Procedures

Manual Tasks Risk Management- Procedures

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1. Purpose and Scope

These procedures outline how to manage the risk of musculoskeletal disorders associated with manual tasks as per legislative requirements. These procedures apply to all staff, students and visitors who may be required to perform manual tasks as part of their role at the University.

2. Process and Key Controls

The University is aware that musculoskeletal disorders can occur during hazardous manual tasks. Through risk assessment of manual tasks and effective control of risk factors, the risk of musculoskeletal disorders can be minimised.

The associated Manual Tasks Risk Management guidelines provide advice for management of specific manual tasks (i.e. hand tool use, events, storage, etc.) and guidance on selection and use of assistive equipment (i.e. trolleys).

The Hazardous Manual Tasks Code of Practice 2011 provides risk management guidance and  risk identification checklists that may be used by staff and supervisors for the purpose of risk management. Other helpful resources for manual tasks risk management can be found at the Workplace Health & Safety Qld Manual Tasks webpage.

Participative Ergonomics for Manual Tasks (PErforM) is a risk management approach designed for manual tasks. WHSQ offers frequent in-person and online training in the PErforM tool use and more information can be found at the PErforM section of the WHSQ manual tasks webpage. Completed PErforM risk assessment forms can be uploaded to existing risk assessments within the UQ Safe Risk Management Database.

3. Key Requirements

3.1 Understanding musculoskeletal disorders

Musculoskeletal disorders are defined as injury to or disorder of musculoskeletal system of the body, including muscles, tendons, ligaments, intervertebral discs, nerves, blood vessels, joints and bones. Musculoskeletal disorders do not include crushing, fractures, dislocations, entrapment or laceration injuries.

Examples of musculoskeletal disorders include:

  • sprains and strains of muscles;

  • nerve injuries or compression (i.e. carpal tunnel syndrome);

  • muscular or vascular injuries disorders (i.e. hand arm vibration syndrome); and

  • bone and joint injuries or degeneration.

3.2 Manual tasks risk management

3.2.1 Identify hazardous manual tasks

3.2.2 Consult workers

Workers who perform manual tasks can help to inform what tasks are difficult, awkward or exhausting to perform or cause discomfort. These challenging tasks are usually in need of further risk management.

3.2.3 Review injury or incident records

Uncontrolled hazardous manual tasks can result in injury or near-miss incidents. Injury records can help to identify high risk tasks in need of risk assessment or additional risk controls.

3.2.4 Observe manual tasks

Observe workers performing manual tasks and assess if the task requires:

  • repetitive or sustained force;

  • high or sudden force;

  • repetitive movement;

  • sustained and/or awkward posture; or

  • exposure to vibration.

Tasks that require one or more of these characteristics can be classified as a hazardous manual task.

3.3 Risk assessment

Assessment of the risk factors for manual tasks must be undertaken in accordance with WHS Regulation section 60 and Hazardous Manual Tasks Code of Practice 2011 as a means of preventing and reducing the risk of musculoskeletal injury.

A manual tasks risk assessment must be conducted or reviewed when:

  • new equipment has been introduced or when new equipment needs to be selected;

  • tasks have been redesigned or new tasks are introduced; or

  • there are changes to work environment.

3.4 Identify and implement control measures

Once the risks have been assessed, identify what controls are available to eliminate or minimise exposure to risk factors. The hierarchy of controls must be considered when selecting suitable and appropriate control measures. Refer to section 5.2 Manual Tasks Risk Management Guidelines for examples of manual tasks risk management controls for each level of the hierarchy of controls.

It is most effective to identify and control risks at the planning stage (i.e. when designing equipment or work processes and when deciding on purchasing specifications). Additional costs can be incurred when redesigning or modifying plant or processes once they are being used in the workplace. It is not only more practical but also more cost effective to reduce risks at the design stage.

Less effective control measures include minimising worker's exposure to hazardous manual tasks via task rotation, training, supervision, and personal protective equipment (PPE). These controls offer less protection to workers and rely on workers performing the correct or preferred behaviours.

Consultation with workers who perform the task, the Workplace Health and Safety Coordinator (WHSC) and Health and Safety Representative (HSR), must occur throughout the risk management process. Consulting workers throughout the risk management process helps to ensure controls will be effective, adhered to and will not create new risks.

4. Roles, Responsibilities and Accountabilities

4.1 Obligations of workplaces 

Workplace Health and Safety Regulation sections 34-38 outline the obligations of workplaces: 

  • Identify foreseeable hazards that contribute to risk.

  • Eliminate risk so far as reasonably practicable.

  • Minimise risk so far as reasonably practicable in accordance with hierarchy of controls.

  • Maintain control measures so long as they remain effective.

  • Review risk control measures (and revise if necessary) to ensure work environment is without risks to health and safety.

4.2 Staff responsibilities

WHS Regulation section 60 outlines specific responsibilities for managing hazardous manual tasks:

4.2.1 Head of organisational unit

  • Allocate adequate resources to eliminate or minimise hazardous manual tasks and manage risks to health and safety relating to a musculoskeletal disorder associated with a hazardous manual task.

  • Ensure that adequate resources have been allocated for carrying out the work in accordance with the manual tasks risk assessment.

  • Review the performance of supervisors, staff and students with regard to their OH&S responsibilities for manual tasks.

  • Ensure that appropriate records are kept relating to manual task activities.

4.2.2 Supervisors

  • Supervise the development of manual tasks risk management plans and approve the activities carried out by staff, students and visitors under their supervision.

  • Provide appropriate supervision to ensure that staff, students and visitors comply with the manual tasks risk assessment.

  • Review manual tasks risk management plans and ensure that new plans are developed if the nature of work changes and/or a risk management plan proves to be inappropriate.

  • Provide induction and training for manual tasks participants.

  • Ensure the provision, maintenance and proper use of mechanical assistance associated with manual tasks.

  • Ensure that corrective action is implemented for all accidents and incidents involving manual tasks.

4.2.3 Staff, students' and visitors’ responsibilities for manual tasks

  • Take reasonable care for their own health and safety and not adversely affect the health and safety of others.

  • Comply with reasonable instruction and cooperate with reasonable procedures related to health and safety at the workplace.

  • Participate in development of manual task risk management plans and obtain approval from the supervisor and Head of organisational unit before work commencement.

  • Follow the procedures set out in the manual task risk management plan on a day to day basis.

  • Participate in manual tasks induction and training programs as instructed by the supervisor.

  • Ensure that appropriate mechanical assistance is used.

  • Review and update the manual task risk management plan in relation to change in the work activities, in consultation with the supervisor.

  • Report via the relevant form and/or verbally to the supervisor and OH&S Division any accident, injury or near miss event associated with manual tasks.

4.2.4 Designers, manufacturers, importers and suppliers

WHS Regulation section 61 outlines specific responsibilities for Designers, manufacturers, importers and suppliers with regard to managing hazardous manual tasks:

  • Ensure any plant or structure they design, manufacture, import or supply is without risks to health and safety, including elimination (or minimisation so far as reasonably practicable) of hazardous manual tasks associated with the use of the plant or structure.

  • Provide relevant information (operating manual, safe operating procedures, etc.) about features of the plant or structure that eliminate or minimise need for hazardous manual tasks relating to the use of the plant or structure.

5.0 Monitoring, Review and Assurance

UQ HSW Division and Work Health and Safety Coordinators monitor incident and injury reports to identify and manage any hazardous manual tasks in need of additional controls. Incident alerts and safety notices are developed by UQ OHS Network and circulated to University staff and students to minimise risk of injury/incident recurrence.

HSW Division and Work Injury Management review workers compensation claims and request risk assessment and controls when required.

6.0 Recording and Reporting

UQ staff and students should report any incidents, injuries and musculoskeletal symptoms via UQSafe-Incident as per Workplace Injury, Illness and Incident Reporting Procedures. Incidents for visitors or contractors should also be reported and can be entered into the system by someone with a UQ staff or student login.

UQ HSW Division is responsible for reporting incidents and injuries associated wtih hazardous manual tasks to UQ Senior Management. 

7.0 Appendix

Act - Work Health and Safety Act (Qld) 2011.

Manual Task - A task that requires a person to lift, lower, push, pull, carry or otherwise move, hold or restrain any person, animal or thing.

PPE - Personal Protective Equipment.

Hazardous Manual Task - A manual task requiring repetitive or sustained force, high or sudden force, repetitive movement, sustained or awkward posture or exposure to vibration.

Musculoskeletal disorder - Sprain or strain to soft tissues of the body, including muscles, nerves, tendons, ligaments, blood vessels, and intervertebral discs. Examples: back pain, sciatica, neck strain.

Custodians
Director, Health, Safety and Wellness Mr Jim Carmichael

Guidelines

Manual Tasks Risk Management - Guidelines

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1. Purpose and Objectives

The purpose of this guideline is to offer advice regarding the management of musculoskeletal disorder risks associated with manual tasks, including the selection of manual handling controls and design of work areas with manual tasks.

2. Definitions, Terms, Acronyms

Musculoskeletal disorder - Sprain or strain to soft tissues of the body, including muscles, nerves, tendons, ligaments, blood vessels, and intervertebral discs. Examples: back pain, sciatica, neck strain.

Manual task - A task that requires a person to lift, lower, push, pull, carry or otherwise move, hold or restrain any person, animal or thing.

PPE - Personal protective equipment

Hazardous manual task - A manual task requiring repetitive or sustained force, high or sudden force, repetitive movement, sustained or awkward posture or exposure to vibration.

3. Guidelines Scope/Coverage

This guideline applies to all University staff and students who may be required to perform manual tasks as part of their role at the University.

4. Guidelines Statement

The University is aware that musculoskeletal disorders can occur during hazardous manual tasks and offers guidance on how these tasks may be carried out to minimise risk of musculoskeletal disorders.

5. Risk Management

5.1 Risk identification

The risk of sustaining musculoskeletal disorders to the back, upper and lower limbs when performing manual tasks is dependent on a number of factors:

  • size and weight of the object
  • the heights at which the lift is carried out
  • the distance of the object from the person
  • the ease with which the object can be grasped
  • the stability of the object
  • the duration of handling
  • the frequency of handling
  • the availability of appropriate mechanical assistance
  • the fitness and skill of those carrying out the manual handling tasks.

5.2 Risk management plan

As outlined in the Manual Tasks Risk Management Procedure and in accordance with Hazardous Manual Tasks Code of Practice (2011), a risk assessment and risk management plan should be developed for manual tasks at the University. The information in this guideline should be used to assist in the development of local risk management plans and for the planning of safe manual tasks.

The hierarchy of controls should be used to identify the most suitable risk controls. Higher level controls are more effective and reliable controls for the minimisation of musculoskeletal disorder risks associated with manual tasks.

Examples of manual tasks risk controls and assistive equipment are related to the hierarchy of controls in the table below.

Hierarchy Control type Example
1 Elimination Delivery of items directly to the point of use is an example of elimination of the manual task
2 Substitution Ordering smaller quantities or requesting items are packaged in smaller boxes to reduce weight of items and force required of worker
3 Isolation Automated mail/book sorters, conveyor belts, tugs
4 Engineering Height adjustable work platforms, trolleys
5 Administrative Reduce duration of manual tasks through task variation, manual tasks risk management training
6 Personal Protective Equipment Steel capped boots to reduce risk of foot injuries, safety glasses to reduce risk of eye injuries, etc.

6. Manual Tasks for Pregnant Workers

Pregnancy may increase the risk of injury associated with manual tasks due to the changing shape of the body and hormonal changes causing softening of tissues and increasing laxity of joints and ligaments in the lower back, hips and pelvis. The physical demands of pregnancy may also hasten the onset of fatigue and decrease the worker's tolerance to heat. Pregnant workers working in hot or humid environments should take care to increase water intake and take more frequent rest breaks.

Pregnant workers should also reconsider tasks such as horseback riding, handling large animals, off-road driving and exposure to whole-body vibration which may increase risk of miscarriage.

In some cases, a worker may be provided with medical guidance from their treating practitioner regarding their physical capabilities while pregnant. In these instances, manual tasks should be assessed for risks and reasonable control measures meeting their doctor's requirements implemented.

Pregnant workers are encouraged to seek confidential advice from the Occupational Health Nurse Advisor (OHS Division) to discuss any potential OHS concerns related to their pregnancy. Refer to the University's Working Safely with Reproductive Hazards guidelines (PPL 2.60.05) for information regarding biological, chemical and radioactive hazards and pregnancy.

7. Manual Tasks Associated with University Events

When planning and coordinating events, a risk assessment should be conducted to ensure risks to event attendees, those who set-up and dismantle event equipment are identified and managed.

When setting up events requiring a variety of large equipment (tables, marquees, tents, etc.) consider use of a University vehicle to reduce manual handling and increase the efficiency of event set-up staff. Use of vans or utility vehicles will maximise storage capability while maintaining easy access. 

When food is ordered or catering provided, request the catering be delivered directly to the event site to reduce unnecessary handling.

Consider use of trolleys that can also be used as food/beverage service stations to reduce manual handling (i.e. serve coffee/tea directly from the trolley).

8. Manual Handling Assistive Equipment

8.1 Selection of assistive equipment

When selecting assistive equipment, refer to the hierarchy of controls to best minimise musculoskeletal disorder risks associated with manual tasks. 

Trolleys eliminate the need for the worker to carry goods and equipment and allow workers to transport a higher volume and/or larger and/or heavier items than could be moved by a worker or group of workers. Trolleys also facilitate the transport of goods to variable distances across level surfaces.

Height-adjustable equipment or work surfaces will accommodate different types of work as well as workers of different heights, reducing risk of musculoskeletal disorders. Height-adjustable trolleys or work platforms may eliminate lifting and lowering of goods or equipment between work surfaces of different heights.

Hydraulically and electrically operated equipment may help to reduce the force required of the worker to lift, lower, push or pull goods or equipment. For example, use of a hydraulic drum lifter is less likely to cause a musculoskeletal disorder compared to a worker lifting a drum manually. Electrically operated tail gates for vehicles eliminate the force required and drastically reduce the shoulder movements required to manually raise or lower the tail gate.

For further information, refer to section 4.5 in the Hazardous Manual Tasks Code of Practice (2011), which outlines selection and use of mechanical aids.

8.2 Trolley selection

When selecting and purchasing trolleys, consider the size and shape of items that need to be transported. To minimise risk of musculoskeletal disorders when using trolleys, consider the following:

  • height and shape of handles
  • height of the trolley bed (i.e. flat bed, shelf trolleys, etc.)
  • access to stored items on trolley
  • type of wheels
  • size of trolley.

8.2.1 Handles

To reduce awkward postures when pushing or pulling trolleys, handles should allow for comfortable use close to user's elbow height. Handles should allow for comfortable gripping and steering of trolley. Handles that allow workers to push from behind rather than pull are preferable. 

8.2.2 Trolley height and storage characteristics

Trolleys should help to reduce awkward postures such as repeated bending, stopping or lifting from low level surfaces. If a trolley has a low shelf, consider only using that section for lightweight or rarely accessed items. Heavy or bulky items should be stored on the most accessible shelf, preferably at worker's elbow height. Try to avoid deep bins that require bending down to pick up items (i.e. large laundry trolleys). Consider trolleys or bins with spring loaded or mechanically adjustable platforms to reduce lifting requirements, and awkward postures when lifting or lowering items.

8.2.3 Wheel selection

Consider the floor surface in the work area where the trolley will be used and the weight of the items to be transported using the trolley. Larger wheels reduce push/pull forces and pneumatic wheels are easier to maneuver across uneven surfaces.

8.2.4 Trolley size

Consider the size, shape and weight of the items to be transported when deciding on trolley size. Larger trolleys will hold more objects but will also require greater force to push, pull and steer - potentially increasing the risk of musculoskeletal disorders.

9. Hand Tools

Use of hand tools can increase risk of musculoskeletal disorders through the force required and repetitive nature of work involving hand tools. Poor tool design or incorrect tool selection may lead to awkward hand and wrist postures and sustained gripping of tools may further increase risk of musculoskeletal disorders.

Hand-held power tools transmit vibration through the hand and arm of the worker, increasing risk of musculoskeletal disorder. Refer to PPL 2.50.06 Controlling Risks from Exposure to Vibration - Guidelines for more information regarding managing exposure to vibration.

The Hazardous Manual Tasks Code of Practice (2011) outlines the following strategies to reduce muscular effort required by use of hand tools:

  • use power tools where possible
  • suspending or supporting tools where they are used repetitively and in the same location
  • counterbalancing heavy tools that are used repetitively and need to be kept away from the body
  • using the trigger locks where the grip has to be sustained for more than 30 seconds
  • holding the work piece in place with jigs or fixtures
  • selecting tools that produce the least vibration
  • reducing impact shocks
  • limiting torque or 'kick back' reactions.

Additional considerations to minimise risk of musculoskeletal disorder include:

  • wear appropriate PPE and keep all guards in place
  • select the appropriate tool and attachment for the material and the task
  • avoid using tools in way they were not designed to be used 
  • ensure appropriate tool maintenance
  • avoid use of faulty or unsafe tools
  • operate the tool at the correct speed.

Advice regarding the design and maintenance of hand tools is outlined in section 4.4 of the Hazardous Manual Tasks Code of Practice (2011).

For advice regarding the safe use of specific hand tools, refer to the UQ online Hand Tool Safety training module. Workers who use hand tools as part of their work at the University are required to complete this module. 

10. Safe Storage

Poor design and layout of storage areas can increase the risk of musculoskeletal disorder if equipment or materials are difficult to access or not stored effectively.

Below is a list of general storage principles to minimise risk of musculoskeletal disorders when storing or accessing stored furniture, equipment or materials.

  • large, heavy or awkward items should be stored at worker's chest/elbow height
  • frequently accessed items should be stored at worker's chest/elbow height
  • ensure workers know how the weight of items before handling, either with manufacturer/supplier labels or University labels
  • in warehouses, ensure aisles are wide enough for trolleys, order pickers or tow motors
  • consider available space and frequency of orders when selecting quantity or volume of items to be shipped or stored
  • limit need to store items by only ordering the volume or quantity needed
  • when selecting items, consider how easily they can be stored (i.e. stackable chairs, vs. chairs that are not stackable).

Those in control of the design of storage facilities and warehouses should also consider:

  • shape, size and weight of items to be stored
  • how frequently items in storage will need to be accessed
  • location of storage facility in relation to where items will be transported to
  • access to storage area for workers, trolleys, carts and vehicle.

11. Shipping and Receiving Areas

Poor design of shipping and receiving areas or ineffective shipping/receiving processes may increase the risk of musculoskeletal disorders.

Consider the following principles to reduce the risk of musculoskeletal disorders when working in shipping/receiving areas:

  • use appropriate manual handling equipment; height adjustable pallets and trolleys, pallet jacks, drum lifters, forklifts, etc.
  • try to use packing benches that allow relaxed shoulder postures when packing; consider use of height adjustable benches or modifying existing benches to accommodate size of boxes
  • limit depth of benches, docks or work surfaces to reduce over-reaching
  • pallets and large equipment is best stored/received at floor height to be moved easily with a pallet jack or forklift
  • ensure shipping/receiving areas are easily accessible to all vehicles
  • consider whether goods can be delivered directly to point of use to reduce manual handling.

Those in control of the design of shipping/receiving areas should also consider:

  • consider capacity or size of shipping/receiving area based on current and potential future needs
  • loading/receiving docks should be 600-800 mm in depth to limit forward reaching and strain on upper and lower back
  • loading/receiving docks should be an appropriate height to reduce forward benching, over-reaching or stooping.

12. Additional Information

For additional information, contact the Ergonomics and Rehabilitation Officer in OHS Division

ohs@uq.edu.au

Custodians
Director, Health, Safety and Wellness Mr Jim Carmichael
Custodians
Director, Health, Safety and Wellness Mr Jim Carmichael