Understanding the importance of ergonomics in the workplace

On 6 December 2019, the Department of Employment and Labour (DoEL) published the newly promulgated Ergonomic Regulations 2019. The plan was to launch the Regulations in March 2020 by way of workshops to explain the objectives.

Two weeks later, South Africa went on hard lockdown and everything seemed to come to an immediate halt.

Covid-19 brought new challenges to the workplace for employers, with most office-bound staff forced to work from home.

Not everyone is privileged to have an effective set-up to work from home, leading to different health concerns. Consequently, it is virtually impossible for the employer to manage these work environments at home.

No matter where our employees are performing their duties, employers remain statutorily responsible for their mental and physical well-being.

What is the Ergonomic Regulation about? 

Ergonomic Regulation 2019 (ER2019) section 1 provides the following definition for ergonomics:

“Ergonomics means the scientific discipline concerned with the fundamental understanding of interactions among humans and other elements of a systems, and the profession that applies theory, principles, data and methods to design in order to optimize human well-being and overall system performance.”

Herewith a simplified definition of ergonomics as per Oxford Languages:

“Ergonomics is the study of people’s efficiency in their working environment.”

Section 1 of the Occupational Health and Safety Act 85 of 1993 (OHSA) defines a workplace as follows:

“Workplace means any premises or place where a person performs work in the course of his employment.”

Workplace-related injuries and diseases

During the past several years, it has become more apparent that the work we perform has a long-term impact on our physical and mental well-being. Technology has also been contributing to the illnesses and diseases people suffer from due to long-term exposure.

The narrative is to associate safety and health risks solely with persons performing physical activities, such as construction workers, those working in the manufacturing industry and packers. We do not always realise the occupational health risks associated with office workers, cleaners, drivers, equipment operators in manufacturing, etc.

Herewith some examples that might shed some light on the risks other industries might be exposed to:

• Dry eyes and eyesight deterioration from working on your laptop or computer.
• Tightness in your shoulders and neck due to your computer mouse running away from you.
• Lower back pain and varicose veins from extended periods of sitting.
• Truck drivers suffering from fatigue, leading to accidents.
• Working in an uncomfortable position when using equipment or working from home, leading to pain in the lower back, shoulders, neck, elbows and hips.

How to manage ergonomics in the workplace

The most common response of employers to ergonomics is their failure to control the employee’s work environment at home, with the solutions being too expensive, unreasonable and unjustifiable. This does not have to be the case.

Besides the statutory duty placed on employers, employees also have responsibilities. Section 14 of the OHSA states that the employee must take reasonable care of their own health and safety. There are several cost-effective and even no-cost options to assist and support your employees at the office, the workshop, workplace and at home.

Here are just a few examples you can consider:

• In the event of downsizing your office space, make the office furniture available to your staff to purchase at affordable prices;
• Provide training material and information on how to do some simple activities elsewhere:
  • Some basic physical stretches and exercises that can be performed while, for instance, behind your chair or in your car;
  • Simple exercises around the house, like walking on the spot, climbing stairs or walking up and down the parking area;
  • Information about the risks associated with the activities and how to protect yourself;
• Host a walkathon; and
• If an employee does not have an appropriate space at home, encourage them to come to the office while remaining compliant with Covid-19 regulations and workplace protocols.

What must an employer do in terms of the Ergonomic regulations?

There are a few things that an employer must do in terms of ER2019, including the following:

• A competent person must conduct a workplace risk assessment, specifically considering the ergonomic risks of the workplace.
• All personnel must undergo an entry medical, a periodic medical (this is industry specific) and an exit medical. According to ER2019, medicals are applicable to all businesses with effect from 6 December 2019.

In conclusion

Ergonomics does not have to be the burden it is made out to be. There are several options available for businesses to consider without breaking the bank. If approached correctly, it can be a benefit to both the company and its employees and will improve production, reduce absenteeism and lead to a motivated staff complement.

The demands made on businesses change regularly as new legislation and standards are published more frequently. Over the next couple of months, we will publish various blogs on the physical and mental well-being of employees. In these ensuing articles, we will specifically look at different solutions to these challenges and will provide guidelines which a business, management and employees might find helpful.

SERR Synergy’s integrated health and safety programme merges all legislative systems and processes into one central interrelated framework that drives business excellence and ensures continual improvement. We assist businesses with regard to OHS compliance through the development of the necessary policies, documentation training and support relating to information specifical to Ergonomics. Our team of OHS Professionals can relieve the stress and concerns that might affect your business’s capability to remain operational.

About the author: Ilse-Marie Iding started her career as a Human Resources and Industrial Relations Practitioner in 2007. She holds a degree from the University of Pretoria and certificates in both NEBOSH and SAMTRAC. She is currently busy with a National Diploma in Safety Management at UNISA. As a professional Health and Safety Practitioner she is registered with SAIOSH and the SACPCMP. She started with SERR Synergy in 2016 as an Occupational Health and Safety Practitioner and currently holds the title of National Occupational Health and Safety Manager.