Taking care of ergonomics: one library's experience.
C. Lyn Currie, Laurel Ritmiller and Dan Robinson
Paper presented at the CLA/CACUL session: Ergonomics or else.
Victoria, CLA Annual Conference, June 1998
Table of Contents
Introduction
The Work Environment
Occupational Health Problems
Review of Literature
Library Management's Response
The Ergonomic Analysis
Design Recommendations
Follow Up Evaluation
Outcomes
Conclusions
Our Successes
Lessons we learned... What we would do
differently
Works Cited
Introduction
Ergonomics, the study of how we interact with our physical
environment, has assumed an importance in libraries with the increasing
incidence of musculoskeletal injuries. These injuries include repetitive
strain injuries (RSI), repetitive motion injuries and cumulative trauma
disorders (CTD) such as tendinitis and carpal tunnel syndrome (Summer
84). Within the library environment there is a growing awareness of
ergonomic issues and the literature reflects the concerns with
workstation design, purchase of ergonomic equipment and furnishings,
posture and work habits, development of ergonomic programs and staff
training in ergonomics (Wilkinson, Switzer, Chadbourne).
This case study reports on the experience of the Education Library at
the University of Saskatchewan in dealing with some significant
ergonomic issues in the workplace and describes the measures taken by
the Library to identify what contributed to the problems experienced by
staff, to determine what changes were needed - organizational,
procedural and physical and to plan and implement the required changes.
In most other library studies the focus has been on the ergonomics
associated with the use of computers and in particular keyboard tasks.
Our project concentrated on two other areas of library work, shelving
and Circulation Desk duties, which were associated with the occurrence
of injuries amongst our staff. The part played by the three key players
- the library staff, library management and the external consultants in
a fully participative process, was integral to the success of the
project.
The Work Environment
The Education Library, one of 7 branch libraries of the University of
Saskatchewan Libraries, serves the information and research needs of the
College of Education and the Department of Music. The library has 3 main
collections:
-
the Education/Music stacks - resources related to the theory and
philosophy of education and teaching methodology and music resources
including scores and CDs;
-
the Curriculum collection of print and audiovisual materials
supporting the K-12 curriculum in Saskatchewan schools;
-
an Historical Textbook collection of textbooks authorized for use
in Saskatchewan schools since the mid 1800's. These collections house
approximately 148,200 monograph and serial volumes, 628,796 microforms
and 56,648 audiovisual items.
In the 1997-98 academic year the Education Library served 1,734 students
in education and music programs and 74 education and music faculty plus
sessional lecturers. Annual circulation statistics were 202,199 in
1997/98. The library is staffed by 2.4 librarians, 9.5 library
assistants and 7 student assistants. The library provides facilities for
research and study with 10 computers for public access to the libraries'
catalogue, electronic databases and the Internet and individual and
group study space for 355 patrons. The library provides 17 music
listening carrels equipped with compact disc players, cassette recorders
and record players. Video, slide and filmstrip preview equipment are
also provided as are photocopying and microform reader/printer
facilities.
Occupational Health Problems
By the summer of 1996 at least six of the Circulation staff of the
Education Library had either been diagnosed with or showed symptoms of
some form of physical stress or discomfort. The health problems of staff
included tendinitis, severe strain to wrists, forearms and elbow joints
and carpal tunnel syndrome. These injuries are known collectively as
repetitive strain injuries, repeated trauma disorders or cumulative
trauma disorders. The terms refer to the group of musculoskeletal
disorders involving injuries to the tendon, tendon sheaths, and related
bones; and the muscles, ligaments and nerves of the hands, elbows, arms,
shoulders, neck, back or legs (Thornton 9).
Kusack's observation that carpal tunnel syndrome and related
repetitive strain injuries are removing employees from their jobs and
requiring hours of rehabilitative therapy and sometimes surgery was
supported by the Education Library experience (56). One staff member had
received surgery. Another had been off work on compensation leave for
more than a year while receiving treatment on an extended rehabilitation
program and had only recently returned to work through a managed
return-to-work program. Six other staff members had resorted to wearing
wrist or forearm braces or supports as a therapeutic or preventive
measure.
Recognizing that awareness and prevention are the best strategies to
minimize injuries, the library management had introduced a number of
preventive measures including the purchase of ergonomic workstations and
chairs for each employee, multi-tasking to vary the tasks performed, job
rotation and ergonomics training for staff. With the increasing
incidence of injuries the following initiatives were introduced:
-
an additional library assistant position was added to the ranks of
staff undertaking shelving and circulation duties. It was thought that
another staff member added to the roster would further distribute and
therefore reduce the shelving and Circulation Desk activities for each
staff member.
-
the length of the Circulation Desk shifts was reduced from 2 hours
to 1 hour for all Circulation Desk staff at the suggestion of the health
professionals involved in negotiating the return-to-work program for one
of the staff. It was a strategy that was applied to all staff in the
interests of equity. This helped reduce the sustained time spent on
repetitive actions at the Circulation Desk.
-
all book trucks were loaded on the top 2 shelves only to reduce the
push-pull force required to move the trucks.
-
a training workshop conducted by an occupational therapist covering
good practices for shelving, lifting, bending, etc. was offered to all
staff. A second session focussed on work station design and prevention
of repetitive strain injuries at the keyboard. It was evident however
that educating staff in correct work practices as well as introducing
these changes did not resolve the problems staff were experiencing.
Ultimately the matter was raised by the union on behalf of all library
support staff. In this, the University of Saskatchewan Libraries'
experience was similar to libraries elsewhere. Kusack observed that
awareness of the problem within collective bargaining units was rising
and it was not surprising that employees and their unions looked to
management to take active measures to reduce worker injuries (59).
It was generally believed that factors associated with both shelving and
Circulation Desk activities had contributed to the injuries sustained by
staff. Amongst the shelving duties the factors were:
-
widespread use of wire bookends which clip into the top of the
shelf;
-
overcrowded shelves requiring constant shifting of resources in
order to shelve daily;
-
too much sustained time each day on shelving duties;
-
shelving of large and heavy resources (especially music scores and
bound journals) onto top shelves; and
-
pushing of overloaded book trucks were all identified as
contributing to the physical stress and discomfort.
-
In performing Circulation Desk duties, the contributing factors
were:
amount of sustained time each day performing repetitive actions at the
Circulation Desk;
-
inefficient design of the Circulation Desk (See Figure 1)
contributing to impeded workflow and multiple handling of materials;
and
-
frequent lifting of heavy book bins from floor to the campus mail
distribution point.

Review of the Literature
A search of the literature to see what others had attempted in
similar settings was conducted. The increase in musculoskeletal injuries
and subsequent consciousness about ergonomics has given rise to a large
body of literature describing workstation design, programs for
prevention and treatment of RSI, exercise routines, and guidelines for
posture and handling of materials. Surveys of ARL libraries in the past
5 years (Summer, Thornton) revealed that ergonomics has become an
important matter for libraries. A number of libraries have formed
ergonomics committees tasked with workstation evaluation and design and
the development of education and training programs. Much of the focus
however has been on the occupational health factors associated with
keyboard use with little attention to the work carried out at the
Circulation Desk. Kusack's survey of 58 large public libraries did
report 8 cases of injuries amongst circulation clerks responsible for
sensitizing and desensitizing library materials (58). He identified the
nature of the work, the amount of time spent on a single task, incorrect
workstation design and poor work methods as contributing factors to
potential injuries. Seaman's case study described how the University of
Colorado Library successfully incorporated ergonomic concerns into the
Circulation desk design. It is one of the few reports of efforts to
redesign and reconfigure work areas such as Circulation desks to address
ergonomic considerations.
Library Management's Response
In the summer of 1996 a number of initiatives were undertaken by the
library management to address the situation in the Education Library.
This was done in four steps:
-
Examine the state of the collection Since many of the staff
injuries were sustained as a result of shelving activities, we took a
critical look at the state of the collection and the congested shelves
which demanded almost constant shifting of resources to simply shelve on
a daily basis. Three separate actions were taken:
-
Replace bookends: The wire bookends used extensively throughout the
collection required staff to exert considerable force to squeeze the
bookends for repositioning. The effort and action required was
identified as a contributing factor to the wrist problems experienced by
staff. These were withdrawn from use and a market search was initiated
for a suitable replacement. What we bought were Brodart extra wide
reinforced book supports with a high back and a cork base. These provide
good support particularly for large and heavy items such as bound
journals and oversized music volumes. More importantly they are easy to
handle and move and ensure a firm, non-slip support.
-
Weed the collection: We embarked upon a major weeding project over
a 4 month period which resulted in 5,000 volumes being removed from the
collection. This created much needed space on the shelves and provided
us with the opportunity to spread out the collection allowing sufficient
room per shelf for items to be reshelved without requiring daily
shifting of resources.
-
Increase the shelving allocation: The library was facing a planned
expansion of its collection coverage to include music resources which
were being transferred from another library location. Since a major
reorganization of the collection would need to occur to accommodate the
music collection this provided the opportunity to plan for an expansion
of the existing education collection. Additional shelving was ordered
with estimates of shelving requirements based on a maximum shelf
occupancy of 66%. This planned allocation of resources per shelf ensured
that little if any shifting is required on a daily basis. The library
also calculated the shelving requirements to avoid using the top shelf
in certain areas of the collection where large/folio sized publications
were held. In these areas only 4 shelves per bay were used instead of
the customary 6.
-
Assessment of shelving workload.
Having made improvements to the state of the collection, we then
considered the shelving workload of staff to see what issues we could
address here.
-
Two hour limit to the shifts for shelving resources.
-
Reduce the daily shelving requirement on staff. The library had
traditionally used a casual staffing budget to employ student workers to
shelve resources, serve on the Circulation Desk evenings and weekends
and for other duties as assigned. We decided to reassign all the
shelving duties to the student assistants. This meant that our full time
support staff could be relieved of the majority of shelving duties for
most of the year. They would be required to shelve only on an as-needs
basis and during the much quieter intersession and summer sessions. As a
consequence of this decision we then needed to negotiate with the full
time staff to assume the evening and weekend Circulation Desk shifts
previously worked by casual staff. It took some time to arrive at staff
acceptance of this trade-off.
-
Review of circulation desk practices.
It was apparent from the outset that the range of activities at the
Circulation Desk required a thorough assessment in particular those
repetitive actions which staff routinely performed. The methods used to
handle resources, the work flow, traffic patterns and the physical
arrangement of the work space all needed to be examined with specific
attention to the ergonomics of the workplace. This need was exacerbated
by the reassignment of staff from shelving duties to more hours at the
Circulation Desk (during evenings and weekends). As an initial step, the
library management invited staff of the university's Occupational Health
and Safety Unit to make an ergonomic assessment of the Circulation Desk
area and make recommendations for change. From a period of observation
of work practices conducted by this unit some suggestions concerning
possible changes to the work space and the physical facilities were
made. There was however an increasing awareness that within the
university we lacked the expertise to effectively assess the situation
and determine the appropriate solutions based on sound ergonomic
principles. The library management decided to commission a more
extensive ergonomic evaluation of the Circulation Desk by external
consultants.
-
Commission a study by external consultants.
Recognizing that the problems experienced in the Education Library were
not unique and were likely to be experienced in other libraries both on
campus and elsewhere, the University of Saskatchewan invited
participation from the University of Regina Library in the study. We
decided to set up a consultancy to "develop tangible, measurable
improvements that would reduce work-related injuries and discomfort
among library staff" (BC Research Inc, 1997). Certain criteria had to be
met by any consultancy for the project to succeed. They included:
-
The process to be used had to be participative, involving staff
fully at every stage of the study. The staff had already demonstrated
their willingness and disposition towards dealing with their own
problems and had been diligent in their observation and practice of good
work habits.
-
The consultants needed to be knowledgeable about ergonomic matters
and the "human factors" involved in order to be credible and acceptable
to staff. Establishing their credentials and authority was important
particularly in light of the recognition that university personnel who
had already looked at the "Education Library problem" lacked the
expertise.
-
There needed to be demonstrated expertise in and understanding of
ergonomics in a library environment.
-
The approach taken by the consultant should educate university
personnel. The consultancy was to be viewed as a training/development
opportunity for staff from the Occupational Health and Safety units of
both universities. OH&S personnel were to be involved as observers
in order to learn from the consultants and acquire some knowledge and
expertise thus retaining this expertise on campus.
Identifying an appropriate consultant with the ergonomics expertise
and the experience in a library environment proved to be the next
hurdle. The University's Occupational Health and Safety unit was
instrumental in discovering a British Columbia firm who had worked with
the Vancouver Public Library during the design phase of their new
library. BC Research Inc. was commissioned to perform ergonomic and
workflow analysis of the Circulation Desk to determine the risks and
inefficiencies and recommend changes to the design of the circulation
area.
The Ergonomic Analysis
The technical evaluation performed by BC Research focused on risk
factors associated with musculoskeletal injury (MSI), work flow, and
traffic patterns within the circulation area. A baseline assessment was
performed to provide a quantifiable reference point from which to
evaluate the effectiveness of future changes to the circulation area. A
questionnaire was administered to library staff to establish baseline
data on body part discomfort (Corlett and Bishop) and to elicit
perceptions regarding aspects of work in the circulation area that were
likely contributing to discomfort or inefficiency. The questionnaire
also invited suggestions for improvement to the design of the
circulation area. Staff responses to the questionnaire generated
valuable information on existing issues and potential solutions to
improve both comfort and process flow.
A technical assessment of tasks, traffic and materials flow within
and around the circulation area was performed. This included a detailed
"task analysis" to identify and prioritize ergonomic risk factors
associated with job tasks in circulation. In addition traffic and
material flow was characterized using "link analysis" techniques to
identify inefficiencies and critical links between areas or tasks.
During the onsite analysis, traffic patterns within the circulation
area and between the circulation area and other library areas were
documented to identify inefficiencies (excessive distances or obstacles)
and high traffic areas (nodal crossings or high frequency paths). The
sequential activities required to perform specific tasks were documented
by observing several different staff members performing each task over a
four day period. Variation in task requirements and flow, as well as
variation between individual staff, were considered at different times
of day on both weekdays and weekend days. Activities were functionally
categorized as operation, inspection, transport, delay, or storage. The
efficiency of the work flow was then evaluated relative e to the
complexity of the activity sequence and by the rationale for transport
and delay functions. Circulation area tasks were assessed in terms of
risk factors associated with MSI, including: force; repetition; awkward
joint posture; frequency; duration; and use of equipment. Library staff
were interviewed to discuss their experiences and perspectives on the
circulation area.
The onsite evaluation was used to generate design recommendations
that would help mitigate identified risk factors and inefficiencies. The
specific design recommendations evolved as a result of a three stage
process which incorporated aspects of the technical ergonomic
evaluation, general ergonomic guidelines and preferences of library
staff. Several alternative work station layouts for both the check-out
and the check-in areas were generated. The design concepts and rationale
for modifications were presented to library staff to obtain their
feedback and to encourage an active role in testing some of the ideas
through simple "mock up" exercises. This included testing spatial
concepts by taping floor areas and arranging book trucks to represent
shelf configurations as well as exploration of the direction of work
flow (left to right or right to left). Testing concepts through mock ups
helped identify unforeseen problems, assisted in fine tuning concepts
and increased the probability of success during the implementation
phase. Library staff participated in two additional round table
discussions to further explore requirements and options. Through this
process library staff consolidated their requirements with some of the
initial design concepts into a proposed layout of the circulation area.
This preferred design incorporated components of the ergonomic
evaluation, staff preferences and experience as well as planned changes
to office areas, work patterns and library circulation. The staff's
preferred design was presented as such in the BC Research final report
to the library administration.
Design Recommendations
Some of the general ergonomic guidelines incorporated into the design
of the circulation area included the following:
-
Reach envelopes were designed to ensure that the smallest
individual was able to reach necessary items (thus ensuring larger
individuals are also accommodated) High use items were placed within
approximately 40 cm of the counter edge and occasional use items within
65 cm of the counter edge.
-
Workstation/counter height is generally based on the type of task
being performed. For library circulation work the recommended height for
counters was set at 92 cm.
-
Safe lifting occurs between shoulder and knee heights. Book crates
were placed for lifting from a shelf above knee level (>60 cm).
-
Adjustable keyboard trays were located just below the counter level
and were large enough to accommodate the keyboard and mouse typically a
minimum width of 66 cm and minimum retracted depth of 23 cm (plus length
required for tray glides beneath the counter).
-
Monitor height was set so as to present the top of the computer
screen at approximately standing eye level. (Human eyes can comfortably
scan 30-45 degrees below the horizontal line of vision without requiring
forward neck flexion).
-
Counter width in the cutaways of the check-out area was set at 45
cm to allow library patrons to present library materials within easy
reach of staff. The counter width on either side of the cutaway areas
was set at 90 cm.
-
Work surfaces were cleared of computer components in order for work
to flow through the computer work station effectively. All peripherals,
cabling and keyboard mouse and wand were relocated under the counter to
provide a clear uncluttered work surface.
Follow up Evaluation
BC Research performed a follow up analysis approximately three months
after completion of renovations to the circulation area. The technical
evaluation was repeated to determine whether there was a reduction in
MSI risk and discomfort, and whether there was a positive effect on work
and traffic flow. The results indicated that the design changes to the
Circulation area resulted in more efficient material flow, as well as
decreased risk for MSI and reported body part discomfort. Staff also
indicated a high rate of satisfaction with the new design, particularly
in terms of decreased physical stress as well as improvement to patron
service. Responses from the follow-up body part discomfort questionnaire
and focus groups indicated a decrease in the severity of body part
discomfort in the upper extremities and neck area. Where discomfort was
present, there was a greater delay between start of work and pain onset
and reduced pain duration after work. It is expected that these levels
of discomfort will continue to decrease with time as staff members
physically adjust to the new design.
Overall, the benefits from the new design included:
-
improved access to equipment, allowing better physical postures and
reduced stress;
-
decreased manual handling of materials throughout the
process;
-
shorter and more direct transfer links for processing materials
through the discharge and check out systems;
-
increased adjustability in equipment and processes to meet the
capabilities of all staff members;
-
increased variety in tasks to address repetitive physical actions
leading to MSI; and
-
decreased requirements of repetition, force and awkward postures in
all tasks associated with the circulation area.
As part of the final evaluation, BC Research provided additional
recommendations, including adjustments in the circulation area design,
staff training options to promote personal intervention strategies, and
the inception of an ergonomics program to continue addressing issues of
MSI in a proactive and participatory manner.
Outcomes
It took 18 months for the study and recommendations to be implemented
and for work to begin on the redesign of the Circulation Desk. The
significant achievements of the project were the ergonomically improved,
re-designed Circulation Desk; the improved functionality at the
Circulation Desk; and the transformation of the staff through their
involvement in the process.
Re-design of the Circulation Desk
The key features of the new Circulation Desk (see Figure 2) which
staff liked the most included the following:
-
Installation of new sensitizer/desensitizer units in the desktop
replacing the old 3M 955 model bookcheck units which were housed on a
shelf under the counter. This eliminated the action of bending to
desensitize each item on checkout. Although the consultants' recommended
installation of the 3M desensitizer units flush mounted with the counter
we chose the 3M Model 966 in counter bookcheck for its dual
functionality as a sensitizer/desensitizer unit. Unfortunately this unit
extends above the counter so does create some obstruction to materials
flow across the counter.
-
Installation of height adjustable keyboard trays for the keyboard
and mouse. This accommodated the keying needs of staff ranging in height
from 5'2" to 6'.
-
Clear countertops. We removed the keyboards and mouse from the
countertop to the adjustable keyboard trays and relocated the barcode
wands to brackets below the counter at "hip height" within easy reach of
staff. This uncluttered countertop free of equipment and cords allowed
for easier handling and movement of resources across the counter.
-
Creation of cut-away counters to bring library patrons closer to
staff. Reducing the width of the counters at these cut-aways served to
direct patrons to that area of the Circulation Desk for service. The
narrower counters (45 cm) reduced the arm extension and forward reaching
required by staff to receive items from patrons.
-
Construction of a cart on wheels to accommodate book bins used to
store resources in transit to other libraries. This eliminated the
practice of storing bins on the floor and the bending required to lift
these.
-
Reorientation of check-in station. The check-in workstation was
moved to the front counter corner and oriented to provide direct line of
sight to the check-out area. This simplified the processing of returned
materials, introduced a unidirectional flow of resources from the return
bin through the wanding, keying and resensitizing operations and onto
book trucks awaiting shelving. This new arrangement created more room,
significantly improved workflow and streamlined work processes with
reduced amount of material handling.
-
Customization of desk drawers and shelves to accommodate specific
requirements such as deep drawers (38.75 cm) to house headphone sets, CD
and video cases. These high use items were relocated to drawers or
shelves directly below the counter in the primary work area. This
reduced travel required to retrieve items from their former location on
back shelves or other counters.
-
Installation of a computer workstation built-in to the desk. This
workstation previously located behind the Circulation Desk required
staff to sit with their back to patrons while working at the computer.
There were many other aspects of the new circulation area such as
improved lighting over the reserve collection, installation of gates to
close off access to the desk area and rearranged shelving for the
reserve collection all of which improved the work environment for
staff.

Improved functionality
Given the redesigned Circulation Desk, staff realized they could
change the way they were performing the various tasks. The customary
practices at the Circulation Desk became the subject of much discussion
about how to do things differently to accommodate the changes at the
desk. Often it involved a procedural change such as deciding to stack
and wand a pile of books and desensitize them in batches as opposed to
the former practice of wanding and desensitizing each book separately.
By moving the check- in station to the front counter staff could choose
to service a patron at the check-in station without physically moving to
the check-out stations. The design of the new check-in station tended to
promote greater variety in the sequencing of task components. For
example resensitizing materials prior to wanding was observed at the new
station - something that was not prevalent in the original check-in
station. (BC Research Inc, 1998). Another decision involved separating
the Holds function from the Reserve function and shelving these Hold
books on shelves adjacent to the check-in area.
Library Staff Contribution
From the outset the project to address the ergonomic issues at the
Circulation Desk was conceived as a joint effort on the part of the
library staff and the management. Eissenger and Rick concluded that
working within a cooperative rather than an adversarial environment can
allow the fullest use of new technologies where productivity and a
healthy environment coexist (162). Two staff were appointed team leaders
and tasked with coordinating the input of staff and liaison with Library
Management and Facilities Management staff. All staff who worked at the
Circulation Desk were involved at every stage of the consultation.
Staff:
-
responded to questionnaires administered by the consultants to
determine areas of physical stress experienced by the workers;
-
participated in the focus group meeting to identify and discuss
problems experienced in the conduct of their work;
-
performed circulation activities while the subject of observation
by the consultants;
-
reviewed the draft report with recommendations of the consultants
and translated these into an action plan;
-
trialled various options for changes to the work area;
-
developed their own recommendations for change which were
incorporated into the consultants' final report as the Preferred Staff
Option; and
-
assumed the role of "project supervisors" as the work to redesign
the Circulation desk progressed. This involved casting a watchful eye
over the construction work and the installation of equipment and
identifying potential problems as they became apparent.
What happened during this participative process was an increasing
acceptance of responsibility for and ownership of the project on the
part of the staff. Switzer observed that creating a sense of ownership
and helping staff realize that their well being is important are key
elements to a successful ergonomics program (317). In our situation
staff became committed to ensuring those changes that were made
were:
-
Necessary.
Staff made the decision to adopt only those recommendations made by the
consultants which were considered to be "essential" to the occupational
health of staff. For example, staff were comfortable with the height of
the monitors and had not experienced any eye strain or neck strain from
inappropriate tilting of the head to read the screens. Ideally the
centre of the screen should be 7 to 10 inches below the horizontal line
of sight for the operators (Anshel 21). It was therefore decided to
leave the monitors sitting on the CPUs and not to proceed with ordering
height adjustable, swivel action monitor arms at the two check-out
stations. Staff were also very clear about the low level of leg/foot
discomfort experienced and decided not to introduce chairs or stools at
the Circulation Desk nor take up the suggestion to install a floor mat
to increase cushioning and reduce leg and foot fatigue.
-
Addressed ergonomic concerns.
Staff awareness of the ergonomics of the situation became evident and
each change made to the Circulation Desk or installation that was made
was scrutinized to ensure these concerns were addressed. For example,
the Facilities Management crew tasked with the construction work
developed in-house a keyboard tray to be used at the Circulation Desk.
These trays on installation were found to be too short to accommodate
the keyboard, mouse and barcode want. They were also not height
adjustable. A subsequent adjustable arm proposed for the keyboard trays
was rejected by library staff on the grounds that it required three
separate actions - an extended reach underneath the counter to locate a
lever, a grasp and pull action to release a lever and a strong wrist
action to screw the keyboard into position all of which posed
difficulties for staff with wrist problems.
-
Did not create any new potential occupational health issues.
For example, when we were positioning the sensitizer/desensitizer units
and the monitors on the desk top, staff were alert to possible vision
difficulties presented by moving the monitors a sufficient distance away
from the sensitizer units to avoid interference. Since most of our staff
were over 40 or fast approaching it we could expect increasing
difficulties with changing focus - the normal decrease in the eye's
abilities to focus as we age (Anshel 21). It was important to keep the
monitors close enough to the operators to avoid eye strain for staff
peering at screens that were now further removed from the operator than
previously.
-
Would be applicable to other libraries.
The staff were aware that those changes made in the Education Library
would serve as a model for future changes and installations at other
circulation desks elsewhere in the library system. Library staff were
vigilant throughout the design stage (the Circulation Desk plans were
reviewed three times by staff and returned to the drawing board for
corrections and fine tuning) and during the construction phase out of a
sense of responsibility to their co-workers elsewhere to "get it right
in Education".
Through this project staff learned to work together as a team to
critically assess both their work practices and the physical arrangement
of the circulation area. Problem solving and consensual decision making
became the order of the day as staff reached agreement on the
requirement of the desk design. Individual staff members were also
presented with opportunities to undertake new tasks and develop/acquire
skills. Some latent talents were discovered in the process.
Conclusions
Did we address the ergonomic issues? It is still early days to
conclude that staff will no longer experience stresses and strains in
the performance of their work. In fact, it is unrealistic to expect that
staff who have sustained injuries in the past will ever be free of
stress in the workplace. We do know however that we have identified
those aspects of the performance of the work likely to contribute
stress. The physical changes we made to the circulation area have gone a
long way towards reducing the incidence of risk. The follow-up
evaluation conducted by the consultants three months after the
renovations confirmed to a large extent the changes that were made.
Staff reported a decease in body part discomfort after the design
modifications. We plan to conduct another evaluation in 3 to 6 months
time - after staff have had time to adjust to the new design and the
revised routines at the Circulation Desk. The costs of the project
included the following:
consultants' fees $25,711
Circulation desk renovations $22,630
equipment $11,051
bookends $11,162
lighting $ 1,253
shelving $ 31,924*
Total $ 104,730
* Not all shelving costs were directly attributed to the ergonomic
changes.
Our Successes
The real success of the project can be found in the changes
noticeable in staff. There is an increased awareness of ergonomic
considerations and a willingness to change work practices. Staff are
better informed, more vigilant about their work habits, disposed to seek
remedies to situations and to experiment with new ways of performing
their duties. They are concerned to use proper body mechanics for
lifting and transporting materials. Preventive measures are undertaken
such as wearing of wrist and arm supports, performing required exercises
and taking breaks from keyboard tasks.
Through the experience of the consultative process staff have learned
to problem solve and derive effective solutions to work problems. These
critical thinking and problem solving skills developed during the
planning and design of the Circulation Desk are now being applied to
other areas of their work.
There has been significant improvement in staff-management relations.
Staff have acknowledged the commitment by the library management to
improving their work environment. The management's response to this
situation facilitated changes to the work place but also informed and
educated staff about future work practices. This recognition of "good
will" has improved staff-management relations. Thornton reported a
similar outcome elsewhere noting the pleasure for staff that library
administration is encouraging them to learn more about preventing
work-related injuries (16). At the University of Saskatchewan, the
libraries moved from a situation involving a union grievance and class
action on behalf of all library support staff, to one in which a good
deal of respect for the part played by each party in the resolution of
the problem was engendered.
There is a general recognition that dealing with the ergonomics of
the workplace and ensuring the occupational health of the workforce is
not a one-time solution but a continuous process. It requires an ongoing
effort to monitor work performance, modify work practices and introduce
change as necessary. As Switzer observed, ergonomics training should not
be done once and then forgotten (317). Staff need refresher sessions on
how to adjust their chair and other equipment, how to pick up books, how
to lift and carry objects, and what to do if an injury occurs.
During the course of the project, we identified much that should form
the content of a staff training program. Our experience confirmed the
importance of training and refresher sessions for staff in ergonomic
awareness and in developing appropriate work practices and postures when
lifting and bending and when moving and handling resources. Ergonomics
and wellness issues have been forwarded to the Libraries' Staff Training
and Development Committee in the hope that these will generate a
framework for broad and systematic staff training.
Lessons we learned ... What we would do
differently
With hindsight, we acknowledge the importance of ensuring the
following steps:
-
Appoint a project manager to coordinate all phases of the design,
equipment purchase, construction and installation work, to supervise the
project and liaise with all parties - Library Staff, Library Management,
Facilities Management - including interior designer and workshop crew,
and commercial suppliers.
-
Negotiate a schedule for renovations/installations and agree on a
completion date.
-
Investigate equipment specifications more closely and incorporate
them into the designs and drawings prepared.
-
Liaise with consultants during design stage and equipment selection
phase.
-
Close the library during renovations if possible.
-
Increase the counter width at cut-aways from 45 cm to 50 cm. At
45cm the counter is too narrow to accommodate patrons' bags and library
resources. It is also too narrow for the drawers and cabinetry
underneath the counter.
-
Add a bag/backpack shelf in front of the counter for patrons to
use. This will prevent patrons depositing bags and wallets on the
countertop too close to the desensitizer units.
Works Cited
Anshel, Jeffrey. "Visual ergonomics in the workplace: how to use a
computer and save your eyesight." Performance and Instruction 33.5
(1994): 20-22.
BC Research Inc. Ergonomic design recommendations: Circulation area
of Education Library. Vancouver: BC Research Inc., Ergonomics and Human
Factors Group, 1997.
BC Research Inc. Ergonomic design recommendations: Circulation area
of Education Library. Follow-up evaluation. Vancouver: BC Research Inc.,
Ergonomics and Human Factors Group, 1998.
Chadbourne, Robert D. "Ergonomics and the electronic workplace."
Wilson Library Bulletin Jan. 1995: 24-26
Corlett, E.N. and Bishop, R.P. "A technique for assessing postural
discomfort." Ergonomics 19.2 (1976): 175-182.
Eissenger, Richard and Thomas W. Ricks. "Coping with repetitive
motion injuries in a large academic library." College and Research
Libraries News Mar. 1992: 161-162.
Kusack, James M. "The light at the end of the carpal tunnel." Library
Journal July 1990: 56-59.
Seaman, Scott. "Designing an ergonomic circulation desk: a case
study." LIBRES: Library and Information Science Research 7.1, 31 Mar.
1997.
Summer, Susan. "Ergonomics programs and activities in research
libraries." Library Resources and Technical Services 40.1 (1996):
84-92.
Switzer, Teri R. "Ergonomics: an ounce of prevention." College and
Research Libraries News May 1995: 314-317.
Thornton, Joyce K. "Carpal tunnel syndrome in ARL libraries." College
and Research Libraries 58 (1997): 9-18.
Wilkinson, Frances C. and Unver, A. "Workstation ergonomics and
computer calisthenics." Serials Libraries 25.3-4 (1995): 349-351.