Initial and Advanced Ergonomics Risk Assessment (ERA) at the Workplace

Ergonomics Risk Assessment (ERA) is a structured process designed to identify, evaluate, and control potential ergonomic risks in the workplace. The primary aim is to enhance employee well-being and improve system performance by minimizing the risks associated with physical work demands.

This includes factors such as awkward postures, repetitive motions, and exposure to environmental stressors. By conducting Ergonomics Risk Assessment (ERA), it will help organizations create safer work environments, reduce injury rates, and lower associated costs like medical expenses and compensation, while also improving overall productivity and employee satisfaction.

What is an Ergonomics Risk Assessment (ERA)?

Ergonomics Risk Assessment (ERA) is a critical process aimed at evaluating and mitigating risks that arise from ergonomic issues in the workplace. This process is essential for promoting a safe and productive work environment by addressing the physical demands placed on workers.

What is an Ergonomics Hazard?
An ergonomics hazard refers to any workplace condition or practice that may lead to musculoskeletal injuries or disorders. These hazards typically involve factors such as:

Awkward Postures – Positions that deviate significantly from the neutral body posture, such as twisting, bending, or reaching excessively.
Forceful Exertions – Tasks that require a high level of physical effort, including lifting, pushing, or pulling heavy loads.
Repetitive Motions – Performing the same movements frequently without adequate rest, which can lead to strain on muscles and joints.
Static Postures – Holding the same position for an extended period, such as prolonged sitting or standing, which can cause fatigue and discomfort.
Vibrations – Exposure to whole-body or hand-arm vibrations from tools and machinery, which can lead to long-term health issues.
Environmental Factors – Conditions such as poor lighting, extreme temperatures, or inadequate ventilation that contribute to discomfort and health risks.

Purpose
The main goal of ERA is to systematically identify and assess these ergonomic hazards and to implement measures that control or eliminate the associated risks. By doing so, organizations can enhance the safety and comfort of their employees, thereby improving productivity and reducing the likelihood of injuries.

Objectives
The key objectives of ERA are:

Identifying Risk Factors – Pinpointing ergonomic risks that could potentially harm employees.
Assessing Risk – Evaluating the probability and severity of harm resulting from these risks.
Implementing Controls – Recommending and applying appropriate measures to minimize or eliminate risks.

Scope and Application
ERA focuses on managing physical ergonomics in the workplace. It is applicable across various industries and is intended for use by employers, employees, and occupational health practitioners to effectively manage and mitigate ergonomic risks.

Key Components of ERA

Risk Identification – Identifying characteristics or conditions in the workplace that may lead to musculoskeletal injuries, such as awkward postures, forceful exertions, or prolonged static positions.
Risk Assessment – Evaluating the extent of exposure to these risk factors and the potential impact on employees. This is done using observational techniques, measurements, and detailed analysis.
Control Measures – Implementing strategies to reduce or eliminate identified risks. This could involve changes to workstation design, work practices, or the introduction of assistive tools and equipment.
Continuous Monitoring – Regularly reviewing and updating control measures to ensure they remain effective over time, and modifying the approach as needed based on new information or changes in the work environment.

By systematically addressing ergonomic hazards, ERA plays a crucial role in safeguarding employee health, enhancing workplace safety, and maintaining high levels of productivity.

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How is Ergonomics Risk Assessment (ERA) Conducted?

The ergonomics risk assessment is conducted in accordance with the principles outlined in the guidelines established by the Department of Occupational Safety and Health (DOSH), specifically the “Guidelines on Ergonomics Risk Assessment at Workplace 2017“.

Below are the steps or methodologies taken during the assessment.

The ERA process begins with meticulous planning and preparation. Led by our experienced ergonomist, the team coordinates closely with your organization to ensure all necessary resources are in place, including assessment tools, personal protective equipment (PPE), and documentation materials.

At this stage, we will ensure clear communication is established with your management, supervisors, and employees to outline the objectives, scope, and timeline of the assessment.

During the initial phase, our team conducts an Initial Ergonomics Risk Assessment (Initial ERA) to identify potential ergonomic hazards within your workplace. This crucial step serves as the foundation for determining whether an Advanced Ergonomics Risk Assessment (Advanced ERA) is necessary.

The outcomes of the Initial ERA will include the following key elements:

Initial ERA Table

Table 3.15: Initial ERA form

Risk factors	Total score	Minimum requirement for advanced assessment	Any Pain or Discomfort Due to Risk Factors as Found in Musculoskeletal Assessment
Awkward Postures	13	≥ 6	If YES, please tick [✔] which part of the body Neck [ ] Shoulder [ ] Upper back [ ] Upper arm [ ] Lower back [ ] Forearm [ ] Wrist [ ] Hand [ ] Hip/Buttocks [ ] Thigh [ ] Knee [ ] Lower leg [ ] Feet [ ]
Static and Sustained Work Posture	3	≥ 1
Forceful Exertion	1	1
Repetitive Motion	5	≥ 1
Vibration	4	≥ 1
Lighting	1	1
Temperature	1	1
Ventilation	1	1
Noise	2	≥ 1

If Initial ERA indicates that Advanced ERA is required, we will proceed with an advanced assessment to delve deeper into the ergonomic challenges at your workplace.

Advanced ERA shall constitute the following process or methodologies:

Step 1: Review of Initial ERA
Findings from the Initial ERA will be reviewed and evaluated on the adequacy of existing control measures. If sufficient, proceed; if not, more information is needed.

Step 2: Gather Additional Information
More data, such as MSD history, problem origins, work-related documents, and medical records will be collected to enhance the assessment and eliminate non-ergonomic factors.

Step 3a: Assess Ergonomics Risk Levels
Specific assessment tools to evaluate ergonomic risks based on the risk factors identified will be used. The tools such as Rapid Upper Limb Assessment (RULA), Rapid Entire Body Assessment (REBA), Manual Handling Assessment Chart (MAC), and etc. may be used depending on identified factors.

Step 3b: Assess Workstation Configuration
If issues stem from workstation design, evaluate and reconfigure the workspace to improve ergonomics, possibly with expert consultation.

Step 4: Summarize Findings
Consolidate results from the Advanced ERA to determine necessary control measures.

Step 5: Prioritize Improvements
Use a priority setting table to rank ergonomic improvements based on resource availability and risk severity, focusing on posture, exertion, and repetition.

Following the assessment, we will recommend tailored control measures aimed at mitigating the identified ergonomics risks.

These measures may include engineering controls, such as modifying workstations or introducing lift-assist devices, as well as administrative controls like job rotation and targeted training on ergonomically sound practices.

Where necessary, we also provide recommendations for appropriate PPE to further protect employees from specific hazards.

Upon completion of the ERA, we will compile a detailed report that captures all aspects of the assessment, including the findings, risk evaluations, and the control measures implemented.

This report is presented to your management for review and maintained as a reference document. We also ensure that the outcomes of the assessment are communicated effectively to all employees and stakeholders.

The ERA process is dynamic and requires ongoing monitoring and periodic review to ensure its continued effectiveness. It is the responsibility of your organization to establish a monitoring schedule to observe work activities and assess the impact of the implemented control measures.

Regular reviews and updates to the ERA should be conducted as necessary, particularly in response to changes in work processes, the introduction of new equipment, or emerging ergonomic issues. This approach helps to ensure that your workplace remains safe and ergonomically sound.

An illustration of an office worker exposed to ergonomics risk. — An illustration of an office worker exposed to ergonomics risk eg. prolonged sitting, awkward posture, contact stress, and etc.

What are Included in the ERA Report?

The ergonomics risk assessment (ERA) report will be divided into several main sections, each containing core elements essential to the assessment. The elements are:

Cover page detailing the ergonomics risk assessment that had been conducted.

The executive section provides a comprehensive overview of the ergonomics risk assessment, focusing on the identification and mitigation of workplace ergonomic risks through both Initial and Advanced ERAs. It includes an introduction to ergonomics, a review of legal obligations under the Occupational Safety and Health Act 1994 (OSHA 1994), and an outline of the methodologies employed.

Most importantly, key findings on significant risk factors, such as awkward postures and repetitive motions, are presented, along with recommended control measures. The section concludes by emphasizing that the responsibility for implementing and maintaining these measures lies with your organization to ensure a safe and compliant work environment.

This section outlines the details of the ergonomics risk assessment conducted at your organization. Key areas covered include:

Introduction to Ergonomics
An overview of ergonomics and its role in designing safe, efficient work environments tailored to employee needs.

Legal Framework for Ergonomics
A summary of the legal obligations under the Occupational Safety and Health Act 1994 (OSHA 1994) related to maintaining a safe and ergonomically sound workplace.

Ergonomics Risk Factors
Identification of key risk factors in your workplace, such as awkward postures, repetitive motions, and environmental stressors, which can lead to injuries and discomfort.

Assessment Objectives
The goals of the assessment, focusing on identifying risks and recommending solutions to improve workplace ergonomics and safety.

This section outlines the methodologies employed for both the Initial and Advanced Ergonomics Risk Assessments (ERA). The approaches taken may include reviewing documentation, conducting employee interviews, and performing ergonomic risk identification walk-throughs.

For the Initial ERA, the methodologies utilized include, but are not limited to:

Identifying symptoms or complaints related to musculoskeletal pain or disorders
Assessing ergonomic risk factors
Recording videos and capturing photos for analysis
Conducting interviews and distributing questionnaires

For the Advanced ERA, the methodologies may include:

Conducting a Rapid Office Strain Assessment (ROSA)
Performing an Illumination Assessment
Evaluating Thermal Comfort

These methodologies are applied as necessary, depending on the specific requirements and nature of the assessment.

This section presents the assessment findings, organized clearly and comprehensively within a detailed data table.

This section of the report summarizes the ergonomics risk factors identified and explains the risk control measures that can be implemented to control the hazards that have been previously been identified in the result section. The recommendations are based on the ergonomics standards and best practices.

What are the Benefits of ERA to the Organization

1. Improved Employee Health and Safety
Conducting an Ergonomics Risk Assessment helps identify and mitigate risks that could lead to musculoskeletal disorders and other workplace injuries, thereby promoting a healthier and safer work environment for employees.

2. Enhanced Productivity
By optimizing the work environment and reducing physical strain, employees can perform tasks more efficiently and comfortably, leading to increased productivity and overall job satisfaction.

3. Reduced Absenteeism and Healthcare Costs
Addressing ergonomic issues proactively can significantly reduce the incidence of work-related injuries, which in turn decreases absenteeism and lowers healthcare and compensation costs for the organization.

4. Compliance with Legal Requirements
An Ergonomics Risk Assessment ensures that your organization complies with relevant occupational safety and health regulations, such as those outlined in the Occupational Safety and Health Act 1994 (OSHA 1994).

5. Boosted Employee Morale and Engagement
Demonstrating a commitment to employee well-being through ergonomic improvements can lead to higher employee morale, increased engagement, and a stronger sense of loyalty to the organization.

ERA Frequently Asked Questions (FAQ)

An Ergonomics Risk Assessment aims to identify, evaluate, and mitigate ergonomic risks in the workplace that could lead to musculoskeletal disorders and other health issues. The goal is to improve employee health and safety, enhance productivity, and ensure compliance with occupational safety regulations.

It is recommended to conduct an Ergonomics Risk Assessment whenever there are significant changes in the workplace, such as the introduction of new equipment, changes in work processes, or when employees report discomfort or injuries. Regular reviews should also be scheduled as part of ongoing workplace safety and health initiatives.

Common ergonomic risk factors include awkward postures, repetitive motions, forceful exertions, prolonged standing or sitting, and environmental conditions like lighting, noise, and temperature. These factors are evaluated to determine their potential impact on employee health and productivity.

Under the Occupational Safety and Health Act 1994 (OSHA 1994) in Malaysia, employers are obligated to ensure the safety, health, and welfare of their employees, which encompasses addressing ergonomic risks.

While the Act does not explicitly require an Ergonomics Risk Assessment (ERA), it emphasizes the importance of creating a workplace that is adapted to the physiological and psychological needs of workers.

References

Occupational Safety and Health Act (OSHA) 1994.
Guidelines on Ergonomics Risk Assessment at Workplace 2017.
Guidelines for Manual Handling at Workplace at Workplace 2018.