The Lap Top Revolution

The number of employees who use display screen equipment (DSE) in the UK and Ireland is increasing every year. DSE technology evolves rapidly and over the past 10 years the use of lap top computers has become widespread.

The UK's Health and Safety Executive (HSE) has become increasingly aware of the numbers of people using lap top computers to carry out their work, and are concerned at the increasing reports of actual or possible problems associated with their use.

Hazards

There is a considerable body of evidence which indicates the use of DSE can cause musculoskeltal and visual discomfort and fatigue. One of the primary issues of concern is that the use of DSE encourages fixed and sometimes awkward postures e.g.

• The keyboard tends to fix the position of the hands;
• The screen determines the head position, and
• Sitting on a chair locates the rest of the body.

With increasing facilities available through the computer, and with little opportunity for natural breaks previously associated with office functions; such postures reduce the ability of "users" to vary their movements. Lap tops have a number of features which may exacerbate such problems.

The fact that they possess fixed screens and keyboards prevents the "user" positioning them in order to secure the optimum working position. There size is another issue of concern as lap tops generally have smaller screens and keyboards, when compared to desktop computers, which in the case of the keyboard tends to restrict the ability of the user to spread out their hands. This constriction of posture leads the "user" to "hunch" their shoulders; and may lead to a greater incidence of musculoskeltal discomfort and fatigue, which in the long term may give rise to work-related musculoskeltal disorders.

Similarly, the screen quality, in early lap tops in particular, can be of a much poorer standard than the image of a desktop screen, and may cause people visual difficulties.

Risks

As a result of evidence that lap top's may pose a risk to the health and safety of "users"; the HSE commissioned research to look into the possible risks associated with frequent use of such computers. What they wished to determine:

• the extent to which lap tops are used,
• who uses them and;
• what types of machine they use;

• the tasks for which they are used and;
• the circumstances in which they are used.

The HSE also wished to determine the extent of health problems associated with lap tops, the risk factors involved and the risk factors compared to use of full-size DSE.

The research set out to identify the features of lap top's that were deemed to be both desirable and undesirable from the user's health and safety point of view. To identify the key features of good working practice with such equipment, including the task design and user's training requirements.

Lap Top Vs Full-Size DSE

In order to determine the effects of using lap top's the research compared the effects upon 3 different variations of computer:

• Lap top
• A full-size DSE
• A lap top using a "docking station"

The reason for adopting this method of comparison was to justify claims that the use of "docking stations" for lap tops is regarded as "good practice" for the safe use of lap tops when they are in prolonged use at a workstation.

In addition to the self-assessment questionnaire, supplementary interviews and observations were conducted by qualified ergonomists. They were looking to identify whether any of the features of lap tops and the environments in which they are used could be considered either desirable or undesirable from the "user's" health and safety point of view. The key aspects they looked at included:

• Task design
• Break patterns
• And other working practices

Main Findings

In general the research found no differences in the reported experience of discomfort between lap top users, desktop users and docking station users. However, they did find that there was a strong correlation between discomfort and the number of hours spent per week using any computer, but no significant correlation between discomfort and the number of hours using a lap top.

The research did discover that a typical lap top "user" often uses the machine "alone" and without attaching it to an external keyboard, screen or docking station.

Working Time

The amount of time spent working at a computer showed a strong correlation

with discomfort, and appeared to be a useful predictor of discomfort for all types of computer use . Frequent breaks, changes in task activity and "users" having had relevant training in order to work with computers appeared to provide benefits for both lap top and desktop users. Furthermore, the use of "docking stations" with lap tops appeared to reduce some of the reported discomfort associated with general computer use.

MSD's

Some aspects of lap top usage are more likely to increase the risk of musculoskeletal discomfort than the use of other types of computer. Lap tops tend to be used in non-ideal locations such as motor vehicles and hotels, which encourages poor posture and manual handling issues such as carrying large amounts of paperwork and accessories associated with lap tops. Many "users" indicated that they wished for lighter weight lap tops and expressed concern about back and shoulder discomfort.

Recommendations

The HSE has prepared a short checklist for employer's who have the responsibility for both the purchase of lap tops and a "duty of care" for the use of lap tops by their employees.

1. Design and Selection

   The following recommendations should form the basis of future lap top design and IT purchasing criteria.

   • Lap tops should be designed with screen/keyboard separation and screen height adjustability.
   • All new Lap Tops should be selected with ergonomic features in mind and should include the following:
   • Reduction in overall weight of lap tops and their accessories to 3kg or less
   • As large and clear a screen as possible (14" diagonal or more)
   • Detachable or height adjustable screen
   • Enhanced long life battery without increased battery weight and improvements in battery management for lap tops, or additional transformers so that they can left at various locations thereby reducing the need for transportation of additional weighty accessories
   • Minimise the use of trackpoint "nipple" as an input device and replace with touch pad, rollerball or external mouse instead
   • A wrist pad between the keyboard and front edge of the lap top
   • A lightweight non-manufacturer-branded carrying case with handle and shoulder straps
   • Tilt adjustable keyboard
   • Facility for attaching mouse and numeric pad
   • Friction pads underneath to prevent computer sliding across surfaces when in use
   • Sufficient memory and speed for the applications used
   • "Add-ons" that improve usability and reduce maintenance time, such as removable CD-ROM drives and additional memory

2. Planning of Tasks and Training

   Employers should also:

   • Ensure that all staff who use computers (lap tops, desktops, docking stations, handhelds etc) should receive health and safety training relevant to the type of computer they are using
   • Ensure that managers of lap top "users" receive health and safety training relevant to the lap top used
   • Provide guidance on the setting up and use of a docking station and provide advice on the use of a lap top when a docking station is not available
   • Ensure that staff who use lap tops are encouraged to report any symptoms of discomfort that may be associated with their use lap tops as soon as symptoms arise
   • Are advised to take regular breaks from computer use
   • Ensure that organisations, managers and staff are aware of the increasing risk of discomfort associated with increased computer use
   • Provide manual handling training for users of lap tops
   • Carryout manual handling risks assessments with lap top users
   • Ensure that staff who use lap tops only do so when they are out of the office or when a docking station is unavailable
   • The provision of external ergonomic keyboards, mouse, monitors or full docking stations at workstations where lap tops will be in prolonged use
   • Minimise the use of lap tops in non-ideal locations
   • Ensure that hand held computers are selected with ergonomic features that match the requirements of the tasks to be undertaken.

Safety Representatives Role

The role of Safety Representatives in ensuring the health and safety of lap top "users" should begin by:

• Identifying the number of "users" in their organisation.
• Checking to see if all "users" have received adequate training in the safe use of the equipment and the software.
• That "docking stations" are available at the workplace and if necessary at home
• That a Risk Assessment has been carried out. Lap top "users" who use this type of computer for long periods of time come under Regulation 2 of the Health and Safety (Display Screen Equipment) Regulations 1992.
• Seek to negotiate a workplace agreement with your employer that includes the HSE's recommendations.

Adoption of the HSE's recommendations will bring regular lap top "users" under the same protection currently provided for desk top "users" and the provision of training and use of ergonomic equipment will also help to reduce the potential for "users" to develop musculoskeletal disorders.

Further Information

• Health and Safety of Portable Display Screen Equipment, HSE Contract Research Report 304/2000 - ISBN 0-7176-1890-0 - Price £20.00

• Health and Safety (Display Screen Equipment) Regulations 1992

Available from HSE Books - Tel: 01787 881165, Fax 01787 313995