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& SELF ASSESSMENT CHECKLIST |
TABLE OF CONTENTS
INTRODUCTION
This document has been prepared to provide staff at UNE with the basic guidelines on managing their computer workstations from an OH&S perspective. It is by no means a complete guide to safe computer operation, however it will provide the individual with some knowledge of muscle strain injuries, the principles of ergonomics and managing their computer workstation to effectively prevent computer related injuries.
CAUSES OF COMPUTER RELATED INJURIES
It is generally perceived that the injuries that people suffer from as a result of using computers are repetitive strain injuries (RSI). This is true providing that it is clearly understood that the word "repetitive" does not just refer to a continuous action of some particular body part. RSI means damage to muscles, tendons, nerves and other soft tissue caused by repetitive work over a period of time, involving some type of force, such as keyboard work.
Continuous action of one particular body part is only one cause of soft tissue strain injuries, and often when an individual has been diagnosed with having RSI they will be at a loss as to how it occurred because they don't fully understand the causes of RSI. This doesn't really matter with regard to the medical treatment of the injury, but it does greatly affect correcting the problem at the computer workstation. Often there are several distinct causes of RSI and sometimes it is a combination of these that cause an injury, and these are:
1. Repetition or Dynamic Muscle Loading
When your body is required to continuously perform the same movements day after day with the same body part, it doesn't get the opportunity to repair, and the damage builds up till the point where it affects your ability to do your job. Unfortunately most people don't do anything about it until they get to the stage where they can't do their job at all. This is a case where RSI can develop.
2. Static Muscle Loading
This where you hold your body in the one position for prolonged periods. When you use a computer, you actually hold your body in position by contracting your muscles, particularly your upper half, being your shoulders, neck, arms, wrists and hands. When muscles are flexed, the blood flow is greatly restricted, starving the muscles of essential oxygen and nutrients. The stresses placed on the body by static muscle loading increases when the body is required to twist or reach out
3. Contact Stress
Caused by direct pressure on muscles, nerves and tendons against a hard object, possibly with an angled surface such as the edge of a desk or even a mouse pad. This affects the blood circulation and bruises the soft tissues.
4. Posture
The way you approach your computer will greatly affect the probability of being injured by the above 3 mentioned causes. Factors such as twisting of the neck, reaching out to objects and assuming inappropriate positions will place more strain on your body and injury is more likely to occur. To prevent injuries from occurring the principles of ergonomics are applied.
ERGONOMICS
To prevent computer operators from being injured, the principles of "ergonomics" are applied. The word "ergonomics", is derived from the Greek words ergos and nomos. Ergos means "work" and nomos meaning law ie "the laws of work".
Other related similar terms are human factors, human engineering or human factors engineering, or whatever you want to call it, it is essentially fitting the task to the person and not the other way around.
It should be noted that ergonomics does not just refer to the physical environment such as the design of desks and chairs. Other factors such as work organisation or how procedures can be completed are also included. The expected outcomes of applying ergonomic principles are:
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Increased productivity and quality; |
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Increased job satisfaction; |
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Lower staff turnover; |
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Lower likelihood of injury or illness occurrence; and |
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Lower costs of replacing staff, retraining or lost time injuries. |
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A good example of the human body in "neutral" is the "anatomical position" (shown right). Notice how the head is facing forward with the limbs fully extended with the palms of the hands facing outward. The muscles are relaxed, which enables the blood to circulate without restriction, providing the soft tissues with the required oxygen and nutrients to stay healthy. The spine is another feature of the anatomical position that is relevant to computer users. The diagram below depicts a side view, where the spine forms an "S" shape. It is essential that this "S" shape is maintained when operating a computer because it is in this position the spine is at its strongest and most effective to support not only the muscles of the back, but also the neck and shoulders. |
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Of course it is impossible to operate a computer in the anatomical position, however, wherever possible, the characteristics of this position should be applied when designing and utilising a computer workstation |
PREVENTING WORKPLACE INJURIES
The main objective in managing your computer workstation
is to stay healthy and prevent injuries from occurring in
the first place. The appropriate furniture and equipment for the task, and
organising your computer workstation appropriately will
provide you with the basic tools to minimise the risk of
injury, but that is only half of it. All the ergonomic furniture and equipment in the world
will serve you little purpose unless you are prepared to
look after yourself. Hammering away at the keyboard for
hours on end, without taking breaks and ignoring pain is
asking for trouble. Think about the task you are doing, use
this document to assist you in managing your computer
workstation more safely.



COMPUTER WORKSTATION SELF ASSESSMENT
Use this assessment to check off each step as you work through the Computer Users Guide. If your computer workstation meets the requirements of Steps 1-9 or you have made the changes as recommended, tick the "YES" box. If your workstation doesn't meet the requirements and you haven't been able make suitable changes, tick the "NO" box. Note in each step any changes that need to be made to your workstation and any issues that you feel are important to manage your computer usage more effectively.
STEP 1. THE CHAIR FOR COMPUTER OPERATION Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 2. ADJUSTING YOUR CHAIR Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 3. SITTING AT YOUR DESK Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 4. POSITIONING THE MONITOR Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 5. ORGANISING YOUR WORK-SPACE Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 6. KEYBOARD BASICS Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 7. MOUSE BASICS Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 8. PHONE BASICS Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 9. EYE BASICS Note the following:
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Changes that need to be made to your workstation; and/or
Any issues, such as potential problems or things you think
may be helpful in managing your workstation
STEP 10. EXERCISES Do you intend to follow the recmomendations in the Step
( YES NO Comments:
)?
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STEP 11. MICRO-BREAKS Do you intend to follow the recmomendations in the Step
( YES NO Comments:
)?
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STEP 1. THE CHAIR FOR COMPUTER OPERATION
It is essential to have a suitable chair when operating a computer and it should possess the features depicted in the diagram below.
STEP 2. ADJUSTING YOUR CHAIR
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2a.
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2b.
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2c.
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2d.
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STEP 3. SITTING AT YOUR DESK
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3a.
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Note: |
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3b. |
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STEP 4. POSITIONING THE MONITOR
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4a.
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4b.
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Monitor Angle Guide Place this guide on the same surface and along side of your monitor. Looking at your monitor from the side-view, set the angle of the monitor so the front face is within the shaded area of the inverted triangle. |
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STEP 5. ORGANISING YOUR WORK-SPACE
Organise your work-space so that the most commonly used items are closest to you and the less used items are further away, because the further you reach out, the more strain you place on your body. Wherever possible avoid twisting of the head and torso.
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6. KEYBOARD BASICS
The general rule of thumb is to keep the hand and wrist straight when operating the keyboard. For short pauses (1-3 seconds), when typing, it is OK to allow the pad of the thumb to lightly rest on the desk, this gives the muscles of the hands, arms and shoulders a few moments to recover. For rest periods longer than a few seconds, say reading a paragraph, take your hands away from the desk surface and rest them on your lap or do a couple of exercises.
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6a. |
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6b. |
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6c. |
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7. MOUSE BASICS
Avoiding the mouse trap
Computer mouse use is ever increasing and unfortunately for computer operators is not without its hazards. Current ergonomic advice is that the majority of injuries to computer users are derived from mouse use. Injuries to the fingers, wrist, arm, elbow, shoulder and neck are common, however they are preventable. By following these tips below (or at least some of them), you are taking a big step to safer computing.
7a. Is your mouse working properly?
Take a good look and inspect your mouse. Does is function properly? Check that the tract ball is not full of grit and is in good working order. If you have to lift your mouse off the mouse pad to get the pointer to go where you want it to, then it doesn't work properly, the tract ball may need a clean, or it may even be worn out. Also you need to check your mouse pad, If you find that you are chasing your mouse around the desk because your mouse pad won't grip the desk surface it either needs to be cleaned or replaced.
7b. Position your mouse correctly
Your mouse should be as close to you as possible. If you have to extend your arm at the elbow any more than you need to operate your keyboard, then it is too far away, and no, leaning forward doesn't count. Ideally your mouse should be positioned alongside and at the same height as the keyboard. A good rule of thumb is if the mouse pad touches the side of the keyboard, it's OK.
7c. Place your hand on your mouse only when you are using it
Place your hand on your mouse only to use it, and when your not using it, take it off and place your hand on your lap or down by your side or even better still, once in a while do some exercises. Also, don't choke the mouse, only apply the pressure necessary to manipulate it.
7d. Alternate between left and right hands when using the mouse
Teach yourself to use the mouse with your opposite hand. It may seem very difficult at first, however with patience and a good practice regime, you can do it. A good way is to start is with 5 minutes after morning tea and 5 minutes after lunch. Gradually as you get better increase the time frame until you find that you use the mouse an equal amount of time with either hand.
7e. Use Different Moving Parts
You don't always have to move your mouse from the upper arm. You can also use or your wrist and fingers to move your mouse around the mouse pad, although not as much. Try the 90/10 rule. That is use or upper arm 90% of the time and your wrist and fingers 10% of the time. This gives your shoulder and neck a rest-break.
7f. Alternate Devices
There are other devices available on the market today, however whether these are a better option or not, is yet to be fully determined. However recent studies on alternate pointing devices have identified the "track ball" as the most likely alternative to benefit mouse users. Depending on the individual, it might be better to use the trackball in conjunction with the mouse.
7g. Listen to your body
If your shoulder, arm, elbow, wrist or fingers are sore from using the computer, your body is trying to tell you it needs a rest break. If you follow the recommendations later in this document regarding exercising and rest breaks it shouldn't get to this stage.
However, if you choose not to exercise, take breaks or ignore pain because you think that you are too busy, or it'll ruin your train of thought, then you are asking for trouble, because it is under these circumstances that injury is most likely to occur.

8. PHONE BASICS
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8a. |
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Telephone headsets allow the keyboard operator to have their hands free to do tasks other than holding the phone-piece. These items can be expensive so selecting the right one the first time is essential. From an ergonomic point of view, there are two main types. These are: |
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Advantages: Easily attached with one hand. |
Advantage: More comfortable than Ear-piece Type. |
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Disadvantage: Can be uncomfortable for some operators due to the pressure on the side of the over long periods. |
Disadvantage: Difficult to attach with one hand, can mess-up your hair. |
Telephone headset should have a peak impulse noise regulator as a minimum requirement to prevent hearing damage.
Alternatively a hands free phone can be used, however this may affect the comfort and concentration of staff around you and is most suited to single offices, where privacy can be maintained.
9. EYE BASICS
The eye problems experienced by computer operators are sharp and dull pains, dry or watering eyes, burning sensations, tightness, tiredness, headaches, and other forms of discomfort, which can all be called "eyestrain".
There is very little evidence to support that using the computer can cause eye damage, it is more likely that using the computer makes the operator realise that they need glasses. The eyestrain that most people suffer from can be as a result of a number of factors, and in the vast majority of cases, it is only a temporary situation. The discomfort will subside once the cause of the eye strain corrected. Causes of eyestrain are listed below.
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Light reflected off the computer monitor is also unlikely to cause eyestrain, however it may make you assume an inappropriate posture in order to see the screen. The same method of determining if indirect glare is a problem applies as mentioned above. |
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10. EXERCISES
Exercising is one of the most effective ways of reducing muscle fatigue and the possibility of injury occurrence when using the computer. Warm-up exercises prepare your body for your next period of work, and Micro-breaks keep the body loose while using the computer. However there are rules to exercising which are;
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Never stretch to the point where you feel pain; |
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If you have a medical condition or are under going any type of medical treatment, you must consult your medical practitioner before doing any of these exercises; |
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Always apply a slow and gentle stretching action. |
Do these before commencing work and after lunch.
Exercise 1 Exercise 2 Exercise 3 Exercise 4


Bend your wrist and fingers with your other hand,
bending your elbow slightly at the same time, until you feel
the stretch over the back of your forearm. Hold the position
for 30 seconds
Stretch your arm out in front of you with your elbow
straight, palm facing away from you (fingers pointing up or
down). With your other hand pull your fingers backward until
your feel the stretch over the front of your forearm. Hold
the position for 30 seconds


Tuck your chin down onto your chest and gently turn your
head from side to side, keeping your chin on your chest. Do
this ten times.
Turn your head slowly from side to side ten times.
11. MICRO-BREAKS
Micro-breaks are rest pauses and exercises that can be done while you are at your computer workstation. These can be done to prevent your body from becoming fatigued during your working day. A good way to apply these Micro-break exercises is to follow the "30/30/30" rule, which is:
Every 30 minutes, take a 30-second break, and look at an object 30 metres away and while doing this, do one or more of the following exercises, and follow these rules;
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Never stretch to the point where you feel pain; |
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If you have a medical condition or are under going any type of medical treatment, you must consult your medical practitioner before doing any of these exercises; |
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Always apply a slow and gentle stretching action. |
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Exercise 1. Tall stretch: |
Exercise 2. Shoulder roll: |
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Exercise 3. Side stretch: |
Exercise 4. Back curl: |
If you feel as though one or some of the exercises are not working for you, or cause you discomfort, then don't continue. What works for some, doesn't always work for everyone.
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