October is Ergonomics Month: Building a Strong Workplace Ergonomics Program

Understanding Musculoskeletal Disorders in Canada

Musculoskeletal disorders—injuries to muscles, tendons, ligaments, nerves, joints, and other soft tissues—represent one of the most significant workplace health challenges facing Canadian businesses today. According to the Workplace Safety and Insurance Board (WSIB), these injuries affect approximately 5 million Canadians, representing about 15% of the workforce.

The True Cost of MSDs

The financial impact of MSDs extends far beyond direct compensation costs:

• Direct Costs: In 2023, sprains and strains alone accounted for 38% of all WSIB claims, totaling $115,600,641 in direct costs
• Lost Productivity: MSDs represent 42% of all lost-time claims and 42% of all lost-time costs in Ontario
• Indirect Costs: For every dollar in direct costs, employers typically face $2-4 in indirect costs including overtime, temporary workers, training, reduced productivity, and administrative time
• Long-term Impact: MSDs often result in chronic conditions requiring ongoing accommodation and modified duties

Most Commonly Affected Body Parts

Understanding where MSDs most frequently occur helps prioritize ergonomic interventions:

1. Lower Back: The most commonly affected area across all industries
2. Shoulders: Particularly in jobs requiring overhead work or prolonged computer use
3. Neck: Common in office workers and those performing tasks requiring sustained awkward postures
4. Hands and Wrists: Prevalent in jobs involving repetitive motions or forceful gripping
5. Elbows: Often affected in jobs requiring repetitive arm movements

The Business Case for Ergonomics Programs

Investing in workplace ergonomics isn't just the right thing to do—it makes sound business sense. Research consistently demonstrates that comprehensive ergonomics programs deliver measurable returns across multiple business metrics.

Return on Investment

Studies show that well-designed ergonomics programs typically deliver ROI ratios between 3:1 and 10:1. The Canadian Centre for Occupational Health and Safety (CCOHS) emphasizes that ergonomic improvements often result in:

• Reduced Injury Rates: Properly designed workstations and processes can reduce MSD incidents by 40-60%
• Lower Workers' Compensation Costs: Fewer injuries mean lower premiums and direct claim costs
• Increased Productivity: Employees in ergonomically optimized environments work more efficiently and with less fatigue
• Improved Quality: Reduced fatigue and discomfort lead to fewer errors and better work quality
• Enhanced Morale: Employees appreciate employers who invest in their health and comfort
• Reduced Turnover: Better working conditions improve employee retention

Legal and Regulatory Considerations

Beyond the business case, Canadian employers have legal obligations to address ergonomic hazards. Part XIX of the Canada Occupational Health and Safety Regulations outlines requirements for federally regulated employers, including:

• Conducting ergonomic risk assessments
• Implementing controls to eliminate or minimize ergonomic hazards
• Providing training on ergonomic practices
• Ensuring machinery, equipment, and workstations meet ergonomic standards

Provincial regulations across Canada include similar requirements, with some jurisdictions mandating specific ergonomics programs for high-risk industries.

Building a Comprehensive Ergonomics Program

An effective ergonomics program requires a systematic approach that addresses both immediate hazards and creates a culture of continuous improvement.

1. Conduct Ergonomic Risk Assessments

Start by identifying ergonomic hazards across your workplace. The Centre of Research Expertise for the Prevention of Musculoskeletal Disorders (CRE-MSD) has developed comprehensive assessment tools including:

• RULA (Rapid Upper Limb Assessment): Evaluates exposure to risk factors for upper extremity disorders
• REBA (Rapid Entire Body Assessment): Assesses whole-body postural risk factors
• ROSA (Rapid Office Strain Assessment): Specifically designed for office ergonomic evaluations

These assessments examine key risk factors including:

• Force requirements (how much strength is needed)
• Repetition (how often movements are performed)
• Awkward postures (positions that stress joints and muscles)
• Static postures (holding positions for extended periods)
• Vibration exposure
• Contact stress (pressure from hard or sharp surfaces)
• Environmental factors (lighting, temperature, noise)

2. Implement the Hierarchy of Controls

Once hazards are identified, apply controls following this priority order:

Elimination

Remove the hazardous task or process entirely. For example, automate repetitive manual tasks or eliminate unnecessary lifting through process redesign.

Substitution

Replace hazardous processes with safer alternatives. Examples include using mechanical assists instead of manual material handling or implementing height-adjustable workstations.

Engineering Controls

Modify equipment or workstations to reduce exposure:

• Install adjustable workstations and seating
• Provide lift-assist devices and material handling equipment
• Improve lighting to reduce eye strain and awkward postures
• Use ergonomic tools with proper grip design and reduced vibration
• Implement conveyor systems to reduce manual material transport

Administrative Controls

Change how work is organized to reduce exposure:

• Implement job rotation to vary physical demands
• Schedule regular breaks to allow recovery
• Limit duration of high-risk tasks
• Provide adequate staffing to prevent overexertion
• Establish warm-up and stretching programs

Personal Protective Equipment

While PPE is the least effective control, appropriate ergonomic PPE can provide additional protection:

• Anti-fatigue mats for prolonged standing
• Wrist supports for specific tasks
• Knee pads for kneeling work
• Appropriate footwear for the work environment

3. Provide Training and Education

All employees should receive safety training on:

• Recognizing early signs and symptoms of MSDs
• Proper workstation setup and adjustment
• Safe lifting techniques and body mechanics
• Importance of breaks and micro-breaks
• How to report ergonomic concerns
• Using ergonomic equipment properly

4. Establish Early Intervention and Return-to-Work Programs

Quick response to early symptoms can prevent minor discomfort from becoming serious injuries. The WSIB Musculoskeletal Program of Care provides guidance on:

• Encouraging early reporting of discomfort
• Providing prompt assessment and intervention
• Implementing temporary modifications
• Facilitating gradual return to full duties
• Preventing re-injury through ongoing support

Office Ergonomics: Creating Comfortable Workstations

With many Canadian workers spending 7-8 hours daily at computer workstations, office ergonomics deserves special attention. The CCOHS Office Ergonomics guidelines recommend the following setup:

Chair Setup

• Seat Height: Feet flat on floor or footrest, thighs parallel to ground
• Backrest: Supports natural curve of lower back
• Armrests: Support forearms, allowing shoulders to relax
• Seat Depth: 2-3 finger width between seat edge and back of knees

Monitor Position

• Distance: Arm's length away (approximately 20-26 inches)
• Height: Top of screen at or slightly below eye level
• Angle: Tilted back 10-20 degrees
• Multiple Monitors: Primary monitor directly in front, secondary at equal height

Keyboard and Mouse

• Position: Directly in front, close to body edge
• Height: Elbows at 90-100 degrees, wrists neutral
• Mouse: Same height as keyboard, easy to reach
• Wrist Position: Straight, not bent up, down, or sideways

The 20-20-20 Rule

To reduce eye strain and static posture, encourage the 20-20-20 rule: Every 20 minutes, look at something 20 feet away for 20 seconds. Additionally, stand and move for 1-2 minutes every 30-60 minutes.

Industrial Ergonomics: Addressing Physical Demands

Manufacturing, warehousing, construction, and other industrial settings present unique ergonomic challenges requiring specialized interventions.

Manual Material Handling

The CCOHS Manual Material Handling guidelines emphasize:

• Load Limits: Keep loads under 23 kg (50 lbs) when possible
• Lifting Technique: Keep load close, bend knees, avoid twisting
• Load Design: Provide handles, reduce bulk, improve grip surfaces
• Work Height: Minimize lifts from floor level; optimize pick/place heights
• Mechanical Assists: Use carts, hoists, conveyors, and lift tables

Repetitive Tasks

For jobs involving repetitive motions:

• Implement job rotation schedules
• Automate highly repetitive tasks
• Design tools to reduce force requirements
• Provide adequate recovery time between repetitive work cycles
• Use power tools instead of manual tools where appropriate

Standing Work

For employees who stand for extended periods:

• Provide anti-fatigue mats
• Allow sit/stand options where feasible
• Ensure work height is appropriate (elbow height for light work)
• Provide footrests for one foot to reduce back strain
• Schedule sitting breaks

Self-Help Resources for Employees

Empowering employees with knowledge and resources to address their own ergonomic needs is a crucial component of any successful program.

Official Canadian Resources

• CCOHS Ergonomics Portal: Comprehensive information on all aspects of workplace ergonomics, including free tip sheets, guidelines, and assessment tools
• OHCOW Workplace Ergonomics: Provides personalized ergonomic assessments (currently offered virtually) and extensive resources for Ontario workers
• Treasury Board of Canada Ergonomics Fundamentals: Detailed guidance on workstation setup and ergonomic principles
• IHSA Musculoskeletal Disorders Resources: Industry-specific ergonomics guidance and training materials

Self-Assessment Tools

Employees can use these tools to evaluate their own workstations:

• Office Ergonomics Self-Assessment Checklist: Available through CCOHS, helps workers identify potential issues
• Workstation Setup Guides: Step-by-step instructions with diagrams for proper setup
• Discomfort Surveys: Help workers track and report areas of concern before they become injuries

Stretching and Exercise Programs

Regular stretching can prevent stiffness and reduce MSD risk. Encourage employees to:

• Perform gentle neck rolls and shoulder shrugs throughout the day
• Stretch wrists and fingers every hour during computer work
• Do standing back extensions to counteract prolonged sitting
• Practice ankle and calf stretches during standing work
• Take brief walking breaks to promote circulation

Many workplaces have found success with workplace stretching programs, providing 5-10 minutes of guided stretching at the start of shifts or during scheduled breaks.

When to Seek Help

Employees should be encouraged to report ergonomic concerns early. Seek help from your employer, supervisor, or occupational health professional if you experience:

• Pain, numbness, or tingling that persists beyond a work shift
• Discomfort that interferes with work tasks or daily activities
• Weakness or reduced range of motion
• Symptoms that return each day or worsen over time

Early intervention is key—minor adjustments made promptly can prevent serious injuries.

Measuring Program Success

To demonstrate the value of your ergonomics program and identify areas for improvement, track these metrics:

Leading Indicators

• Number of ergonomic assessments completed
• Percentage of employees trained
• Number of ergonomic improvements implemented
• Early reporting of discomfort (a positive indicator)
• Employee satisfaction with workstation comfort

Lagging Indicators

• MSD injury frequency and severity rates
• Workers' compensation costs for MSDs
• Lost-time days due to MSDs
• Modified duty assignments
• Productivity metrics (where applicable)

Taking Action This October

National Ergonomics Month provides the perfect opportunity to launch or reinvigorate your workplace ergonomics program. Consider these action steps:

For Employers and Safety Managers

1. Conduct a Gap Analysis: Assess your current ergonomics program against best practices
2. Prioritize High-Risk Areas: Focus initial efforts where injuries are most common or severe
3. Engage Employees: Involve workers in identifying problems and developing solutions
4. Allocate Resources: Budget for ergonomic equipment, training, and assessments
5. Set Measurable Goals: Establish targets for injury reduction and program implementation
6. Communicate: Use October to raise awareness through posters, emails, lunch-and-learns, and demonstrations
7. Partner with Experts: Consider bringing in ergonomics consultants for complex assessments

For Employees

1. Assess Your Workstation: Use self-assessment tools to identify issues
2. Request Adjustments: Speak with your supervisor about ergonomic concerns
3. Take Active Breaks: Implement the 20-20-20 rule and regular movement breaks
4. Learn Proper Techniques: Review lifting and workstation setup guidelines
5. Report Early Symptoms: Don't wait for pain to become severe
6. Participate in Training: Attend ergonomics sessions offered by your employer

Conclusion: Investing in Long-Term Health and Productivity

As we observe National Ergonomics Month this October, remember that ergonomics is not a one-time project but an ongoing commitment to worker health and safety. The 42% of WSIB claims attributed to MSDs, the $115 million in annual direct costs, and the 5 million affected Canadian workers all point to a clear need for action.

A strong ergonomics program protects your most valuable asset—your people—while delivering measurable improvements in productivity, quality, morale, and your bottom line. Whether you're just beginning to address ergonomic hazards or looking to enhance an existing program, the resources and strategies outlined here provide a roadmap for success.

This October, take the first step toward creating a workplace where people can perform at their best without sacrificing their health. Your employees, your organization, and your future self will thank you for it.

Additional Resources

• Canadian Centre for Occupational Health and Safety - Ergonomics
• WSIB - Prevent Musculoskeletal Disorders
• CRE-MSD Prevention Guidelines
• OHCOW - Workplace Ergonomics
• IHSA - Musculoskeletal Disorders
• Canada Occupational Health and Safety Regulations - Part XIX