27 October 2005 Reference No : NR/29/2005

Please click here for Speech by Mr Gan Kim Yong, Minister of State for Education and Manpower at the Occupational Health Best Practices Conference Cum Workshop on 8 November 2005 at Novotel Clark Quay Hotel.

No More Aches and Pains from Poor Office Ergonomics
New Standard for a More Comfortable and Healthier Work Place for All

1. Seven out of 10 working adults today suffer from back, shoulder and neck pains. Now thanks to the launch of a new standard that provides guidelines for good office ergonomics, we can say goodbye to aches and pains from poor work habits or badly designed workstations. Once the Code of Practice for Office Ergonomics or SS 514 is implemented, companies can expect better work attitudes, higher productivity and an improved quality of work life.
   
   
2. This new Singapore Standard offers recommendations for the design and improvement of work situations to make the office more comfortable and productive. It covers the fundamentals of office ergonomics, including physical, environmental and psycho-social elements. SS 514 was initiated by the Ministry of Manpower, and developed and published by SPRING Singapore (Standards, Productivity and Innovation Board).
   
   
3. So, what is office ergonomics? Put simply, ergonomics refers to the study of designing objects such as chairs, keyboards, and workstations such that they are aligned to the shape of the human body. Specifically, office ergonomics refers to the use of office furniture and equipment that promotes good posture and good work habits.
   
   
4. In today's society where many of us spend a significant amount of time in the office, good ergonomics is critical. The release of this standard is also timely since a majority of office workers suffer from health problems related to poor office ergonomics.
   
   
5. A 2004 survey by Singapore General Hospital (SGH) showed that 70% of working adults suffer some form of back, shoulder and neck pain. If left unchecked, such staff ills could cost businesses more as productivity falls and absenteeism and healthcare costs rise. Indeed, a study in the United States shows that following the implementation of an ergonomics training programme for office workers, ergonomics-related injuries dropped from eight injuries per 1,000 employees to three in 2002/2003. Total annual staff medical bills also fell dramatically by more than 70%, from S$30,010 per 1,000 employees to S$7,894 in the same year.
   
   
6. "By providing guidelines on the proper way of handling and using office equipment, this national standard helps workers to inculcate safe work practices and avoid unwanted health problems," said Mr Teo Nam Kuan, Group Director for Quality & Standards, at SPRING Singapore. "We encourage more organisations to use SS514 to enhance their work environment which, in turn can translate into higher job satisfaction and better work performance."
   
   
7. SS 514 was jointly developed by a Working Group (WG) appointed by the Technical Committee on Personal Safety and Ergonomics under the Singapore Standards Council. Chaired by Assoc Prof Lim Kee Yong, Chairman of the Ergonomics Society of Singapore, the WG includes experts from the Back Society (Singapore), CPG Consultants, Ergonomics Society of Singapore, Health Promotion Board, Ministry of Education, Ministry of Manpower and Nanyang Technological University.
   
   
8. The new standard covers:
   
   • The design and layout of workstations and equipment such as the height of tables, chairs and computers;
   • Work postures covering correct sitting positions and manual handling; and
   • Work environment such as lighting, noise and indoor air quality.
     It also provides a preliminary audit checklist to help organisations identify obvious ergonomics problems in the office. The Fact Sheet on the Code of Practice for Office Ergonomics has more details.
     
     
9. By adopting the standard, organisations can instil good posture and work habits. This will lead to fewer health problems related to poor ergonomics such as muscular aches and pains, visual discomfort and work stress, and ultimately, fewer days of absenteeism from work and lower healthcare costs. The end results are better work attitude, higher productivity and a more comfortable work life for office workers.
   
   
10. "The concise recommendations of SS 514 offer organisations clear guidance on the need to initiate an ergonomic intervention programme," said Assoc Prof Lim Kee Yong, Convenor of the Working Group and Chairman of the Ergonomics Society of Singapore. "Such a programme will ensure a healthier and higher quality of work life, as well as a sustainable productivity level. Appropriate implementation of the standard will help to reduce the high prevalence of eye strain, neck, head and back aches, which have been reported in recent years."
    
    
11. Mr Tan Kia Tang, Deputy Director, Hygiene and Risk Management Branch of Occupational Safety and Health Division, Ministry of Manpower, said, "This standard applies to a majority of employees in Singapore, particularly those working in office settings. It provides guidance on good work practices and correct posture for visual display or computer work. Employers can use the standard to help identify improper workstation designs for improvement. This will help to promote safety and health at work, and thus, enhance productivity."
    
    
12. Organisations such as The CapitaLand Group are supportive of the standard. CapitaLand engaged the Singapore General Hospital to conduct an ergonomics exercise in June 2004. To enhance the quality of work life at its offices in Capital Tower and Temasek Tower, the group bought new ergonomically designed chairs for some 90 employees in March this year. These chairs have seats, back and arm rests that can be adjusted according to individual needs.
    
    
13. CapitaLand's Senior Vice President, Human Resources/ Corporate Services, Mrs Sylvia Lee, said: "We are committed to creating a work environment that will enhance the performance and well-being of our staff. For this exercise, each employee had his workstation and posture evaluated by a physiotherapist, who also gave advice on how individual work spaces can be optimised. Employees were asked to vote for their preferred ergonomically-designed chair before we selected one to replace their old chairs. So far, we've received very positive feedback on this initiative."
    
    
14. ExxonMobil is another organisation which takes office ergonomics seriously. "Ergonomics is an important part of a holistic approach to well-being in the work place," said Ms Kim Ng, Industrial Hygiene Advisor, ExxonMobil Asia Pacific. "Having a standard on good ergonomic practices helps us to design work places that are more comfortable for staff. We put a lot of thought into the design of our work environment, taking into consideration factors such as lighting, noise, thermal comfort and furniture."
    
    
15. While the standard provides guidelines for a normal office setting, it can apply to the home as well. Other tips like sitting postures and manual handling can also be used by everyone. Mr Patrick Ker, Head, Occupational Therapy Department at the Singapore General Hospital, and member of the WG, stressed that good work practices such as sitting correctly can help reduce back and neck aches.
    
    
16. He added, "While employers have the responsibility to provide a good ergonomic environment, employees have to play their part by applying ergonomic principles in the work place. This standard can provide office workers with useful guidelines on how to achieve a better quality of working life."
    
    
17. Businesses who want to reap the benefits of good office ergonomics can purchase a copy of the standard from SPRING Singapore's Information Resource Centre, Level 4, 2 Bukit Merah Central, Singapore 159835. They can also order online via SPRING's eshop @ Singapore Standards eShop.
    

1. The Code of Practice for Office Ergonomics or SS 514, was initiated by the Ministry of Manpower and published by SPRING Singapore (Standards, Productivity and Innovation Board).
   
   What is ergonomics?
   
   
2. Ergonomics refers to the study of designing objects such as chairs, keyboards, and workstations so as to align them to the shape of the human body. Specifically, office ergonomics refers to the use of well-designed chairs, desks and keyboards, etc (basically everything you use when working at the computer) that promotes good posture and good work habits.
   
   
3. As many of us spend a significant amount of time on our personal computers (PCs) at work, good ergonomics at the work place is critical. By learning the proper way to handle and use office equipment, employees will be able to prevent undesirable health problems such as headaches, neck and shoulder pain.
   
   About the standard
   
   
4. SS 514 was prepared by the Technical Committee on Personal Safety and Ergonomics under the direction of the General Engineering and Safety Standards Committee. The standard is jointly developed by experts from the Back Society (Singapore), CPG Consultants Pte Ltd, Ergonomics Society of Singapore, Health Promotion Board, Ministry of Education, Ministry of Manpower and Nanyang Technological University.
   
   
5. This national standard is developed for users, employers and manufacturers responsible for the introduction of occupational health practices, as well as the specification and procurement of office equipment. It provides guidelines on the designs of work stations and office equipment, and work posture, manual handling and so on.
   
   
6. SS514 covers the fundamentals of office ergonomics, including physical (e.g design of office equipment and furniture), environmental (e.g inappropriate lighting) and psycho-social (e.g monotonous work) elements. Key recommendations include:
   
   
   1. Work Table
      The height of the work surface should be adjustable with an ideal height of 70 cm. There should be enough knee clearance and legroom to allow the worker to stretch out his legs. Equipment on the workstation should be laid out to minimise awkward over-reaching postures. Frequently used items such as your keyboard or mouse, should be within easy reach i.e. within arm's length or an average radius of 36 cm.
      
      
   2. Chair:
      The chair should be adjustable, stable and provide a good back support. The recommended chair height is between 35 and 50cm. The back rest should be slightly reclined at an angle between 100 and 120 degrees to reduce the pressure on the spine. Chairs should be fitted with five castors and be able to swivel smoothly.
      
      
   3. Computers:
      The monitor should be placed directly in front of the worker. The minimum screen size is 35.6cm or 14 inches. The top edge of the monitor should not be higher than the eye level. Input devices such as keyboard and mouse should be placed at the same level and allow users to adopt a natural hand position. The mouse should also be held loosely and the grip relaxed at frequent intervals to reduce strain. For extended work, a computer with separate monitor, keyboard and mouse should be used instead of a laptop.
      
      
   4. Sitting Work Posture:
      Sit in a slightly reclined and relaxed position with the back supported and the feet resting comfortably on the floor or foot rest. Avoid sitting in a fixed posture for long periods. Change position, stand up, stretch or walk around whenever you feel tired. Short pauses of 20 to 30 seconds may enhance productivity.
      
      
   5. Manual handling:
      Always use a trolley to move heavy and bulky objects. Such objects that are frequently used should be stored at waist level to avoid reaching below the knee or above the shoulder. If manual handling of heavy objects is required, employers should train their workers the correct method to avoid injury.
      
      
   6. Lighting and glare:
      Drapes or blinds at windows and skylights could be installed or walls could be treated with neutral tone colours to reduce glare and visual discomfort. In addition, monitors should be placed perpendicular to windows. The user should not sit with either the front or back to the window.
      
      
7. The standard also includes a preliminary audit that can help organisations to identify obvious problems in the work place, including workstation design, work environment, work posture and work practices. Employers can then work towards improving the problem areas.
   
   Benefits of the standard
   
   
8. SS 514 serves as a useful reference for every working adult, including engineers, consultants, health professionals, office workers, employers and managers. Employers can use the standard as a guide for the procurement of office equipment, and to use the checklist to gauge the occupational health and safety of their organisation.
   
   
9. By adopting the standard, organisations can instil good posture and work habits. This will lead to fewer health problems related to poor ergonomics such as muscular aches and pains, visual discomfort and work stress, and ultimately, fewer days of absenteeism from work and lower healthcare costs. The end results are better work attitudes, higher productivity and better quality work life for office workers.
   
   
10. In addition, the public will also find the standard useful to guide them on the positions and designs of study desks at home. There are also handy tips on how to safely carry heavy objects without injuring oneself.