Information administration technologies, ergonomics and health : regulatory compliance in an e-environment

Abstract

A new administrative scenario - the virtual office - emerged in organisations because of the influence of technological developments that drastically changed the traditional office scenario. The virtual office is a worksite that is situated outside of the traditional office, where people still do the work associated with a traditional office, whilst maintaining their status as full-time employees. Although telework has been practiced internationally for several decades, it is a new concept in South Africa with only a few large organisations embarking on telework. The purpose of this study was to determine the extent to which organisations in trade and industry are aware of and comply with the required policies, regulations and legislation in terms of ergonomics, technology and health in the e-environment. The preferred kind of telework and information and communication technologies for the South African context was determined. The study investigated the prevalence and extent of health and wellness aspects that teleworkers could be exposed to in the e-environment. The role that ergonomics could play in the prevention of work-related musculoskeletal disorders that could lead to compensation claims and other legal actions was investigated. The elements that could ensure the successful implementation of a telework programme were identified and were presented as a conceptual telework framework. Within the parameters of applied research, a descriptive quantitative research design has been followed. The mode of enquiry followed in this research was a quantitative, non-experimental, survey method. A baseline study has been conducted followed by an empirical study using two structured online questionnaires, one for managers of teleworkers and one for teleworking employees. The findings indicated that although the policies, regulations and legislation existed, organisations did not diligently comply with it. The lack of training for the managers and teleworkers on the applicable policies and legislation caused concern. The application of ergonomic specifications on the use of equipment, furniture and services at the preferred home office, is mainly done to avoid ergonomic risk factors that may lead to the development of work-related musculoskeletal disorders. Although teleworkers suffered from disorders, there was a lack of knowledge on ergonomic interventions and on the processes to claim compensation. The need for an instrument that will assist organisations to implement telework successfully has been identified. Therefore, a conceptual telework framework that provides a structure of the elements that need to be in place to implement a telework programme successfully has been proposed.