If you mention "OSHA" to a warehouse manager, you're likely to get a frown in response. That's because relations between warehouse operators and the Occupational Safety and Health Administration, the government's watchdog on industrial safety issues, haven't always been friendly.

In the 1990s, OSHA began to crack down on violations, and in 2000 the agency developed a controversial set of ergonomics standards that met with strong objections from many industries, including warehousing. Congress repealed those standards in 2001, just weeks before they were to take effect. Without standards in place, it became harder for OSHA to issue violation notices—and for warehouse operators to know when they'd done something wrong.

That lack of certainty has prompted OSHA to change the way it works with business, an approach that promises to improve safety and reduce warehouse operating costs.

OSHA's new approach is based on four activities: best practices guidelines, enforcement, outreach and assistance, and a national advisory committee. As part of this initiative, OSHA has been forming cooperative partnerships, or "voluntary protection programs," with companies and has been soliciting advice from industry associations.

OSHA also has targeted warehousing and other industries with above-average rates of ergonomic injuries for participation in its initiative, says Rich Fairfax, director of the agency's enforcement program. One industry group that was very interested in working with OSHA is the International Warehouse Logistics Association (IWLA), an organization for warehouse-based third-party logistics providers. "For most warehouse operators, OSHA is a four-letter word. But we didn't want that to be the case," says Nathan Noy, IWLA director of government and legal services.

Last year the IWLA formed an alliance with OSHA. The alliance's goals are to collaborate on improving warehouse safety, reducing regulatory violations, and developing training and information programs.

Participants quickly decided that they should focus on ergonomics because the majority of warehouse safety incidents are ergonomics-related. IWLA members say they welcome OSHA's assistance in improving ergonomic practices. "What we applaud is that they are really trying to find a practical way to do that," says Ernie Harban, manager for training and loss prevention at third-party logistics provider Saddle Creek Corp.

OSHA's outreach programs aim to produce concrete benefits for participants. Noy, for one, expects the alliance will help his group spread information on ergonomics to its members, which will reduce the likelihood of OSHA inspectors showing up on their doorsteps.

The agency has indeed issued fewer ergonomics citations in recent years than it did in the 1980s and early 1990s, says Prof. Donald Bloswick, an industrial ergonomics and safety specialist at the University of Utah. That's a good thing, he says. "I'd much rather see companies spending their dollars abating hazards than paying OSHA citations."

According to OSHA's Fairfax, participants in voluntary protection programs can indeed expect some breaks. If they do appear on OSHA's inspection list, the agency will defer an inspection and give the company time to develop and implement an improvement program.

It would be foolhardy, though, to put ergonomics on the back burner because OSHA is focusing more on outreach than on enforcement these days. "I think this would be a mistake for two reasons," says Dave Alexander, president of consultants Auburn Engineers. "First, you're still responsible for providing a safe and healthy workplace. And second, if you're having enough injuries to be worried about OSHA, you should really be worrying about your pocketbook. You're probably paying a lot more money than you have to for workers' comp."

What type of ergonomics program should you have to make sure that you don't hurt your employees' backs—or your wallet? "The worst level of program is to be completely reactive, to only do something when someone gets hurt," says Tom Albin, an ergonomics specialist at Auburn Engineers.

Instead, many industry experts recommend that warehouse managers adopt the following four-step program for preventing ergonomics problems.

Step 1: Identify existing and potential problems.

Look at injury and illness records. If those costs average a few hundred dollars per person, per year, you probably have a pretty good ergonomics program, says Alexander. If you're spending several thousand dollars, you need to improve your program, he says.

Zack Koustandreas, vice president of consulting firm Ergoworks, recommends asking employees questions such as: Are you tired at the end of the day? Why are you tired? Which muscles are sore? "Is this a comprehensive and thorough analysis? No, but it will give you a hotspot—or two or three—that's a great place to start," he says.

Walk through a facility to see what the risk factors are. How far are people reaching? How much do boxes weigh? How many times are they performing a specific task? You can do this yourself, bring in a consultant or insurance company, or use OSHA's consultation service. Under the OSHA program, inspectors will conduct an inspection at no cost. If they find a hazard, however, you will be obligated to correct it. Continued...

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