Reducing Manual Handling Risks in Warehouses

Definition of Manual Handling

Manual handling is required across many different industries and job roles. In warehouses, manual handling is often a key part of daily operations, with incoming goods arriving that need to be unloaded, unpacked, stored and moved around the warehouse and outgoing items needing to be packaged, transported and loaded into vehicles.

Manual handling can be defined as transporting or supporting a load using bodily force. Manual handling includes activities such as:

• Lifting
• Carrying
• Pushing
• Pulling
• Lowering

A load may be an object, a person or an animal. In the context of a warehouse, the loads will most likely be objects that can differ greatly in their size, shape, material and weight.

Hazardous manual handling can put a physical strain on workers and may lead to accidents, injuries and instances of work-related ill health. Employers have a legal duty to put safeguards in place to reduce the risks associated with manual handling in the workplace to protect their employees from injury.

Manual Handling Injuries

When manual handling is done incorrectly it can result in accidents and injuries – this could be due to a single incident or due to strain put on the body over time. The HSE reports that up to a third of all workplace injuries are caused by manual handling operations. Common injuries from hazardous manual handling include:

• Back injuries
• Musculoskeletal disorders
• Pulled muscles
• Crushed hands or feet
• Broken bones
• Sprains and strains
• Hernias

Manual handling injuries often result in painful conditions that can sometimes be long-term. Injuries often result in lost workdays and may have an effect on both our physical and mental health.

How to reduce manual handling risks in warehouses

Warehouses can be busy and hectic places to work. Not following safe systems of work in a warehouse setting can result in accidents and injuries.

Employers have a duty to protect their employees and reduce manual handling risks. Tips for employers include:

• Find ways to break up loads into smaller parts
• Ensure all employees have received proper training in manual handling
• Provide manual handling aids and equipment that reduce the need for use of ‘bodily force’
• Ensure that all workplace equipment is appropriate, fit for purpose, regularly inspected and maintained
• Show leadership and manage the workplace effectively to avoid workplace stress and unmanageable deadlines
• Adapt the physical work environment to make tasks easier and safer
• Be aware of individual factors that could influence the risk to workers such as their physical fitness, strength or any underlying health issues 
• Lead by example
• Investigate near misses and accidents thoroughly and make changes to avoid repeat events
• Regularly monitor and review risk assessments to make sure they remain effective and relevant
• Stay up to date with current law and legislation on workplace health and safety

As an employee, you can reduce manual handling risks in warehouses by:

• Only doing tasks that you are properly trained for
• Asking for help when needed
• Using mechanical aids
• Wearing appropriate footwear
• Reporting unsafe practices or near misses 
• Working safely and with care

It is also essential to practice good housekeeping in warehouses. This helps to keep everyone safe and reduces the risk of an accident or injury.

Tips for good housekeeping in warehouses:

1. Keep your work area clean and tidy at all times
2. Always use appropriate signage to indicate when floors are wet
3. Do not allow cables to trail along the floor
4. Ensure packaging (such as cardboard or plastic wrap) is disposed of in the appropriate refuse area and not left on the floor 
5. Keep walkways, doorways and corridors clear at all times
6. Stack pallets neatly and to a safe height

The physical environment in a warehouse can reduce or increase the risks around manual handling. To improve workplace safety, warehouses should have:

• Even, non-slip flooring
• Good lighting throughout
• Adequate space to handle and move goods
• Appropriate equipment for the size, scope and shape of the building

When is a manual handling risk assessment required?

The main piece of legislation that relates to manual handling is The Manual Handling Operations Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002. Employers must comply with this legislation in order to protect their workers.

The manual handling regulations include advice for employers on how to avoid, assess and reduce the risk of an injury occurring due to manual handling.

When hazardous manual handling cannot be avoided, a suitable and sufficient risk assessment must be undertaken. Employers have to decide whether the manual handling activities in the warehouse are low-risk or not, based on factors such as load weights, frequency, repetition of tasks, how much force is needed etc.

The HSE provides filters that can help with decision making, for example:

• The Manual Handling Assessment Charts (MAC tool) is used to assess the risks posed by lifting, lowering, carrying and team manual handling activities
• The Risk Assessment of Pushing and Pulling (RAAP tool) can help to identify high risk pushing and pulling activities and help to assess how effective current control measure are

MAC tool

To use this assessment, you need to go through your manual handling operations step by step using a flow chart. The MAC tool generates a numerical score and traffic light system to grade operations on their level of risk.

It can be used to assess:

• Lifting operations done by a single person
• Carrying by a single person
• Team handling activities

RAAP tool

The tool can assess two types of pushing a pulling activity:

• Moving loads using wheeled equipment, for example hand trolleys, wheel barrows, pump trucks or carts
• Moving a load without wheels, for example by rolling or dragging it

Similar the MAC tool, the RAAP contains a flow chart, an assessment guide and a score sheet. By following the tool step by step and assessing risk against the guidance provided, you should be able to determine the level of risk for each factor and decide what controls are needed.

The basics of risk assessment

The basic steps of a risk assessment are:

1. Identify the hazards
2. Decide who might be harmed and how
3. Identify what controls need to be put in place to reduce the risks
4. Record your findings
5. Monitor and review

A manual handling risk assessment should assess four main factors:

• Task – the manual handling activity, for example pushing, pulling, carrying etc
• Individual – workers and their abilities
• Load – the person, animal or object that needs to be moved
• Environment – the physical area or space that the activities will be done in

These key areas are sometimes referred to using the acronym TILE.

The contents of the risk assessment should include:

• Identification of hazards that could cause a musculoskeletal injury to workers who perform manual handling tasks
• Evaluations of load capacities
• Information on risks of lifting/ carrying loads
• Information on risks from pushing/ pulling activities

Further information to include based on the risk assessment:

• Photographs/ images of hazards with the issues identified clearly labelled
• Who is responsible for putting controls in place (including a timeframe for corrective actions to be implemented)
• Specifics on the corrective actions that are needed to control risks and reduce hazardous manual handling

Putting appropriate controls in place based on the findings of a risk assessment will protect workers from harm and improve workplace safety. If an accident or injury does occur and a business can provide evidence that they put controls in place to reduce risk, they will have some protection in the event of legal action being taken against them.

Who is responsible for conducting a manual handling risk assessment?

A risk assessment must be completed by a competent person. A competent person is someone who has the relevant experience, skills and knowledge to complete the task effectively. Usually, a risk assessment will be done by someone senior such as an employer, manager or supervisor. Some organisations choose to appoint an external health and safety professional to assist them with risk assessments to ensure they are compliant.

It is a legal requirement for the findings of a risk assessment to be recorded in writing in any business that employs more than five people. It is good practice to write down your findings even if you have fewer than five employees.

Additional risk assessments may be necessary for vulnerable workers such as:

• New or expectant mothers
• Very young or elderly workers
• Workers with a disability (physical or cognitive)
• Migrant workers

Appropriate manual handling training

Manual handling training can be used to raise awareness and reduce risk. Training alone is not an appropriate way to control risk within the workplace and should only be used in conjunction with other controls, such as redesigning tasks or providing equipment.

Workers should receive comprehensive manual handling training as part of their onboarding when they start a new job. Training should also be done periodically for all staff and when there are significant changes to the workplace, workforce or legislation.

Manual handling training should be appropriate and relevant to the type of work being carried out. Warehouse workers should be encouraged to think about the nature of their work and how a warehouse environment may pose specific hazards or challenges to them. Additionally, it is important to consider the demographics of the workforce to ensure that training is inclusive and relevant to them, especially if there may be cultural or language barriers.

Appropriate manual handling training should cover:

• Manual handling risk factors
• Consequences of poor manual handling (including accidents and types of injuries)
• Examples of poor manual handling
• Examples of safe manual handling
• Using mechanical aids properly and safely

At the end of the training session there should be some way to check everyone’s understanding such as a short quiz. A quiz can help to identify knowledge gaps and measure how effective the training is. 

For training to be the most effective it should involve a mix of practical, hands-on tasks and classroom learning. If employers may choose to use online training or e-learning to instruct workers about manual handling, they should ensure that they take time to observe their employees during day to day activities to ensure they are putting their training into practice.

Using PPE correctly

When employers provide workers with personal protective equipment (PPE) to reduce workplace risks it is important to use this PPE correctly.

Warehouse workers may use PPE items such as:

• Head protection, for example hard hats
• Hand protection, for example gloves
• Foot protection, for example safety boots

High visibility jackets or vests are essential in warehouses where there is low lighting or where workers are routinely working around vehicles. High vis workwear helps people to be seen and reduces the chance of a workplace accident.

PPE should be fit for purpose, well-fitting and not interfere with manual handling operations. If you notice that PPE items are making manual handling operations more difficult or hazardous, for example gloves are making it harder to grip a load or footwear has been issued without a non-slip sole, you should report this to your supervisor immediately.

Using mechanical aids in the warehouse

Using mechanical equipment in the workplace can help to reduce the risk of injury to workers. Implementing solutions such as mechanical aids, robotics and automation in the workplace can help to protect workers during manual handling tasks because they reduce the level of physical energy and exertion required.

Workplace equipment, including both manual and mechanical aids, can take the strain off workers and improve workplace safety and efficiency.

Common mechanical aids used to help with manual handling in warehouses may include:

• Hand trolleys and hand trucks
• Lift tables
• Stackers
• Pallet trucks
• Fork lift trucks
• Conveyor belts
• Winches

Hand trolleys and hand trucks

Hand trolleys and trucks are basic wheeled devices that can be used to move loads over reasonably short distances. Typically, you would stack items (usually boxes) onto them and then wheel them to their destination. Care should be taken not to overload the device as loads can easily topple over.

Although very useful and simple to operate, hand trolleys and trucks are manually operated and are not suitable for very heavy or awkwardly shaped loads.

Lift tables

A lift table is a piece of equipment that typically made up of a flat base and platform and features a scissor lift mechanism that allows the height to be adjusted. In warehouses, lift tables are typically used to raise and lower loads, for example during pallet handling or vehicle loading.

Stackers

Stackers are designed to lift, transport and stack pallets in warehouses and distribution centres. They require more manual work than a forklift but are more cost effective and easier to operate in tighter spaces. There are different types of stackers available including:

• Manual stacker – the simplest and most afford type of stacker, the manual stacker is operated using hydraulic pump action. The two forks of the stacker are placed beneath a load and the operator them pumps the handle to raise it up.  Typical load capacity is 5000 lbs.
• Electric walkie behind – twice the size of a manual stacker, the walkie stacker is battery powered. An operator is required to walk behind or along side the stacker and because they are electric, loads can be lifted at the touch of a button. Typical load capacity is 4500 to 6000 lbs.
• Rider stacker – similar to the electric walkie stacker, but with the added feature of a platform that allows the operator to step on and ride the stacker around the warehouse. Although better for moving across large distances, these stackers offer little protection to operators and may put them at risk of manual handling injuries from having to adopt an awkward stance and/or posture during operation.

Pallet trucks

Also called a pallet jack or pump truck, a pallet truck is a tool used in warehouses to lift and transport pallets. Each truck comes with its own weight capacity – it is important to not to overload them as they can become difficult to control and manoeuvre, which may put users at greater risk of straining themselves or having an accident.

A wide selection of different pallet trucks are available to help to reduce the risks associated with handling heavy loads. These include manual, electric, ride on and compact options.

Forklift trucks

Forklift trucks are powered industrial vehicles that are used to pick up and move heavy loads around warehouse facilities. They are highly efficient at transporting heavy loads, as well as for picking pallets for order fulfilment and stacking pallets in high racks.

In the UK, there is no specific ‘forklift licence’ however, under PUWER regulations anyone driving a forklift and using it in the workplace needs to be properly trained and instructed on how to do so safely. In the US, under both state and federal law it is illegal to operate a forklift without a specific license to do so.

Conveyor systems

Conveyors are a common piece of mechanical handling equipment in warehouses that are used to move goods from one location to another. Conveyors consist of belts, rollers or chains that effectively transport items along a predefined path.

Using a conveyor system can:

• Improve efficiency
• Reduce manual handling injuries associated with heavy lifting
• Reduce costs by minimising product damage and improving output
• Increase production speed

Winches

A winch is a mechanical tool that can be used to pull a heavy load, usually in a horizontal direction.

There are different types of winches that vary in size, use and application. Common winches include:

• Manual winches
• Electric winches
• Hydraulic winches
• Pneumatic winches
• Industrial winches

When deciding what manual handling equipment to use in the warehouse, it is important to consider a number of factors, including:

• The nature of the loads being handled (including size, shape, stability and weight)
• The general work environment
• How often the task needs to be repeated 
• The distance that the loads need to be transported
• Who is performing the task
• How many workers are needed to safely operate the equipment
• Any licences or certifications that are required

Workplace equipment is covered up the Provision of Workplace Equipment Regulations (PUWER). These regulations state that all workplace equipment should be safe to use, fit for purpose and routinely subject to inspection and maintenance.

Anyone using equipment at work to help them with their manual handling activities must have received proper instruction and training. Misuse of equipment can increase the risk of injury to workers during manual handling tasks.

Warehouse equipment that is used to lift loads is covered under the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER). To be compliant with LOLER all lifting operations that use lifting equipment must be:

• Properly planned by someone competent
• Properly supervised
• Carried out in a safe manner

LOLER additionally requires that all lifting equipment is:

• Fit for purpose
• Suitably marked
• Subject to regular examination for any issues or defects

Records must be kept relating to training, certification and inspection that relates to workplace equipment to show compliance with workplace regulations and guidance.