Safe Use of Computers

Safe Use of Computers Safety Training Pack

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Introduction This training pack is for use by all staff who use computers at work. You need to keep this training pack as it has health and safety information you need for your job. If you are having difficulty with this pack, approach your supervisor or manager for help or call the Safety Section. This symbol in the top right corner of the page means you need to find something out and write it in the space provided. This symbol means that the page contains example answers

Training Pack Objectives In this pack you will learn how to keep well at work and avoid fatigue and discomfort when working with computers. This pack will show you how to:- • work safely with computers, protecting your back and eyes and minimising the risks to your health • correctly set up your workstation • recognise things in your working environment that may affect your wellbeing and what to do if you find them

Your Chair When you first get into a car, what is the first thing you do? Adjust the seat and the mirrors so that you can drive safely, of course!! You should treat your computer chair in exactly the same way as your car seat and adjust it so that it fits you. Your chair should be capable of giving you adequate lower back support, keeping your spine in the correct, neutral position. To do this, it needs to be adjustable for:- • seat height • seat tilt • backrest height • backrest tilt

What Are The Risks To Me? If your chair cannot be adjusted to fit you or does not give you adequate lower back support, you run the risk of adopting poor posture leading to:- • back or neck ache • arm or shoulder aches and pains • leg aches and pains • tingling or “pins and needles” in your shoulder, back or legs If the situation is not improved, over time these could develop into longer term problems.

Chair Exercise Circle the chair that is keeping the spine in the correct, neutral position from the pictures below:- C B A

Chair Exercise Answer B was correct! To keep your back in the correct position, you need to make sure your chair is properly adjusted for your shape and size and maintains the spine in it’s neutral position. This will make sure that your back is adequately supported and you maintain good posture whilst working at the computer. NB If you are especially tall or short, you may need other things to get comfortable on your chair. For example:- • shorter people may need a footrest to minimise pressure on the back of the knees • very tall people may need to raise the height of the desk

Correct Adjustment of Your Chair The backrest should fit snugly into your lower back, your feet should be flat on the floor (or on a footrest) and your arms should be parallel to the desk’s surface:- Now adjust your own chair so that you are as comfortable as possible and your lower back is adequately supported. If your chair is not adjustable, does not give you enough lower back support or you need a footrest, see your manager.

What Can I Do To Help Myself? • Get comfortable - adjust your chair to find the most comfortable position for your work • Don’t sit in the same position for long periods. Make sure you change your posture as often as is practical • Most jobs provide opportunities to take a break from the screen, eg to answer the phone, do filing or photocopying etc. Make use of them to break up your computer work • Frequent short breaks are better than fewer long ones

Your Workstation Your computer desk, or workstation as they are more commonly known, should be large enough to fit on it your pc, monitor, keyboard, mouse, document holder & any other equipment you need to work. It should not be a double pedestal desk. The surface should be high enough for you to comfortably get your knees and thighs underneath when your chair is in the correct adjustment for you. The space underneath your workstation should not be cluttered with items that would restrict your movement. A footrest, if you need one, should be the only thing underneath your workstation. The surface of the workstation should be non-reflective to minimise glare.

What Are The Risks To Me? If your workstation is inadequate or not properly set up, you run the risk of:- • postural problems, eg back, shoulder, neck, wrist or hand ache • visual problems, eg eyestrain • fatigue and stress If the workstation is not improved, over time these could develop into longer term problems.

Workstation Design This is an ideal workstation layout (or a mirror image of this if you are left handed), so you have enough room to work comfortably at all of your tasks:-

Workstation Design To minimise the strain on your arms and shoulders, the things you use a lot should be placed in your “primary reach zone”. This is the area on your desk that you can easily and comfortably reach without having to lean forwards in your chair. For example, you would put your keyboard, mouse and telephone all in your primary reach zone. Your “secondary reach zone” is the area of your desk that you have to stretch to reach. Things that you do not use as often or do not need to move should be placed there, eg monitor, processor unit, speakers etc You should make sure that your work space is uncluttered and everything is in easy reach.

What Can I Do To Help Myself? • Make sure you have enough work space to take whatever documents or other equipment you need • Try different arrangements of keyboard, monitor, mouse and documents to find the best arrangement for you • A document holder may help you avoid awkward neck and eye movements • Make sure your forearms are approximately horizontal to the desk surface • Make sure you change your posture as often as is practical. Some movement is desirable, but avoid overstretching to reach things you need (see section on reach zones) • Make sure there is space under your desk to move your legs freely. Move any obstacles such as boxes or equipment • A footrest may be helpful, particularly for smaller users to prevent excess pressure on the backs of your legs and knees from the edge of your seat

Your Keyboard • Your keyboard should be kept clean and you should be able to clearly see all of the characters. If the the keyboard is damaged or has worn off characters that cannot be easily read even after cleaning, you should inform your manager • Your keyboard should be tilted up at the back to help you reach and the keys should be easy to press • Your forearms should be positioned parallel to the desk surface when you are in the correct position to type or mouse • Use a wrist rest on your keyboard if you need one for support. Approach your manager to get one for you

Your Keyboard & Mouse • Try to limit the time you spend using the mouse. Take frequent breaks - even short pauses to relax your arm can help, as can spells using the keyboard or doing non-computer work • Place the mouse close, so it can be used with a relaxed arm and straight wrist (see section on reach zones). It can help to support your arm, for example on the desk surface or arm of a chair. If you still find using the mouse awkward, you could try a different shaped or sized one, or another device such as a trackball • Your mouse will work more efficiently when used with a mouse mat. If you use a rolling ball mouse, make sure you take the ball out and clean it regularly to minimise any sticking • Use a wrist rest on your mouse if you need one for support. Approach your manager to get one for you.

What Are The Risks To Me? Keyboard work in a poor set up can affect the whole upper body, whilst mouse work concentrates activity on one hand and arm (and one or two fingers). This may make problems more likely. With intensive use of a keyboard, mouse, trackball, or similar you run the risk of aches and pains in :- • fingers • hands • wrists • arms • shoulders • neck Risks can be reduced by adopting a good posture and technique

Keyboard Exercise Which is the safest wrist position? A B C D

Keyboard Answer • In picture B the wrists are in an awkward position and the arms are too far back • B • D • In picture D the wrists are in an awkward position and the body is slouched • Picture A is correct! Notice how the forearms are positioned parallel to the surface of the desk. This will minimise any discomfort A C • In picture C the arms are far too high

What Can I Do To Help Myself? Using the keyboard • Adjust your keyboard to get a good keying position. A space in front of the keyboard is sometimes helpful for resting the hands and wrists when not keying • Make sure your forearms are parallel with the desk surface • Try to keep your wrists straight when keying. Keep a soft touch on the keys and don’t overstretch your fingers. Good keyboard technique is important • A wrist rest may be helpful to give support and prevent aches and pains in the wrist or hands • Resting your arms on the chair arms may also help reduce strain on your shoulders

What Can I Do To Help Myself? Using a mouse/trackball or similar • Position the mouse within easy reach, so it can be used with the wrist straight • Sit upright and close to the desk, so you don’t have to work with your mouse arm stretched • Move the keyboard out of the way if it is not being used • Support your forearm on the desk, and don’t grip the mouse too tightly • Rest your fingers lightly on the buttons and do not press them hard

Your Computer Monitor Your computer monitor should:- • Have a clear, stable, flicker free picture • Be adjustable for up and down tilt • Be adjustable for brightness and contrast • Be free from glare

What Are The Risks To Me? A badly set up or poorly maintained monitor can lead to:- • eyestrain/visual fatigue • red or sore eyes • headaches • neck ache • fatigue

Positioning Your Monitor The best position for your monitor screen should be slightly below the horizontal to minimise any strain on your neck. It should be at a distance from your eyes that is comfortable to read, but still allowing plenty of space for your keyboard.

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Minimising Glare Look at the picture and circle the things that may cause glare on monitor screens:-

Minimising Glare Things such as lights, windows and lamps can all cause glare on your monitor screen:-

What Can I Do To Help Myself? • Make sure the monitor is slightly below level with your eyes and far enough away from you to allow you to focus properly • Adjust the brightness and contrast controls on the screen to suit lighting conditions in the room • Make sure the screen surface is clean • In setting up software, choose options giving text that is large enough to read easily on your screen, when you are sitting in a normal, comfortable working position • Select colours that are easy on the eye (eg, avoid red text on a blue background, or vice versa)

What Can I Do To Help Myself? • Individual characters on the screen should be sharply focused and should not flicker or move. If they do, the monitor may need servicing or adjustment • Arrange your desk and equipment to avoid glare, or bright reflections on the screen. This will be easiest if neither you nor the screen is directly facing windows or bright lights • Adjust curtains or blinds to prevent unwanted light

Keeping Your Eyes Healthy To make sure you don’t end up tiring your eyes out, you should:- • Take frequent, short breaks away from the screen • If you use a document holder, place it as close as you can to the monitor screen, to avoid adjusting your focus all the time and tiring your eyes • If you are facing a window, closing the blinds may help to reduce eyestrain • Have your eyes tested as advised by your optician – your employer has a legal obligation to pay for these for people who use computers a lot

Your Working Environment Your working environment can have a bad effect on your wellbeing and productivity, if it is excessively:- • noisy • hot or cold • draughty • stuffy • dark or bright

Your Working Environment • Space – you need to have sufficient space to work. Cramped working conditions make it more likely that you will experience discomfort and aches and pains • Lighting – needs to be set at the correct level. If it is too high or low it is more likely that you will suffer eyestrain, fatigue or headaches. Glare and reflections also need to be minimised • Noise – high noise levels can distract you and increase your stress levels • Heat & humidity – should be kept at levels that prevent discomfort and problems with dry or sore eyes • Cold & Draughts – these make it more likely that you will suffer discomfort when working with computers. A comfortable temperature should be maintained and draughts minimised to prevent any discomfort.

Workstation Assessment • You should be asked to complete a Workstation Assessment Checklist by your manager to make sure your set up is suitable and appropriate for your needs • The assessment looks at the risks to you from computer work and identifies any action or equipment you need • You should complete the checklist for your own workstation and give a copy to your line manager. They will discuss with you any action needed • This assessment should be reviewed if anything changes, if there has been a significant change in the equipment, ie new workstation or chair, or you and your workstation are relocated

Working Safely • Always make sure you are set up as comfortably as possible • Work with your arms parallel to the desk surface to minimise strain on your neck, shoulders, arms and wrists • Keep your workstation as clutter-free as possible to make sure you have enough space to work safely • Always use any equipment provided for your comfort, eg foot or wrist rest, document holder etc • Make sure you take adequate breaks away from the screen, eg 5 – 10 mins every hour doing something other than computer work • Check your posture frequently to make sure your back stays in the correct position • Keep things you use a lot in your primary reach zone so you don’t have to stretch to reach them all the time – this will help to reduce fatigue

Safe Use of Computers Quiz Please tick the answer you feel is correct:- • You should adjust your chair… • with the back rest tilted forwards so that you are pushed close in to your workstation • with the backrest as low as it will go and tilted back • with the backrest positioned to support your lower back and keep the spine upright • You should have a workstation that is… • a double pedestal desk • high enough for you to get your knees underneath • as small as possible • When using a keyboard… • your forearms should ideally be parallel to the workstation • your elbows should not be bent • hit the keys as hard as you can to make sure you don’t miss any letters • When using a mouse… • you should position it as far away from the keyboard as you can • support your forearm on the desk and keep your wrist straight • keep your elbow as high as possible

Safe Use of Computers Quiz • Your computer monitor should… • be positioned just below eye level • be positioned above eye level • not be able to tilt or alter it’s position in any way • To minimise glare you should… • keep your brightness control turned down as far as possible • have a desk lamp shining directly onto your monitor • position it so that it is directed away from lights and windows • To keep your eyes healthy… • only take a break if you get a headache • you should take frequent short breaks away from the screen • only take a break if you get double vision • Your working environment should be… • as brightly lit as possible • as cramped as possible • maintained to a comfortable temperature and be free from draughts

Risk Assessment Self Assessment Questions • C • B • A • B • A • C • B • C

Safe Use of Computers