Ergonomics

Custodians and Housekeepers are exposed to a variety of ergonomic risk factors and have a high risk of injury. Equipment and procedures that reduce or eliminate bending, lifting, and other awkward postures are key components to reducing injuries in these physically demanding areas. UCLA Insurance & Risk Management-Ergonomics partnered with the Facilities Management - Custodial & Grounds, Housing and Hospitality - Rooms & Maintenance Division, and Associated Students UCLA to assess risk factors and evaluate equipment needs.

Equipment criteria assist decision-makers in selecting commonly used custodial and housekeeping equipment. The goal of the criteria is to reduce the risk of injury. Criteria were established through a comprehensive review of equipment specifications, direct observation, and analysis of work environments, as well as consultation with supervisors, staff, and vendors.

A thoughtful selection of equipment has multiple steps. Decision-makers should review the following considerations.

Equipment

• Include a variety of perspectives in the selection process. This includes staff, supervisors, and subject matter experts (manufacturer, safety and ergonomic specialist)
• Arrange for demonstration of the product by the manufacturer.
• Pilot the preferred equipment for a minimum two–week trial period.

Pilot

During the pilot period, consider the following:

• Space: Area(s) where the equipment will be used. Is it appropriate for the size of the space and will there be doorways, obstacles, or furniture to navigate?
• Surfaces: Type of flooring the machine will be used on. Is the machine appropriate for the particular type of surface? Is it adaptable to different types of surfaces?
• Users: The physical characteristics of the end-users. Is the unit adaptable to be used by different height users? 
• Ease of use: How difficult is it to use the machine? Is there a steep learning curve? Are the controls easy to access and are they intuitive?
• Storage: The unit will need to be stored somewhere. Is there storage space in an existing custodial closet?
• Portability: The ease by which a user can get the equipment to the job site. Is there elevator access?
• Maintenance: Ease of maintenance. Is a special tool needed for regular field and daily maintenance?
• Power: Access to power. Units can be corded or battery-powered. Are there outlets available? Is the cord long enough? Is the battery capable of lasting the entire shift on a single charge?
• Noise and Vibration: Are noise or vibration an issue where the unit will be used? Are equipment operators exposed to hand-arm or whole body vibration? 
• Testing and Feedback: Demo the product. What was the users’ feedback on the unit after trying in the work environment?

Training

Training on the proper use of equipment should be provided upon initial use and annually thereafter. Training is best provided in small groups with the involvement of supervisors, leads, ergonomists, and vendors.

Training should include:

• Hands-on performance of job tasks and related activities.
• Proper equipment use, maintenance, storage, safety procedures, and use of personal protective equipment (PPE) as required.
• Instruction in proper body mechanics.
• Verbal, written, and illustrative materials to accommodate non-English speaking workers.

Staffing Guidelines

Staffing guidelines ensure that employees are adequately trained and assigned reasonable workloads. Guidelines include:

• Staff levels that provide adequate coverage to complete assigned work tasks in the time desired.
• Cross-training to allow for job rotation as needed.
• Staff levels to avoid overtime.
• Backup staffing to accommodate unplanned absences.
• Use of task and job rotation to limit repetition and fatigue.
• Use of teams for heavy lifting and moving tasks.
• Pre-shift exercises to warm up muscles to prepare for work.
• Frequent rest breaks.
• Implementation and support of a work hazard notification system to identify problems such as excessive weight in trash containers.

Criteria