Product Design & Ergonomics, 21ME744

MODULE-5

Office systems refer to the various tools, technologies, and organizational structures that support
work in an office environment. These systems can include everything from the physical
workspace setup (e.g., desks, chairs, lighting) to digital tools and communication platforms that
enable collaboration and productivity.

Ergonomics, on the other hand, is the science of designing the workspace and tools to fit the
user's needs, promoting comfort, efficiency, and safety. In an office context, ergonomics focuses
on how the layout, furniture, and equipment can be optimized to support worker well-being and
prevent physical strain or injury.

Key Components of Office Systems

1. Furniture & Layout:

o Desks: Adjustable desks, sit-stand workstations, or ergonomic desks that promote
proper posture and movement.
o Chairs: Ergonomic office chairs with adjustable height, lumbar support, and
armrests to ensure comfort and reduce strain on the back, neck, and legs.
o Storage: Filing cabinets, shelves, and organizers that help maintain an organized
and clutter-free environment.
o Workstations: A well-designed workstation should minimize reaching and
twisting, allow the user to comfortably view their computer, and encourage good
posture.
2. Technology & Tools:
o Computers & Screens: The use of laptops, desktop computers, and external
monitors. Proper positioning of screens (at eye level) and using peripherals like a
keyboard and mouse that reduce strain are critical.
o Software: Office productivity tools (e.g., Microsoft Office, Google Workspace),
communication platforms (e.g., Slack, Teams), and task management software
(e.g., Asana, Trello) are part of the office system that enhances collaboration and
workflow.
o Virtual Work Environments: Cloud services, video conferencing, and remote
collaboration tools, essential in modern hybrid or remote work environments.
3. Lighting:
o Proper lighting is essential to reduce eye strain. Natural light is preferred, but
adjustable, flicker-free lighting is important for creating a comfortable work
environment.
4. Acoustics:

Sapthagiri College of Engineering Page 1

 Product Design & Ergonomics, 21ME744

o Noise levels in the office, both from external and internal sources, can impact
focus and productivity. Acoustic panels, quiet zones, and noise-cancelling
headphones are common solutions to manage sound in open-plan offices.

Principles of Ergonomics in the Office

1. Posture:
o A neutral spine position is key. Chairs should support the lower back (lumbar
support) and encourage the natural curve of the spine.
o Feet should rest flat on the floor or a footrest, and the knees should be at a right
angle.
2. Desk Height:
o The desk should be at a height where your elbows are bent at a 90-degree angle
when typing. Adjustable desks are useful for alternating between sitting and
standing positions.
3. Monitor Positioning:
o The monitor should be placed at eye level, about an arm's length away from your
eyes, to prevent neck and eye strain. The top of the screen should be slightly
below eye level.
4. Keyboard and Mouse:
o The keyboard should be positioned so that your forearms are parallel to the
ground, and your wrists should not be bent at an awkward angle. A mouse should
be close enough to avoid reaching and excessive arm movement.
5. Movement and Breaks:
o It’s important to regularly stand up, stretch, and move around. A common
recommendation is the "20-20-20 rule" for screen use: every 20 minutes, look at
something 20 feet away for at least 20 seconds.
6. Lighting:
o Good lighting reduces eye strain. A combination of natural light and task lighting
is ideal. Avoid glare on the screen by positioning it perpendicular to light sources.
7. Environmental Factors:
o Factors such as temperature control, ventilation, and noise levels all contribute to
comfort and productivity. A balance of factors can help employees feel more
relaxed and engaged at work.

Health Implications of Poor Ergonomics

 Musculoskeletal Disorders (MSDs): Repetitive strain injuries (RSI) from improper

posture or unergonomic furniture and tools are common in office environments.
Conditions like carpal tunnel syndrome, tendinitis, and lower back pain can arise from
poor ergonomics.

Sapthagiri College of Engineering Page 2

 Product Design & Ergonomics, 21ME744

 Eye Strain: Prolonged use of computers without proper screen setup can lead to
computer vision syndrome (CVS), characterized by headaches, blurred vision, and eye
discomfort.
 Mental Fatigue: Poor ergonomics and workspace clutter can also contribute to cognitive
overload, which reduces productivity and increases stress.

Creating an Ergonomic Office

1. Desk Setup:
o Ensure the desk is large enough to accommodate your computer, paperwork, and
other tools without causing clutter.
o Use monitor stands or adjustable desks to keep screens at the correct height.
2. Chair Selection:
o Choose an adjustable chair that allows you to modify the height, backrest angle,
and armrests.
o Ensure that the chair supports the lumbar curve of the lower back and encourages
good posture.
3. Keyboard & Mouse:
o Position the keyboard and mouse at the same level so that your hands remain in a
neutral position (not bent).
o Consider a split keyboard or ergonomic mouse if you experience discomfort with
traditional designs.
4. Standing Desks:
o Alternate between sitting and standing by using a sit-stand desk. Standing for too
long can also cause discomfort, so balance both positions.
5. Footrests:
o If your feet don’t touch the floor when sitting, use a footrest to keep your legs in a
comfortable position.
6. Cable Management:
o Use cable trays or clips to keep wires and cables organized and avoid tripping
hazards or unnecessary clutter.

Best Practices for Maintaining Office Ergonomics

 Take Breaks: Follow the "20-20-20" rule to reduce eye strain, and stand up or walk
around every hour.
 Stretch Regularly: Incorporate stretching exercises into your routine to prevent stiffness
and muscle strain.
 Adjust Your Setup: Periodically assess your desk and chair positioning. It might be
necessary to adjust things like screen height, chair angle, or keyboard positioning over
time.

Sapthagiri College of Engineering Page 3

 Product Design & Ergonomics, 21ME744

 Stay Hydrated and Active: A balanced diet and regular physical activity can counteract
the effects of sitting for long periods.

Ergonomics of Technology Management

Ergonomics of Technology Management refers to the application of ergonomic principles—

those focused on optimizing human well-being and overall system performance—in the
management of technology within organizations. This field aims to ensure that technology is
designed, implemented, and used in ways that enhance human performance, reduce physical and
mental strain, and increase overall efficiency.

Here’s a breakdown of the key concepts involved in ergonomics of technology management:

1. Human-Centered Design of Technology

 User Interface (UI) Design: Technology should be designed so that it is intuitive and
easy to use. This includes the layout of software interfaces, hardware devices, and
interactions to minimize user effort and errors.
 Accessibility: Ensuring that technology is usable by people with varying abilities (e.g.,
visual, motor, cognitive impairments).
 Feedback Mechanisms: Designing systems that provide clear, timely feedback to users
helps avoid confusion and enhances decision-making.

2. Workplace Environment and Technology

 Physical Ergonomics: The design of workspaces should complement the tools and
technologies used, such as ergonomic desks, chairs, and proper monitor placement. This
reduces the risk of musculoskeletal injuries, eye strain, and repetitive stress injuries.
 Workstation Layouts: The arrangement of technology, like computers, telephones, and
other tools, should encourage natural body movements, reduce awkward postures, and
improve accessibility.

3. Cognitive Ergonomics

 Mental Workload: Technology systems should be designed to reduce cognitive overload

and simplify complex tasks. For example, intuitive workflows in software tools help
prevent unnecessary mental strain and errors.
 Decision Support: Many technologies, especially in fields like healthcare or finance,
provide decision-support tools that help managers or workers make informed, quick, and
accurate decisions. Proper ergonomics ensures that these systems don't add to cognitive
fatigue.

4. Technology and Human Interaction

Sapthagiri College of Engineering Page 4

 Product Design & Ergonomics, 21ME744

 Human-Computer Interaction (HCI): Ensuring smooth interaction between users and

devices. This could involve developing better input methods (e.g., voice commands,
touch interfaces) that align with natural human behaviors.
 Training and Adaptability: Users need to be properly trained to interact with new
technologies. The ergonomics of technology management also focuses on creating
systems that are adaptable to users' evolving needs and learning curves.

5. Productivity and Efficiency

 Task Automation: Technology management involves optimizing workflows through

automation, which can reduce physical and cognitive strain on employees. However,
automation should be balanced to prevent job displacement and over-reliance on
machines.
 Reducing Technology Overload: In some cases, managers need to carefully select and
integrate technologies to avoid overwhelming workers with too many tools or platforms.
A streamlined technology environment enhances both productivity and employee
satisfaction.

6. Technology’s Impact on Health and Well-being

 Sedentary Behavior: Over-reliance on technology can encourage sedentary behavior,

leading to negative health outcomes. Ergonomics of technology management should
consider promoting physical activity, such as integrating standing desks, encouraging
breaks, and adopting technologies that promote movement.
 Mental Health: Prolonged exposure to technology, especially social media and constant
connectivity, can lead to burnout and mental fatigue. Effective technology management
should aim to mitigate stress and promote work-life balance.

7. Inclusive and Ethical Design

 Equity in Technology Use: As part of ergonomics, technology management should

ensure that all employees have access to the same level of ergonomic support, regardless
of their role, location, or disability.
 Cultural and Demographic Sensitivity: Technologies should be adapted to consider the
cultural, social, and demographic characteristics of the users, ensuring that it’s accessible
and effective for diverse populations.

8. Technological Maintenance and Upkeep

Sapthagiri College of Engineering Page 5

 Product Design & Ergonomics, 21ME744

 Ease of Maintenance: From an ergonomic perspective, technology systems should be

designed for easy maintenance, upgrades, and troubleshooting, so that technicians or end-
users can resolve issues without excessive frustration or risk of injury.
 Human Support Systems: Managing technology also involves ensuring that support
staff (e.g., IT professionals) are equipped with the tools, training, and ergonomic
environments to resolve technical issues efficiently.

Examples of Ergonomics in Technology Management:

 Software Systems: A well-designed project management tool with a clear and simple UI
can help managers track progress without getting bogged down by overly complex
features or confusing navigation.
 Data Centers: The design of physical spaces where technology is housed should
consider the ergonomic needs of technicians working in them, such as proper lifting
equipment, adequate lighting, and adjustable workstations.
 Telecommuting Technologies: With remote work on the rise, ergonomics plays a role in
ensuring that employees have access to appropriate home office setups, including
comfortable seating and equipment that supports their long-term health.

Consumer Ergonomics

Consumer Ergonomics refers to the study and application of ergonomics principles to the
design of products and systems that are used by the general public. It focuses on creating
consumer goods that are comfortable, safe, and easy to use, ensuring that they align with human
physical and psychological needs. The ultimate goal is to enhance user satisfaction, prevent
discomfort or injury, and improve overall product usability.

Key Aspects of Consumer Ergonomics

1. Human-Product Interaction:
o This involves designing products in a way that they fit the body, mind, and
behavior of users. For example, ergonomic design is often applied to things like
furniture (chairs, desks), handheld devices (smartphones, tools), and vehicles
(cars, bicycles) to make them more comfortable and reduce strain.
2. Comfort:
o Products should be designed to minimize physical stress, reduce strain on muscles
and joints, and enhance comfort during extended use. For instance, ergonomic
office chairs are designed to support proper posture, while ergonomic keyboards
are intended to reduce wrist strain.
3. Safety:

Sapthagiri College of Engineering Page 6

 Product Design & Ergonomics, 21ME744

o Consumer products should be safe to use, minimizing the risk of injury.

Ergonomics helps designers assess how a user might interact with a product and
anticipate any potential hazards, such as the risk of repetitive strain injuries or
improper handling.
4. Ease of Use (Usability):
o This involves designing products that are intuitive and easy for people to use. For
example, the controls on a television remote, the interface of a smartphone, or the
layout of a car dashboard should be designed for ease of access and minimal
cognitive load.
5. Accessibility:
o Ergonomic design also seeks to make products accessible to people with different
physical abilities, including those with disabilities. This could involve designing
easy-to-grip handles, touchscreens with adjustable contrast, or seating that can
accommodate various body types.
6. Efficiency:
o Ergonomics is not just about comfort but also about optimizing efficiency.
Products are designed to enable users to perform tasks with the least amount of
effort or motion, reducing fatigue and increasing productivity.

Examples of Consumer Ergonomics in Action

1. Office Furniture:
o Ergonomic chairs with adjustable heights, lumbar support, and armrests help
reduce back and neck pain caused by long periods of sitting. Desks that are
adjustable for standing or sitting positions (standing desks) also improve user
comfort and posture.
2. Consumer Electronics:
o Keyboards with a split design or wrist rests reduce strain on the hands and wrists.
Mice are designed with various shapes to reduce the risk of repetitive stress
injuries. Smartphones with larger screens and customizable font sizes cater to
different user needs, including those with visual impairments.
3. Home Appliances:
o Ergonomic kitchen tools, such as knives with cushioned handles or peelers
designed to fit comfortably in the hand, reduce hand strain and make cooking
more comfortable. In the bathroom, faucets with lever handles or automatic
sensors minimize awkward hand movements.
4. Automobiles:
o Car seats that provide lumbar support and adjustable seating angles are designed
to reduce back pain during long drives. Controls that are easily reachable and
intuitive to operate reduce the need for excessive movements, keeping drivers
focused on the road.

Sapthagiri College of Engineering Page 7

 Product Design & Ergonomics, 21ME744

5. Wearables and Sports Gear:

o Ergonomically designed shoes, athletic wear, and fitness devices are tailored to
improve comfort, performance, and injury prevention. For example, shoes with
cushioned soles provide better arch support, while wearable fitness trackers are
designed to be lightweight and non-intrusive.

The Benefits of Consumer Ergonomics

 Improved Comfort and Health: By reducing strain and discomfort, ergonomic design
helps prevent issues like back pain, repetitive stress injuries, and eye strain.
 Increased Productivity and Efficiency: Products designed with ergonomics in mind
make it easier for users to perform tasks without unnecessary effort, leading to improved
performance and efficiency.
 Better User Satisfaction: Comfortable, intuitive products that are easy to use tend to
result in higher user satisfaction, which is beneficial for companies and manufacturers in
terms of customer loyalty and reputation.
 Enhanced Accessibility: Ergonomically designed products can cater to a wider range of
people, including those with physical limitations or specific needs.

Ergonomics Quality and Safety

Ergonomics refers to the science of designing workspaces, products, and systems to fit the needs,
capabilities, and limitations of people. The goal of ergonomics is to improve comfort,
performance, and safety while reducing the risk of injury or strain. In the context of quality and
safety, ergonomics focuses on optimizing human interaction with tools, machines, work
environments, and processes. Below are key aspects of ergonomics, quality, and safety:

1. Ergonomics in the Workplace

 Workstation Design: Ensuring that desks, chairs, and computer setups are adjustable and
appropriately configured to avoid strain on the body, particularly on the neck, back, and
wrists.
 Posture and Movement: Encouraging employees to maintain neutral postures and to
alternate tasks or take breaks to avoid repetitive motion injuries.
 Lighting and Environment: Proper lighting, ventilation, and temperature control are
critical for reducing fatigue and ensuring safety and comfort.

2. Ergonomics and Product Design

 User-Centered Design: Products, tools, and equipment should be designed with the
user's physical characteristics in mind, such as grip size, reach distance, and force
requirements.

Sapthagiri College of Engineering Page 8

 Product Design & Ergonomics, 21ME744

 Ease of Use: Controls, buttons, and interfaces should be intuitive and accessible to a wide
range of users, taking into account variations in physical abilities.
 Accessibility: Ensuring products and systems are usable by people with disabilities or
impairments, such as those with limited dexterity or visual impairments.

3. Ergonomics and Safety

 Injury Prevention: Ergonomic interventions help reduce the likelihood of

musculoskeletal disorders (MSDs), repetitive strain injuries (RSIs), and other work-
related injuries.
 Safe Work Practices: Ergonomics plays a key role in reducing physical strain, fatigue,
and stress, which in turn contributes to safety by reducing the chances of accidents due to
discomfort, distraction, or reduced mobility.
 Workload Management: Ensuring tasks are not overly demanding physically or
mentally, which helps avoid accidents and improves the quality of work.

4. Ergonomics and Quality

 Improved Productivity: By designing tasks and environments that reduce discomfort

and fatigue, workers can perform tasks more efficiently and with better focus, improving
overall productivity and work quality.
 Fewer Mistakes: A comfortable and ergonomically designed workplace minimizes
distractions caused by discomfort, allowing workers to concentrate better and make fewer
errors.
 Employee Satisfaction: Ergonomics improves worker well-being, which leads to higher
job satisfaction, reduced turnover, and increased morale.

5. Ergonomics in Manufacturing

 Assembly Line Design: In manufacturing environments, ergonomics can be applied to

improve assembly line layouts to minimize unnecessary movements, reduce physical
strain, and allow workers to work at a comfortable pace without compromising safety.
 Handling Heavy Loads: Techniques such as lifting aids, team lifting, and power-assist
devices reduce the risk of injury from manual material handling tasks.

6. Risk Factors in Ergonomics

 Repetitive Motions: Repeated actions can lead to muscle strain, tendinitis, and other
disorders.
 Awkward Postures: Bending, twisting, or overreaching can lead to stress on joints and
muscles.

Sapthagiri College of Engineering Page 9

 Product Design & Ergonomics, 21ME744

 Forceful Exertions: Lifting, pushing, or pulling objects that are too heavy or unwieldy
can cause injuries.
 Vibration: Prolonged exposure to vibrating tools can cause hand-arm vibration syndrome
(HAVS) and other disorders.
 Environmental Factors: Poor lighting, noise, extreme temperatures, and poor air quality
can contribute to discomfort and accidents.

7. Implementing Ergonomics for Safety and Quality

 Training and Education: Educating workers on proper ergonomic practices and how to
recognize signs of discomfort or strain can prevent injuries and improve overall safety.
 Ergonomic Audits: Conducting regular assessments of workstations and workflows to
identify and address ergonomic risks.
 Feedback and Continuous Improvement: Regular feedback from workers on
ergonomic concerns helps ensure that solutions are working and that improvements
continue to be made.

Sapthagiri College of Engineering Page 10