Office Ergonomic Evaluations

Office Ergonomic Evaluations involve an ergonomic specialist visiting an employees office to evaluate their workstation and work environment, posture, equipment and tools used (e.g. table, chair, keyboard, mouse, etc.) to determine exposure to injury risk factors. The evaluation will encompass a review and observation of tasks commonly performed in the office environment including but not limited to, computer work (typing and using a mouse), data entry, filing, scanning, stapling, and general paperwork. 

Injury risk factors (which are the primary cause of pain, discomfort, and injury) include but are not limited to, awkward postures, force, repetition, duration, and contact stress. The identification of injury risk factors (or root causes of injury) is the foundation of an ergonomic evaluation. However, other factors are also considered and include but are not limited to; layout and flow of work, task efficiency and overall work processes, and environmental factors such as lighting, are also considered. 

After the ergonomics specialist completes the evaluation and identifies any risk factors present, recommendations will be provided to the employee to help minimize the exposure to injury risk factors and decrease the likelihood of injury, improve efficiency and productivity, etc. Modifications might include behavioral changes such as changes to posture, minimizing reach by pulling items closer to the body, properly adjusting existing equipment (e.g., monitor height), or purchasing new equipment such as a chair, keyboard, or height adjustable table. See below for additional details.

Office Ergonomic Evaluation

Before scheduling an ergonomic evaluation, review the details on Level 1 and Level 2 evaluations below.

Virtual/Remote Office Ergonomic Evaluation

 

More and more people are working from home, whether completely or on a hybrid schedule. Either way, considering the home office setup (or some other remote work environment), the same considerations on the setup, tools, and environment should be considered. Simply working where you can set a laptop is not recommended and can be problematic. Learn more by visiting our telecommuting and virtual/remote ergonomic evaluations webpage.

Ergonomic Evaluation Types

Two types of office ergonomic evaluations are currently offered and differ by the amount of detail provided. If you are unsure which evaluation is appropriate for you, select  Level 2 – Comprehensive Evaluation.


Level 1 Ergonomic Evaluation

A Level 1 Ergonomic Evaluation is a qualitative and concise evaluation that takes approximately 15 – 30 minutes. This evaluation involves the ergonomic specialist obtaining only very brief information from the employee regarding their work environment, workstation, tasks and tools. Identification of detailed injury risk factors is not comprehensive in this level of evaluation. Only a general discussion regarding the concerns identified and potential recommendations will take place.

During a Level 1 evaluation, the Ergonomic Specialist will observe and evaluate the employee while performing regular work for approximately 5 – 10 minutes. This allows for the identification of potential problems and the gathering any necessary information. The specialist will (likely) take pictures to document any identified risk factors, equipment used, inefficiencies, or other potential issues.

Using the data and information collected, the ergonomic specialist will have a discussion with the employee to summarize their findings and discuss potential solutions. Thereafter, a basic report for the employee will be provided. Employees can then distribute their report to appropriate individuals in their department at their discretion.

This type of evaluation may also be useful for employees who:

  • Have had an ergonomic evaluation of the same workstation in the past
  • Have good ergonomic equipment (e.g., height adjustable table, ergonomic chair, monitor arm, etc.)
  • Have attended formal Office Ergonomics Training in the past
  • Have confidence their workstation is well setup ergonomically (just need help with minor changes
  • Have a need for new furniture and would like to discuss workstation design and layout options (e.g., height adjustable table implementation).

For a more detailed evaluation and report that includes Risks, Injury Risk Scores, and Injuries broken down by body type, request a Level 2 Ergonomic Evaluation.

Overall time = 10 – 30 minutes (approximately)

It is not required to have a Level 1 evaluation prior to requesting a Level 2 evaluation.

To request an evaluation, please complete the – Office Ergonomic Evaluation Questionnaire/Form.


Level 2 Ergonomic Evaluation

A Level 2 Ergonomic Evaluation is a quantitative and comprehensive evaluation that takes between approximately 45 – 60 minutes. An ergonomic specialist will visit the requesting employee’s work site/office and provide a detailed ergonomic evaluation of the employee’s workstation, work environment, tasks and tools used. A detailed discussion regarding the injury risks and other concerns identified and potential recommendations will take place.

A Level 2 Ergonomic Evaluation is a quantitative and comprehensive evaluation that takes between approximately 45 – 60 minutes. An ergonomic specialist will visit the requesting employee’s work site/office and provide a detailed ergonomic evaluation of the employee’s workstation, work environment, tasks and tools used. Identification of injury risk factors is detailed and comprehensive in this level of evaluation.

During a Level 2 evaluation, the ergonomic specialist initially will speak with the employee and ask any additional questions not addressed in the ergonomic evaluation questionnaire/intake form completed by the employee. Then, the specialist will ask the employee to perform regular work in real-time so that observation and analysis can take place. This observation time allows the specialist to identify any exposure to injury risk factors (including but are not limited to force, frequency, duration, awkward posture and contact stress), and gather any other necessary data (e.g., desk height, monitor distance, illumination levels, etc.) to determine the level of exposure. Environmental factors such as lighting and noise will also be evaluated (where applicable).

During the observation period, pictures and/or video of the job tasks performed will be taken which allows the specialist to document any identified risk factors, equipment used, inefficiencies, or other potential problems. Pictures are also used in the ergonomic evaluation report unless noted otherwise. Observation and evaluation of work performed, gathering of measurements, etc., lasts anywhere from 5 – 30 minutes (on average). (Observation times will vary depending on the situation and job tasks performed. In cases where the ergonomic evaluation is due to a work-related injury, the observation time will very likely exceed 30 minutes and may exceed 60 minutes).

Using the data and information collected, the ergonomic specialist will conclude the observation and evaluation by discussing their findings with the employee as well as go over their ergonomic evaluation report. The specialist will discuss and educate the employee on their injury risk and ergonomic risk evaluation scores (which are broken down into 6 areas of the body), the likely cause of exposure, as well as potential solutions which can help minimize the risk for injury. Employees can then distribute their report to appropriate individuals in their department at their discretion.

A Level 2 evaluation can be requested in place of a Level 1 ergonomic evaluation if an employee wishes to have a more detailed and comprehensive evaluation of their workstation. 

This type of evaluation is useful for employees who:

  • Have had a Level 1 evaluation and need additional assistance
  • Have discomfort or pain
  • Simply wish to have a more detailed evaluation of their workstation

A Level 2 evaluation is recommended for employees uncertain of which evaluation to request as it will cover each aspect of the workstation setup in detail and help ensure injury risks are minimized as much as possible. A Level 2 evaluation is also required in most cases where a work-related injury has taken place and the employee’s physician has requested an ergonomic evaluation be completed.

Overall time = 45 – 60 minutes (approximately).

*As mentioned above, along with observation, the ergonomics specialist will take photos/videos of the employee performing regular office job tasks. Photos are extremely valuable in documenting and illustrating an identified injury risk factor, the workstation setup, and work environment for future reference as well as to provide the employee and/or supervisor education and awareness. Photos will only be used by the ergonomic specialist and will be included in the ergonomic evaluation report. At the minimum, a photo of the desk, chair, etc. will be taken. Photos will not be used for other purposes unless prior consent is granted. (For preventive evaluations, if pictures are not preferred, please notify the ergonomic specialist prior to the evaluation. For evaluations that are due to a work-related injury, pictures are required.)

To request an evaluation, please complete the Office Ergonomic Evaluation Questionnaire/Form


Ergonomic Evaluations for Work-Related Injury

In the case of a report of a work-related of injury, the Level 2 evaluation process from above will be utilized along with similar and related physical demands analysis (PDA). Read more here – Understanding PDA and Ergonomic services

Photos/video will need to be taken as part of the evaluation process (and use of AI/Motion capture) and will be included in the ergonomic evaluation report, which will be provided to the Authorized Treating Physician (ATP), the CSU Workers’ Compensation team and CSU’s insurance company. Wearable equipment such as electrogoniometers may also need to be worn by the employee to gather precise data required for the workers’ compensation claim (this varies on situation and the part of the body reported as injured).

If an injured employee cannot perform their normal/regular job tasks (i.e., due to restrictions given by a physician), a willing co-worker can fill in. However, this individual would need to be okay with being observed for several hours, videotaped, etc. Along with observation, photos and videos, more detailed measurements may also be needed and may include but are not limited to grip force, weight lifted, the force to push/pull, reach distances, heights, etc. 

Please contact the ergonomics manager with questions.

Contact CSU Ergonomics
(970) 491-2724