Summary of UK Health and Safety HSG57 “Seating at Work” Guidance

The UK’s Seating at Work HSG57 guidance publication is the “go-to” guidance document for seating at work. It has been in circulation since 1997 and the latest update was published in 2002.

HSG57 provides specific guidance on how to ensure workplace seating is safe and suitable for all. It is also helpful guidance for those who are working from home.

HSG57 is divided into three main sections:

(1) Managing the health and safety risks from seating in the workplace

(2) How to do a risk assessment

(3) Good practice

Managing the health and safety risks from seating in the workplace

This section focusses on the planning, organising, controlling and monitoring and reviewing that is necessary. The Management of Health and Safety at Work Regulations 1999 requires that employers are required to assess risks including the risks that arise from seating at work and also to put arrangements in place to protect employees’ health and safety.

Proper planning is necessary to achieve these aims, it is important to get on top of assessing whether the current seating design is appropriate and what changes might need to be made.

Organisation includes providing employees with appropriate training to do their job safely. When it comes to office chairs this means employees should be shown how to adjust their office chairs properly to achieve maximum comfort and safety.

Controlling means setting standards for seating and maintaining them. It is important that the standards set are measurable, so that ongoing monitoring and reviewing can be carried out.

How to do a risk assessment

HSG57 sets out the five simple steps for carrying out a risk assessment.

Step 1: Look for hazards

Step 2: Decide who might be harmed

Step 3: Evaluate the risks

Step 4: Record the findings

Step 5: Review the assessment regularly

If you follow these five basic steps you will be well on the way to achieving what is necessary.

Of the back of the risk assessment you will be in a position to assess whether a seating design is suitable and safe, and what action needs to be taken.

The simple basic check recommended by HSG57 are:

· Is the chair comfortable for the intended period of use?

· Is the lower back adequately supported?

· Is the upholstery sufficiently supportive and comfortable?

· Are edges sufficiently padded and shaped to prevent pressure on the thighs?

· Does the chair have adequate types and ranges of adjustment?

· Is the height adjustable to allow work to be carried out at or below elbow height?

· Does the backrest adjust sufficiently in height/depth to allow the user to gain support?

· Are armrests suitable for the task and workstation?

· Do the armrests allow the user to bring the chair far enough forward?

· Do the armrests allow adequate arm movement?

· Are footrests required and, if so, are they suitable?

· Are there special requirements for a chair at this particular workstation?

· Are there special user requirements?

· Are there special task requirements?

In terms of actions that are recommended, many of these are just good common sense, but they are a useful reminder:

· Follow manufacturers’ and suppliers’ recommendations.

· Train individuals on how the seating should be adjusted to meet their needs.

· Seek advice from safety representatives and consult with employees.

· Ask individuals if they have special seating needs.

· Ensure chairs are adjusted to suit the users.

· Ensure that the backrest is used to support the back.

· Supply a footrest if workers’ feet cannot touch the ground.

· Provide seats with or without armrests, depending on comfort.

· Encourage workers to take adequate rest breaks

· Change the seating design and/or workstation if, after a risk assessment requires.

· Maintain seating so that it is adequately clean.

Its also important to consider to take into account any employees who have special needs with the aim of avoiding discomfort and promoting wellbeing as this is a requirement of the Workplace (Health, Safety and Welfare) Regulations 1992. In addition the Disability Discrimination Act 1995 places a duty on employers to make reasonable adjustments and arrangements so that a disabled employee is not a substantial disadvantage.

Good Practice

HSG’s good practice covers seating design, planning the workstation, whether people should sit or stand and seating maintenance.

When it comes to seating design HSG 57 provides as follows:

Seat

· Seat needs to adjust in height to needs of users

· Size needs to be wide/deep enough to seat big/tall people

· Seat surface should not be deeply hollowed

· Seat front edge should be rounded and padded

Backrest

· Backrest to given firm support to lower and middle back

· Backrest height adjustment is recommended

· There should be space for buttocks (achieved by a gap between seat and backrest)

· Backrest tilt and improve comfort

Armrests

· For some jobs armrests can restrict, but for others they can provide comfort.

· Armrests should be set back from the front edge of the seat

· Armrests should not be set too high or low

Footrests

· People who cannot place feet flat on the ground need a footrest

· Footrests should be large enough to allow foot movement

· Footrests should be heavy enough so they do not move accidentally

Mobility

· Swivel-action chairs provide flexibility

· Casters should not slide away when sitting, particular care is required for hard floors

· Make sure casters are appropriate for carpet or hard floors

Adjustability

· The common adjustments are seat height, backrest height and tilt

· Forward tilt can reduce neck discomfort and improve reach

· Depth adjustment of backrest can assist individual needs

· Adjustment controls should be convenient to use from a sitting position

Gas lift chairs

· Cylinders can fail through fatigue so care is required

· See manufacturer assistance in chair becomes unstable

· Chair should be maintained

· Gas lift capacity should be checked for heavier users to ensure it is adequate

Upholstery

· Corners and edges should be well padded

· Chair covers should be breathable and washable

Durability

· It is recommended that chairs should pass the tests set down in BS 5459

For an excellent example of an ergonomic office chair which will be appropriate for the workplace try the SIHOO DORO C300 ergonomic office chair.