A well-managed ergonomic process can increase productivity, while reducing your firm's exposure to costly and painful employee illnesses. To be effective, an ergonomic process must be aligned with the corporate culture and carefully planned to ensure the involvement of all stakeholders. Critical process components, such as metrics and management involvement, must be included at the outset of the process to ensure that ergonomic processes are effective and sustainable.

The following is a road map for implementing an effective ergonomics process.

1. Develop a Plan for Managing the Ergonomic Process

1.1 Identify and prioritize the ergonomic issues based on loss trend analyses, exposure assessments, and employee feedback

1.2 Consider all facets of an effective cost-control system, including pre-loss, post-loss, and medical management activities

1.3 Develop a process management plan to lay out the ergonomic improvement process in logical steps and assign reasonable target dates for each step

1.4 Model the ergonomic process after other management processes that are effective in your organization

1.5 Recognize the limitations of your organization in terms of staffing, resources, culture, and other internal constraints

2. Arrange for Executive Support and Participation in the Ergonomic Process

2.1 Establish an executive steering committee to provide the necessary resources and oversight of the process

2.2 Identify an executive "champion" to provide the necessary leadership

2.3 Develop an agreement on appropriate measurable goals for the ergonomic process and payback criteria for engineering projects

2.4 Develop a schedule for progress reports to the steering committee

2.5 Establish a budget for ergonomic engineering projects and/or streamline the project funding approval process

3. Take a Management Perspective

3.1 Clearly define the roles and responsibilities of all staff members

3.2 Provide frequent feedback on ergonomic activities and your progress on achieving the measurable goals to all staff members

3.3 Perform periodic audits of the ergonomic process and obtain feedback from the staff on a regular basis

3.4 Sell projects based on projected gains in productivity, efficiency, and quality in addition to the anticipated workers' compensation cost reductions

4. Organize an Effective Ergonomic Improvement Team

4.1 Create opportunities for participation by all departments and work shifts

4.2 Include staff members from all levels of the organization — hourly employees, supervisors, and managers — to view the operations from different perspectives

4.3 Provide training on ergonomics and team-building to create a system that works

4.4 Select initial team projects with high likelihood of success

4.5 Use the teams for results-oriented activities: ergonomic job analyses, employee training, behavior observations, etc.

5. Provide Ergonomic Training to All Staff Members

5.1 Customize the training to the needs and educational levels of each group

5.2 Train employees on early reporting of illnesses and behaviors that increase ergonomic stress

6. Manage the High Priority Ergonomic Risks in Your Operations

6.1 Prioritize your ergonomic risks by analyzing loss data, seeking employee feedback, and defining the risk factors associated with jobs or job tasks

6.2 Perform detailed ergonomic analyses for high-risk jobs or job tasks focusing on the primary ergonomic stressors

6.3 Involve employees and supervisors in the ergonomic analyses and brainstorming for ergonomic solutions

7. Establish an Objective Ergonomic Analysis Process

7.1 Define the process to be used for completing an ergonomic analysis for high-risk job tasks

7.2 Train selected staff members on the ergonomic analysis process

7.3 Include interviews of employees and supervisors in the analysis process

7.4 Videotape job tasks as part of the analysis

7.5 Define the ergonomic stressors for each job task

7.6 Review the results of the analysis with the employees performing the job task and modify the analysis based on their feedback

7.7 Maintain records of all analyses and ergonomic solutions that have been tested to document your efforts in case of future regulatory action or litigation

8. Create a Process for Developing Ergonomic Design Alternatives

8.1 Identify key staff members with the necessary information and expertise required for designing ergonomic interventions

8.2 Be sure to include the employees performing the job task (and their supervisors) in brainstorming, design, and testing activities

8.3 Perform brainstorming activities to develop a range of ergonomic intervention alternatives that can be prioritized and tested

8.4 Develop testing and evaluation protocols to collect objective and measurable data for evaluating the impact of the selected ergonomic interventions

8.5 Use off-line test stations when the ergonomic interventions will cause unacceptable production slowdowns

9. Develop a Medical Management Process for Cumulative Trauma Disorders (CTDs)

9.1 Identify top quality medical specialists who will follow conservative treatment protocols near your facility

9.2 Develop referral protocols for conservative treatment of repetitive motion cases, including methods for early identification and treatment

9.3 Train employees and supervisors to recognize and report early warning signs of CTDs

9.4 Track the treatment plans for employees undergoing treatment for CTDs

9.5 Establish return-to-work systems for managing employees with medical restrictions

9.6 Use on-site occupational therapy services where available and cost-effective

10. Manage Employee Behaviors that Create Additional Ergonomic Stressors

10.1 Identify common employee work habits and behaviors that increase exposures

10.2 Institutionalize job methods and mandate compliance with these methods

10.3 Train supervisors to observe employees for critical behaviors

10.4 Measure key behaviors frequently and publicize your progress on increasing safe behaviors

11. Measure the Impact of Ergonomic Interventions

11.1 Define specific measurable goals for ergonomic interventions

11.2 Include in the measurements: employee feedback, productivity, quality, scrap rates, and risk factor improvements

11.3 Establish protocols for collecting and reporting the data

11.4 Publicize the results using the measurement criteria

11.5 Celebrate successes

12. Implement Effective Orientation Procedures

12.1 Provide training on basic ergonomic concepts to all new employees

12.2 Provide training on the specific job procedures

12.3 Assign mentors for new employees to provide quick access to the "experts"

12.4 Monitor new employee behaviors and work habits and document your findings

12.5 Consider a work conditioning program for stressful production or assembly jobs

13. Consider Non-traditional Ergonomic Interventions

13.1 Focus on physical fitness

13.2 Consider stretching exercise programs

13.3 Investigate outsourcing non-critical operations

13.4 Create incentives for employee ergonomic innovations

14. Identify External Ergonomic Resources

14.1 Partner with critical suppliers and vendors

14.2 Seek advice from local medical professionals

14.3 Work with local universities

Benefits of an Effective Ergonomic Process
An effective ergonomic process can help improve business operations. Reductions in workers’ compensation costs, significant productivity gains, quality improvements, and reductions in rework and scrap costs can also drive positive bottom line results.

Increased Productivity: One food product manufacturer was able to increase productivity at a product packaging workstation by 25 percent after making modest modifications to the workstation (at a cost of less than $900 per workstation). Prior to the changes, the company was unable to fill some customer orders due to the bottleneck caused by this packaging line.

Fewer Workers' Compensation Claims: One paper product manufacturer documented a 96 percent reduction in lost-work-time claims over a three-year period after implementing their ergonomics program.

Reduced Number of Lost Work Days: A manufacturer of steel furniture implemented an ergonomics program and made some engineering changes in the workplace with some impressive results. This company went from 253 lost workdays from CTDs to no lost time from CTD cases four years later.

Lower Workers' Compensation Costs: Fewer claims and lost work days quickly translates into lower workers' compensation costs. One pulp and paper mill reported savings of more than $1.3 million in annual workers' compensation costs as a result of their ergonomic and employee fitness programs. This represented a 94 percent reduction in costs for this company.

Other Benefits: Additional benefits noted by clients have included:

• Improved quality as measured by fewer rejects, less scrap, and reduced rework
• Lower employee turnover and absenteeism rates
• Higher employee morale