Ergonalysis · Safety Professional Tools
JHA
FIELD
GUIDE
How to plan, conduct, and document a Job Hazard Analysis in compliance with OSHA Publication 3071 and standard occupational safety practice.
OSHA 3071
Cal/OSHA §3203
NIOSH
Liberty Mutual Tables
IES Lighting Standards
Contents
01What is a JHA and when to do one
02Pre-assessment preparation
03Frequency scale definitions
04Supervisor interview guide
05Employee interview guide
06Task observation checklist
07Equipment documentation
08Field measurement protocols
09Physical demands documentation
10Hazard identification framework
11Environmental conditions
12Cognitive and mental demands
13Photo documentation
14Field notes template
Section 01
WHAT IS A JHA
A Job Hazard Analysis (JHA) — also called a Job Safety Analysis (JSA) — is a systematic method for identifying and documenting the physical, cognitive, and environmental hazards associated with a specific job or task. It is the foundation document for injury prevention programs and is required under Cal/OSHA Title 8 CCR §3203 (IIPP) as part of employer hazard identification obligations.
A JHA is not an individual ergonomic assessment. It documents the job — what the work demands of the person doing it — not the individual worker's posture or scores. Multiple workers may perform the same job differently; the JHA captures what the job requires across all of them.
When to conduct a JHA
- New job or task being introduced
- Job with a history of injuries or near misses
- Job identified as high-risk (forceful exertion, repetitive motion, awkward postures)
- Workers' compensation carrier or HR request
- Return-to-work — defining essential functions for modified duty
- Periodic review — job conditions have changed
Section 02
PRE-ASSESSMENT PREPARATION
Before You Go — Request From the Employer
- Current job description for the position
- Organizational chart showing where the position sits
- Shift schedule and typical staffing levels
- Any prior JHAs or job analyses for this position
- Recent workers' comp claims or OSHA recordables for this job title (not required for JHA, but useful context)
- PPE requirements for the work area
- Access authorization for patient care areas, restricted zones
Observe the actual shift
Conduct the JHA during the shift being assessed. A day shift JHA does not characterize night shift conditions — staffing, pace, supervision, and environmental conditions can differ significantly. If multiple shifts exist, note which shift you assessed.
Section 03
FREQUENCY SCALE
The N/S/O/F/C frequency scale is used throughout the JHA to characterize how often each demand occurs. It is consistent with standard occupational medicine and functional capacity evaluation conventions. Use the following definitions for an 8-hour shift — adjust proportionally for other shift lengths.
| Code | Frequency | % of Workday | Time in 8-hr Shift | Definition |
|---|
| N | Never | 0% | Does not occur | The demand is not part of this job. |
| S | Seldom | 1–10% | Up to ~48 minutes | Occurs rarely — episodic, infrequent, or only under special circumstances. |
| O | Occasional | 11–33% | ~48 min to ~2.6 hrs | Occurs regularly but not for the majority of the shift. Discrete intervals. |
| F | Frequent | 34–66% | ~2.6 to ~5.3 hours | Occurs for a substantial portion of the shift. Recurring throughout the day. |
| C | Constant | 67–100% | More than ~5.3 hours | The dominant work posture or activity. Occurs throughout nearly the entire shift. |
How to determine frequency
Frequency is inferred from direct observation, interview data, and the documented shift structure. Use supervisor-reported time allocations when available (e.g. "68% walking"). For tasks without direct time data, use your field observation and judgment. Document your reasoning in the JHA.
Section 04
SUPERVISOR INTERVIEW GUIDE
Interview the direct supervisor before observing workers. The supervisor provides the systemic view — staffing, production demands, known problems, and organizational context. Document name, title, tenure, and date.
Job Overview
- How many employees are in this position? Full-time, part-time, per diem?
- Walk me through a typical day — from the start of shift to end. What does a normal day look like?
- How is the work organized? Are tasks assigned, or does each worker determine their own sequence?
- What are the production demands? Any quotas, turnaround time standards, or census-driven workload?
- Has the job changed significantly in the past year? New equipment, new tasks, staffing changes?
Physical Demands
- What is the hardest physical task in this job? What makes it hard?
- Are there tasks that require more than one person? When and why?
- What equipment do workers use? Any known issues with that equipment?
- What do you estimate the walking/standing split to be during a typical shift?
- Are there heavy lifts, forceful pushes/pulls, or overhead work involved?
Hazards and Incidents
- Have you seen workers develop workarounds for any tasks? What are they?
- What conditions make the job harder — high census, short staffing, seasonal variation?
- Are there any tasks you've identified as higher risk? What have you done about them?
- What PPE is required and when? Is compliance consistent?
Cognitive and Organizational
- Are there decisions workers have to make during the job that have significant consequences if wrong?
- Are there time-sensitive tasks — things that have to happen immediately when triggered?
- How much supervision do workers have during the shift?
- What training does a new hire receive before working independently?
Section 05
EMPLOYEE INTERVIEW GUIDE
Interview workers who actually perform the job — ideally at least two, with different tenure levels if possible. Workers often identify demands, workarounds, and hazards that supervisors are not aware of. Document name, title, tenure, and date for each.
Interview workers separately from supervisors
Workers may not disclose workarounds, discomfort, or safety concerns when a supervisor is present. Conduct employee interviews privately whenever possible. Assure them the JHA is about the job, not individual performance evaluation.
Daily Work
- Walk me through your day from when you arrive to when you leave. What do you do first?
- What does a busy day look like versus a slow day? What drives that difference?
- Are there tasks you do differently depending on the day or assignment?
Physical Demands
- What is the hardest physical part of this job for you?
- Is there anything you find painful, tiring, or uncomfortable by end of shift?
- Are there tasks you avoid or do differently because of how they feel physically?
- Have you ever hurt yourself doing this job, even minor? What were you doing?
- Is there anything about the equipment or workspace you would change if you could?
Workarounds
- Are there things you do differently than how you were trained? Why?
- Are there shortcuts or workarounds other workers use that you've seen?
- Is there anything that makes the job harder than it needs to be?
Section 06
TASK OBSERVATION CHECKLIST
Observe workers performing the actual job tasks. Do not rely solely on interviews — workers often underreport physical demands and may not recognize hazardous conditions as abnormal. Watch for the following:
Posture and Movement
- Sustained trunk flexion (forward bending) during tasks
- Trunk rotation or twisting — direction, frequency, duration
- Shoulder elevation (shrugging) during pushing, pulling, or carrying
- Overhead reach — arms above shoulder height, duration
- Reach below knee height — low bin access, floor-level tasks
- Kneeling or squatting — frequency and duration
- Forward head posture during desk or screen work
- Lateral reach across body midline
Force and Effort
- Pushing and pulling — carts, equipment, doors, drawers
- Lifting — weight, height, frequency, coupling (handle vs. no handle)
- Grip force — tool handles, bags, containers
- Pinch grip use — small parts, spray bottles, triggers
- Sustained grip — duration of continuous gripping tasks
- Contact stress — forearm or wrist resting on hard surfaces
Repetition and Duration
- Repetitive arm or hand motion — wiping, spraying, typing
- How many times per shift is a specific demanding task performed?
- Static postures held — how long without a break or change?
- Recovery time between demanding tasks — is there adequate rest?
Industry-Specific Observations
| Industry | Additional Things to Look For |
|---|
| Healthcare | Patient handling (transfers, repositioning, ambulation), sharps handling, isolation precautions, UV robot operation, medication handling, call light response demands |
| Manufacturing / Assembly | Line speed and pacing, part weight and coupling, reach into machinery, tool torque reaction, sustained static postures at fixed stations, pinch points |
| Warehouse / Distribution | Pallet jack/forklift operation, rack height vs. reach, conveyor height relative to worker stature, order pick frequency and travel distance, label reading posture |
| Construction | Working at height (ladders, scaffolding, roofwork), tool weight and sustained overhead work, ground surface conditions, material delivery and staging, thermal exposure |
| Food Production / Kitchen | Knife work and cut frequency, cooking equipment heights, steam/heat exposure, floor surfaces (wet, sloped drains), cold storage exposure, repetitive cutting/wrapping tasks |
| Office / Administrative | Monitor height and distance, keyboard and mouse placement, phone use posture, document handling, sustained seated posture, chair adjustability |
| Retail / Grocery | Shelf stocking heights (floor level and overhead), scanner posture, cash register setup, sustained standing surface, customer interaction demands |
| Transportation / Delivery | Vehicle entry/exit (cab height, step height), loading dock height mismatches, pallet jack on uneven surfaces, driving duration and vibration, package weights |
Workarounds to Document
- Improvised methods for difficult tasks (tilting containers, using body as leverage)
- Workers skipping or modifying required procedures
- Equipment being used outside its intended purpose
- Two workers required for tasks designed for one
- Informal training passed between workers ("this is how we really do it")
- Self-pacing strategies to manage workload or pain
Section 07
EQUIPMENT DOCUMENTATION
For each piece of equipment used in the job, document the following. This feeds the equipment inventory table in the JHA.
Measurement and Assessment Instruments
| Instrument | What It Measures | When to Use |
|---|
| IMADA / force gauge | Push, pull, lift, and extraction forces (lbs) | Any job with wheeled equipment, carts, doors, drawers, or extraction tasks |
| Digital luggage scale | Load weight (lbs/kg) | Lifting, carrying, bag extraction — any task where load weight is a hazard |
| Tape measure | Handle heights, reach distances, container dimensions (inches) | Every assessment — document all equipment geometry |
| Circumference / flexible tape | Tool handle diameter, grip circumference (inches) | Hand tools, mop handles, carts, any sustained grip task — optimal power grip: 1.5–2" diameter |
| Digital lux meter | Ambient lighting (lux) | Any job with lighting concerns, inspection tasks, or low-light environments. Reference: 200 lux general / 500 lux inspection (ANSI/IES) |
| Sound level meter (dBA) | Noise exposure level | Manufacturing, construction, food processing, equipment rooms, any sustained loud environment. OSHA PEL: 90 dBA; Action level: 85 dBA |
| Goniometer / digital inclinometer | Joint angles (degrees) — trunk flexion, wrist deviation, shoulder elevation | Ergonomic assessments (RULA/REBA), awkward posture documentation, any job with sustained or extreme joint angles |
| Measuring wheel / wheel odometer | Travel distance (feet/meters) | Pushing/pulling tasks over distance — required for NIOSH Liberty Mutual push/pull tables (distance is a key variable) |
| Thermometer / heat index meter | Ambient temperature, heat index (°F/°C) | Outdoor work, kitchens, foundries, warehouses without climate control — Cal/OSHA heat illness prevention triggers at 80°F |
| Digital scale (floor) | Object weight (lbs) | Heavy equipment, materials, containers — confirm actual weight vs. labeled weight |
| Caliper (digital or vernier) | Precise dimensions — tool handle diameter, object thickness, gap measurements (mm/inches) | When tape measure lacks precision — small tool handles, part dimensions, clearance measurements |
| COF tester / tribometer | Coefficient of friction on floor surfaces | Slip hazard assessment — wet floors, threshold transitions, outdoor surfaces. Safe COF: ≥0.5 wet, ≥0.4 dry |
| Stop watch / timer | Task duration, cycle time, recovery periods | Any repetitive task — confirm frequency estimates; document recovery time between demanding tasks |
| Photo / video documentation | Posture, equipment, environment, measurements | Every assessment — document what you observed as it was observed |
Equipment and Materials to Document (by type)
| Equipment Type | What to Document |
|---|
| Carts / wheeled equipment | Handle height (floor to grip), caster type and diameter, loaded weight, floor surfaces used on, push/pull force (measured) |
| Hand tools (power and manual) | Tool weight, handle circumference, grip type (power/pinch/hook), trigger force if applicable, vibration level if power tool |
| Lifting devices (hoists, lift tables, patient lifts) | Rated capacity, actual load vs. rated, control type, height range, condition of straps/slings |
| Containers / bins / totes | Rim height, diameter/dimensions, capacity, coupling (handle vs. no handle), typical fill weight |
| Conveyors / material handling equipment | Belt height, speed, load weight, loading/unloading posture requirements |
| Powered industrial trucks (forklifts, pallet jacks) | Controls location, seated vs. stand-up, vibration, sight lines, pedestrian traffic interface |
| Office / computer workstations | Monitor height, keyboard position, chair adjustability, lighting, reach distances |
| Scaffolding / ladders / elevated platforms | Height, access method, stability, load capacity, fall protection present |
| PPE required | Type, when required, whether it impairs movement or dexterity, compliance observed |
| Chemicals / hazardous materials | Product name, SDS location, exposure route, required PPE, ventilation requirements |
Section 08
FIELD MEASUREMENT PROTOCOLS
Push / Pull Force Testing (IMADA Gauge)
- Conduct 3 trials minimum per direction (push and pull) per equipment item
- Use a 1-foot travel distance — this captures initial inertia (peak) force
- Record the floor surface — linoleum, tile, carpet, and threshold surfaces give different values
- Record handle height in inches from floor
- Note whether load is representative of typical conditions (loaded vs. unloaded)
- For turning forces: test left and right separately — turning resistance typically exceeds straight-line push/pull
- Record all trial values and compute the average — do not discard outliers without noting why
Weight Measurement (Digital Luggage Scale)
- Weigh loads at the point of handling — trash bags at extraction, linen bags at lift height
- Record 3 trials when weight varies (e.g. trash bags across multiple rooms)
- Note whether load weight is typical, light, or heavy for that shift — context matters
- For extraction tasks (bags inside containers): note that extraction force is typically 1.8–2.2× the bag weight due to friction mechanics (capstan effect)
Equipment Geometry (Tape Measure)
- Handle heights: measure from floor to top of handle grip, not to bottom of handle
- Rim heights: measure from floor to top inside edge of container
- Reach distances: measure from worker's standing position to point of task contact
- Grip circumferences: wrap tape around mid-handle; record in inches
- All measurements in inches unless otherwise noted
Lighting (Digital Lux Meter)
- Measure at the point of task performance, not at the room center
- Note time of day and ambient conditions (daylight, overhead lights on/off)
- Record location precisely (e.g. "Room 284 Telemetry, door threshold, 12:31 PM")
- Reference standards: 200 lux minimum for general healthcare cleaning (ANSI/IES RP-29-20); 500 lux for detailed inspection or reading tasks
- Note if any specific areas appear significantly darker or brighter than measured zones
Liberty Mutual context for force data
The Snook & Ciriello (1991) psychophysical tables provide population-based acceptable force limits by task type (push/pull/lift/carry), gender, handle height, frequency, and distance. When force data exceeds the 75th percentile acceptable limit for the relevant population, document this explicitly. Available at: libertymutualresearch.com
Section 09
PHYSICAL DEMANDS DOCUMENTATION
The physical demands section documents what the job requires of the worker's body. It is used for return-to-work determinations, pre-placement assessments, and accommodation evaluations under ADA/FEHA. Be specific — vague entries reduce the document's defensibility.
| Strength Classification | Occasional Lift Maximum | Frequent Lift Maximum | Typical Jobs |
|---|
| Sedentary | Up to 10 lbs | Negligible | Desk work, reception |
| Light | Up to 20 lbs | Up to 10 lbs | Office, light assembly |
| Medium | Up to 50 lbs | Up to 25 lbs | Healthcare, food service, warehouse |
| Heavy | Up to 100 lbs | Up to 50 lbs | Construction, industrial |
| Very Heavy | Over 100 lbs | Over 50 lbs | Heavy industry, utilities |
Physical demands vs. physical actions
Physical demands (sitting, standing, walking, running) describe whole-body work posture and locomotion patterns. Physical actions (reaching, gripping, lifting, twisting) describe specific movement demands. Both are required in a complete JHA. The frequency scale applies to both.
Section 10
HAZARD IDENTIFICATION FRAMEWORK
OSHA defines a hazard as any condition or practice with the potential to cause injury or illness. For a JHA, use the following categories to ensure complete hazard identification across all dimensions of the job.
| Hazard Category | What to Look For | Examples |
|---|
| Biomechanical / Ergonomic | Forces, postures, repetition, contact stress, vibration exceeding safe limits | Forceful lifting, sustained forward bend, pinch grip on small tools, wrist deviation during keyboard use |
| Physical / Energy | Struck-by, caught-in, fall, electrical, UV/radiation, thermal extremes | Moving equipment, wet floors, UV disinfection robots, hot surfaces, overhead objects |
| Chemical / Biological | Disinfectants, cleaning agents, biohazardous waste, pharmaceutical waste, pathogens | Virex II 256 skin/eye exposure, red bag waste handling, sharps, blood/body fluids |
| Cognitive / Organizational | Time pressure, complex decisions, error consequences, workload variability, interruptions | Waste segregation decisions, isolation room protocol, high patient census surges |
| Environmental | Lighting, noise, temperature, humidity, air quality, floor surfaces | Low lux in patient rooms, wet floor mopping hazard, carpet vs. linoleum transitions |
| Psychosocial | Patient/family contact, emotional labor, workplace violence potential, staffing stress | Occupied room cleaning, agitated patient interaction, verbal de-escalation demands |
Hierarchy of Controls
When identifying hazards, also consider the appropriate control tier: Elimination (remove the hazard) → Substitution (replace with less hazardous option) → Engineering controls (isolate or redesign) → Administrative controls (change work practices) → PPE (last resort). Document the most effective feasible control, not just PPE.
Section 11
ENVIRONMENTAL CONDITIONS
| Condition | What to Document | Reference Standard |
|---|
| Lighting | Lux at point of task; note time of day; compare to standard | ANSI/IES RP-29-20: 200 lux general / 500 lux inspection |
| Noise | Continuous vs. intermittent; note sources; measure dBA if available | OSHA PEL: 90 dBA 8-hr TWA; Action Level: 85 dBA |
| Temperature | Note extreme heat/cold areas; duration of exposure | Cal/OSHA Heat Illness Prevention: action at 80°F |
| Chemical exposure | Product names, SDS available, ventilation adequacy, PPE required | OSHA HazCom (29 CFR 1910.1200) |
| Biological exposure | Contact with blood/body fluids, biohazardous waste, isolation precautions | OSHA Bloodborne Pathogens (29 CFR 1910.1030) |
| Radiation (UV/ionizing) | Type, source, exposure controls, worker exit protocol | Facility SOP; manufacturer protocol |
| Wet/slippery surfaces | Created by task (mopping); note floor surface COF if known | COF >0.5 recommended for wet conditions (ANSI A1264.2) |
Section 12
COGNITIVE AND MENTAL DEMANDS
Cognitive demands are often overlooked in JHAs but are required for a complete job analysis. They are directly relevant to return-to-work and accommodation determinations, and they define training and supervision requirements for the position.
| Cognitive Demand | How to Assess It |
|---|
| Time-sensitive actions | Ask: are there tasks that must occur immediately when triggered? What happens if delayed? (e.g. discharge room turnaround, isolation room UV cycle sequencing) |
| Decision-making complexity | Ask: what decisions does the worker make on every room entry? What are the consequences of a wrong decision? (e.g. waste segregation — standard vs. biohazard vs. pharmaceutical) |
| Protocol complexity | Ask: are there multi-step sequences that must be followed exactly? PPE donning/doffing, isolation room entry, spill response procedures |
| Sustained attention | Ask: are there tasks that require continuous visual inspection or attention for extended periods? Surface cleaning for biological hazards, continuous patient contact |
| Consequences of error | Ask: what is the worst realistic outcome of a mistake in this job? Patient safety implication? Regulatory violation? Injury to self or others? |
| Workload variability | Ask: what causes surge conditions? How much does the job change on a heavy vs. light day? How is that managed? |
| Patient / public interaction | Document frequency, nature, and any de-escalation requirements. Relevant to workplace violence risk assessment. |
Section 13
PHOTO DOCUMENTATION
Photos are the evidentiary backbone of the JHA. They document conditions at the time of assessment, support your written findings, and protect both the assessor and the employer. Take more than you think you need.
What to Photograph
- Equipment used in the job — full view and close-up of relevant features (handles, casters, controls)
- Work environment — overall workspace, floor surfaces, lighting conditions
- Representative work postures — employee performing each major task (obtain consent)
- Measurements being taken — gauge reading, tape measure in position
- Specific hazards observed — narrow corridors, uneven floors, blocked footwells
- Workarounds being used — if safe and ethical to document
- Any condition specifically called out in your written findings
Photo consent and patient privacy
In healthcare settings: obtain facility authorization before photographing patient care areas. Do not photograph patients or patient-identifiable information without explicit consent. Follow facility photography policy. Frame shots to capture equipment and posture without including identifiable patient information.
Section 14
FIELD NOTES TEMPLATE
Use these pages for handwritten field notes during the assessment. Transfer to the JHA tool when you return to your workstation.
Assessment Info
Job Title / Department / Facility
Supervisor Interviewed — Name / Title / Tenure
Employees Interviewed — Name / Title / Tenure
Field Measurements
Measurement — Value — Location / Notes
Push / Pull Force Data
Equipment — Surface — Direction — Trial 1 / 2 / 3 — Avg — Handle Ht
Observed Tasks — Frequency — Hazards
References
STANDARDS AND REFERENCES
- U.S. Department of Labor, OSHA. 2002. Job Hazard Analysis. OSHA Publication 3071.
- California Department of Industrial Relations, Cal/OSHA. Title 8 CCR §3203 — Injury and Illness Prevention Program.
- Snook, S.H., and Ciriello, V.M. 1991. The design of manual handling tasks: revised tables of maximum acceptable weights and forces. Ergonomics, 34(9), 1197–1213.
- Waters, T.R., Putz-Anderson, V., and Garg, A. 1994. Applications Manual for the Revised NIOSH Lifting Equation. NIOSH Publication No. 94-110.
- American National Standards Institute / Illuminating Engineering Society. ANSI/IES RP-29-20. Recommended Practice for Lighting Healthcare Facilities.
- McAtamney, L. and Corlett, E.N. 1993. RULA: A survey method for the investigation of work-related upper limb disorders. Applied Ergonomics, 24(2), 91–99.
- Hignett, S. and McAtamney, L. 2000. Rapid Entire Body Assessment (REBA). Applied Ergonomics, 31(2), 201–205.
- OSHA. 29 CFR 1910.1030 — Bloodborne Pathogens.
- OSHA. 29 CFR 1910.1200 — Hazard Communication Standard.
- ACGIH. 2022. TLVs and BEIs: Threshold Limit Values for Chemical Substances and Physical Agents.
ERGONALYSIS JHA FIELD GUIDE · INLAND SAFETY AND RISK ADVISORS · ergonalysis.com