with a 5 minute break.

45. Portable Computers/Laptops • Apply this checklist to your own workstation now….. • Is the screen clean, easy to read and positioned to reduce glare and reflections? • Are you comfortable? • Do you work only in safe locations? • Do you plan your work so you use the portable for short periods between breaks? • When using the portable at a desk, do you spend at least 5 minues every hour on non-screen based activities? • In less than ideal situations, do you limit work periods to 20 minutes with 5 minutes break?

46. You have now completed the Workstation Safety Training session. You should now complete the Workstation Safety Test – when completed please forward to the Administration Department.