Capability template for health, safety and environment
Ergonomic review inputs
For a supervisor preparing for an ergonomics assessor or a worker's complaint about a task: a task observation record of each step's movements, durations, loads and measurements as supplied, the measurements still missing, and what the people who do the task said.
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The outcome
When a task is referred for an ergonomic assessment, the assessor's first questions are always the same: what exactly do people do, for how long, how often, handling what, and what has been measured? This capability puts the answers on one record, written from what the supervisor actually saw and measured, so the assessor spends the visit assessing instead of collecting.
Each step of the task gets its own entry: the movements in the supervisor's own words, how long the step takes in one cycle (one complete run through all the steps of the task), the weights, heights and distances that were given, and the figures that were not. The record adds up what can be added up, such as time spent per step over a shift, and says plainly where a number is an estimate from a short observation. What the people who do the task said sits beside it, separate from what was observed, with the places the two disagree.
The record judges nothing. It scores no posture, rates no risk, compares no load with any limit, gives no view on anyone's health or fitness and certifies nothing. The ergonomics assessor decides what the task means and what should change.
Who starts the work, and when
The supervisor or manager responsible for the task starts it: when an assessor is booked, when a worker or a team raises a complaint about a task, or when a task is about to change and someone wants it recorded first. They watch the task, time and weigh what they can, ask the people who do it, and run the capability the same day.
The ergonomics assessor, from inside the business or an outside adviser, receives the record and does the assessing.
What they supply
- A short referral brief. The task, the location, who does it and how many, why it was referred, when it was observed, who observed it, who the assessor is, the shift and break pattern, and the working time on the task per shift.
- The steps of the task, in the order they are done.
- Observation notes. What was seen at each step, in plain words: the movements, how long things took, what was handled, where, and how often.
- Measurements, if any, as a table with stated column headers: weights, heights, distances, forces and times, with who took them and how.
- Worker feedback, if any: what the people who do the task said, by role, and what they suggested.
- A list of photographs or video, if any, with a line on what each one shows.
What comes out
One task observation record in a fixed order. A header with the task, the reason for referral and what was observed. Then a record for each step: the movements as described, the time for the step in one cycle, the load, the heights and distances, the measurements supplied, the measurements not supplied and what the people who do the task said about that step.
Then the totals that follow from the figures supplied, the feedback and suggestions that belong to no single step, the photographs listed but not interpreted, the places where the inputs disagree, every measurement still missing and who could supply it, a line stating what the record does not do, and a blank handover block. A good record can be checked against the supervisor's notes line by line, and every figure in it traces to something that was supplied.
An invented example
Illustrative example with invented data. The business, the people, the task, the measurements and the dates below are all invented. The business is an invented 30-person home-goods fulfilment company. Its warehouse supervisor is preparing for an external ergonomics assessor, after the packing team raised aching shoulders at a team meeting. First come the inputs the supervisor supplied, in full, then the record the capability returned for the assessor.
The inputs
1. Referral brief
Task: Packing a boxed table lamp into a shipping carton at pack station 3
Location: Warehouse, pack station 3
People who do it: Packers (4 across two shifts)
Why referred: Packing team raised aching shoulders at the team meeting
on Thursday 5 November 2026; assessor visit booked
Observed: Tuesday 10 November 2026, 07:30 to 08:30
Observed by: Warehouse supervisor
Assessor: External ergonomics assessor, visit on Tuesday 17 November 2026
Prepared for: the assessor
Shift and break pattern: 07:00 to 15:30; breaks of 15 minutes at 10:00 and
30 minutes at 13:00
Working time on the station per shift: 6.0 hours (from the rota; excludes
breaks and other duties)
2. The steps of the task
1. Take a flat carton from the stack on the shelf beside the bench, fold it
and tape the base
2. Lift the lamp box from the trolley to the bench
3. Wrap the lamp and place it in the carton with paper fill, close the lid
and tape it
4. Lift the packed carton onto the roller conveyor beside the bench
3. Observation notes (typed by the supervisor)
Observed two packers, A and B, from 07:30 to 08:30 on Tuesday 10 November.
Packer A finished 20 cartons in the hour, packer B finished 22. I timed
packer A's steps with a stopwatch on five cartons; the figures below are
typical of those five.
1. Flat cartons are on a shelf to the right of the bench. The packer
reaches up to take one, stands at the bench, folds it and tapes the
base. About 25 seconds.
2. Lamp boxes arrive on a trolley parked by the bench. The packer lifts
one box from the trolley, which sits low, and puts it on the bench,
about two steps away. The boxes are about 3 kg. About 3 seconds.
3. Standing at the bench, the packer wraps the lamp in paper with both
hands, reaching right to the paper dispenser, places it in the carton,
closes the lid and tapes it. This is the longest step. About 120
seconds.
4. The packer lifts the packed carton off the bench and puts it on the
conveyor on their left, about one pace away, turning at the waist with
feet kept in place. About 4 seconds.
Breaks are taken at 10:00 and 13:00 as on the rota.
4. Measurements
Step,Measure,Value,Unit,Measured by,Method
2,Box weight,4.2,kg,Supervisor,Printed on the box label
2,Bench height,92,cm,Supervisor,Tape measure
3,Bench height,92,cm,Supervisor,Tape measure
4,Packed carton weight,6.4,kg,Supervisor,Bench scale
4,Packed carton weight,6.5,kg,Supervisor,Bench scale
4,Packed carton weight,6.6,kg,Supervisor,Bench scale
4,Bench height,92,cm,Supervisor,Tape measure
4,Conveyor height,88,cm,Supervisor,Tape measure
5. Worker feedback and suggestions (typed by the supervisor)
Asked both packers on Tuesday 10 November after the observation.
- Both: shoulders ache by late afternoon.
- One: it is worst when reaching up for cartons on the shelf.
- One: twisting round to the conveyor feels awkward.
- Tomas says his left wrist has been sore since September and he has seen
his doctor about it.
- Both say the 10:00 break is often skipped when orders are running late.
- Suggestions: one would like the cartons on a lower shelf; one would like
the conveyor turned to face the bench.
6. Photographs
pack3_shelf.jpg - the carton shelf seen from the bench
pack3_bench.jpg - the bench with the trolley beside it
pack3_conveyor.jpg - the conveyor and the bench from above
The output
ERGONOMIC TASK OBSERVATION RECORD: Packing a boxed table lamp into a shipping
carton at pack station 3
Location: Warehouse, pack station 3
Why referred: worker complaint and assessor referral, as stated: packing team
raised aching shoulders at the team meeting on Thursday 5 November 2026;
assessor visit booked.
Prepared for: external ergonomics assessor, visit on Tuesday 17 November 2026.
People who do the task: packers (4 across two shifts). Shift and break pattern:
07:00 to 15:30; breaks of 15 minutes at 10:00 and 30 minutes at 13:00 (stated
by the supervisor).
Observed: Tuesday 10 November 2026, 07:30 to 08:30 (one hour); 2 packers.
Observed by: warehouse supervisor.
Sources: referral brief; task steps; observation notes of 10 November 2026;
measurements, 8 rows; worker feedback, 2 people asked; photographs and video,
3 files
Steps: 4. Measurements supplied: 8. Measurements missing: 9. Disagreements: 3.
STEP RECORD
S1. Take a flat carton from the stack on the shelf beside the bench, fold it
and tape the base
Movements as described: reaches up to the shelf to the right of the bench
and takes a carton; stands at the bench; folds the carton; tapes the base
Time for this step in one cycle: about 25 seconds
(stopwatch, packer A, typical of 5 cartons)
Load: none described
Heights and distances: shelf height and reach distance not given
Measured: none
Not measured: M1 shelf height; M2 reach distance to the carton stack
Worker feedback on this step: shoulder ache worst when reaching up for
cartons on the shelf (1 of 2 asked)
S2. Lift the lamp box from the trolley to the bench
Movements as described: lifts one box from the trolley, which sits low; puts
it on the bench about two steps away
Time for this step in one cycle: about 3 seconds
(stopwatch, packer A, typical of 5 cartons)
Load: lamp box, 4.2 kg (printed on the box label, not weighed); the notes say
about 3 kg (see D1)
Heights and distances: bench height 92 cm (measured; the notes say the box is
put on the bench); trolley height stated as "low", distance stated as "about
two steps"
Measured: box weight 4.2 kg (label); bench height 92 cm (tape measure)
Not measured: M3 trolley height; M4 distance from the trolley to the bench
Worker feedback on this step: none
S3. Wrap the lamp and place it in the carton with paper fill, close the lid and
tape it
Movements as described: stands at the bench; wraps the lamp in paper with
both hands; reaches right to the paper dispenser; places the lamp in the carton;
closes the lid; tapes it
Time for this step in one cycle: about 120 seconds
(stopwatch, packer A, typical of 5 cartons)
Load: none described
Heights and distances: bench height 92 cm (measured); reach distance to the
dispenser and its height not given
Measured: bench height 92 cm (tape measure)
Not measured: M5 reach distance to the paper dispenser; M6 height of the
paper dispenser
Worker feedback on this step: none
S4. Lift the packed carton onto the roller conveyor beside the bench
Movements as described: lifts the packed carton off the bench; puts it on the
conveyor on the packer's left, about one pace away; turns at the waist with
feet kept in place
Time for this step in one cycle: about 4 seconds
(stopwatch, packer A, typical of 5 cartons)
Load: packed carton, 6.4, 6.5 and 6.6 kg (bench scale), mean 6.5 kg
Heights and distances: bench height 92 cm (measured; the notes say the carton
is lifted off the bench); conveyor height 88 cm (measured); distance stated as
"about one pace"
Measured: packed carton weight 6.4, 6.5 and 6.6 kg (bench scale); bench height
92 cm and conveyor height 88 cm (tape measure)
Not measured: M7 distance from the bench to the conveyor; M8 extent of the
turn at the waist
Worker feedback on this step: twisting round to the conveyor feels awkward
(1 of 2 asked)
TASK TOTALS (arithmetic on the supplied figures; cycles are estimated from the
observed period)
Working time stated per shift: 6.0 hours, 360 minutes (from the rota; excludes
breaks and other duties)
Packer A: 20 cycles in the observed hour (1.0 hour), estimated 120 cycles per
shift (20 cycles / 1.0 hour observed x 6.0 hours).
Time per step per shift: S1 50.0 min; S2 6.0 min; S3 240.0 min; S4 8.0 min;
total 304.0 min.
Check against the stated working time: within (304.0 of 360 minutes).
Weight lifted per shift: S2 120 x 4.2 kg = 504.0 kg; S4 120 x 6.5 kg =
780.0 kg.
Packer B: 22 cycles in the observed hour (1.0 hour), estimated 132 cycles per
shift (22 cycles / 1.0 hour observed x 6.0 hours).
Time per step per shift: S1 55.0 min; S2 6.6 min; S3 264.0 min; S4 8.8 min;
total 334.4 min.
Check against the stated working time: within (334.4 of 360 minutes).
Step durations were timed on packer A and applied to packer B.
Weight lifted per shift: S2 132 x 4.2 kg = 554.4 kg; S4 132 x 6.5 kg =
858.0 kg.
WORKER FEEDBACK NOT TIED TO A STEP (as reported, by role; not assessed)
- Packers (2 of 2 asked): shoulders ache by late afternoon.
- Packers (2 of 2 asked): the 10:00 break is often skipped when orders are
running late (see D2).
CHANGES SUGGESTED BY THE PEOPLE WHO DO THE TASK (recorded as said; not assessed)
- Packer (1 of 2 asked): the cartons on a lower shelf. Step 1.
- Packer (1 of 2 asked): the conveyor turned to face the bench. Step 4.
PHOTOGRAPHS AND VIDEO (listed, not interpreted)
- pack3_shelf.jpg: the carton shelf seen from the bench (as described by the
supervisor)
- pack3_bench.jpg: the bench with the trolley beside it (as described by the
supervisor)
- pack3_conveyor.jpg: the conveyor and the bench from above (as described by the
supervisor)
WHERE THE INPUTS DISAGREE: 3
D1. Lamp box weight. The observation notes say "about 3 kg"; the measurements
give 4.2 kg, read from the box label. The totals use 4.2 kg. Has a box been
weighed? For: supervisor.
D2. Breaks. The brief and the notes say breaks are taken at 10:00 and 13:00 as on
the rota; both packers asked say the 10:00 break is often skipped when orders are
running late. The totals use the stated working time of 6.0 hours. How often is
the break skipped, and how does that change the time on the station? For:
supervisor.
D3. Cycle time. Packer A's step times add up to 152 seconds a cycle (25 + 3 +
120 + 4), but 20 cycles were counted in 60 minutes, which is 180 seconds a
cycle: 28 seconds a cycle are not accounted for. Packer B counted 22 cycles in 60
minutes, 164 seconds a cycle, against the same 152 seconds of step times (timed on
packer A): 12 seconds. The totals use the step times. What fills the
remaining seconds in each cycle? For: supervisor.
MEASUREMENTS STILL MISSING: 9
M1. Shelf height. Step 1. Reaching. For: supervisor (measure).
M2. Reach distance to the carton stack. Step 1. Reaching. For: supervisor
(measure).
M3. Trolley height, where the box is lifted from. Step 2. Lifting. For: supervisor
(measure).
M4. Distance from the trolley to the bench. Step 2. Lifting, stated as "about two
steps". For: supervisor (measure).
M5. Reach distance to the paper dispenser. Step 3. Reaching. For: supervisor
(measure).
M6. Height of the paper dispenser. Step 3. Reaching. For: supervisor (measure).
M7. Distance from the bench to the conveyor. Step 4. Lifting, stated as "about
one pace". For: supervisor (measure).
M8. Extent of the turn at the waist. Step 4. Turning. For: assessor (observe).
M9. Cycles counted over a full shift. Task. The cycles per shift above are
estimated from one observed hour. For: supervisor (count).
Personal details left out: a worker's name, with a detail of a health complaint
and a visit to a doctor (worker feedback)
NOT ASSESSED: This record scores no posture, rates no risk, compares no load with
any limit, gives no view on any person's health or fitness, and certifies nothing.
The ergonomics assessor judges the task.
HANDOVER, completed by people, not by the assistant
Checked by supervisor: ____________ Date: ____________
Received by assessor: ____________ Date: ____________
Draft for the supervisor's check and the assessor's use. Nothing has been sent,
assigned, changed or recorded, and no work has been stopped or started.
Where it fits
- Health, safety and environment, where task referrals, complaints and assessments are tracked and the assessor's findings are owned.
- Manufacturing, where repeated handling at benches, lines and packing stations is the everyday subject of ergonomic reviews.
- Logistics and trade, where loading, picking and putting away make lifting and carrying the core of the work.
- Construction, where tasks change with every site and the working position changes with them.
- Established businesses, where long-standing tasks are done the way they always have been until someone complains.
- Growth & scaling, where higher volumes change how often and how long a task is done.
It stays distinct from workplace risk assessment, which rates hazards and proposes controls. This capability only records the task for the person who will judge it. Incident investigation and corrective actions is the right place when an injury has already happened.
What has to change for your company
Decide who counts as the assessor and how they prefer to receive a record. Keep or change the column headers of the measurement table, and the list of figures the record asks for with each kind of movement. Decide how long an observation should run before you rely on it, and who may take measurements and with what. Decide where records are kept, who sees worker feedback, and how the people who raised a concern hear what happened next. It runs in ChatGPT, Claude, Copilot or Gemini from the notes and files you supply, with no connection to any system. Anything about a person's health goes to those qualified to handle it, not into this record.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example in Claude on 10 November 2026 in three runs: the template and its example were revised after an independent review of the first, and again after a second review, and the record of the third is published with it. The first run was made by an assistant that did not write the template; the second and third runs were made by the assistant that revised it, so they do not replace an independent one. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on two or three tasks your assessor has already looked at, plus cases written in advance: a measurement table with a renamed column, a weight that differs between the notes and the table, a task with no timings, a worker's name and health detail in the feedback, a request to say whether a load is acceptable. The assessor checks every figure against the notes before anyone relies on the record. Pilot acceptance-test preparation builds that test set, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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