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Ylva Hedberg Fransson, Mikaela Lagerqvist and Carin Wibom are work environment representatives at the Deaprtment of Clinical Microbiology at Umeå University.

ImageMattias Pettersson

Work environment efforts need to be highlighted as a central and strategic part of the organization

“Work environment efforts need to be highlighted as a central and strategic part of the organization – not something that happens alongside daily operations,” says Mikaela Lagerqvist, laboratory assistant at the Department of Clinical Microbiology at Umeå University.

In their roles as work environment representatives, Mikaela Lagerqvist, Carin Wibom, and Ylva Hedberg Fransson handle issues such as ergonomics, workplace calm, and environmental disruptions. Another common task is supporting employees in submitting reports via the IA system – a web-based tool for reporting work environment deviations. Their work often involves following up on these reports, for example by proposing corrective actions. All with the aim of preventing accidents and incidents.

“For instance, we once received a report about broken hinges on four -80 °C freezers, which posed a safety risk. This led to all the hinges being replaced before any accident occurred,” says Ylva Hedberg, Associate professor at the Department of Clinical Microbiology at Umeå University.

She continues:

“We usually say we deal with ‘Oops!’ and ‘Ouch!’ ‘Oops’ means it could have been dangerous but turned out fine, while ‘Ouch’ is when an actual accident has happened. We learn from our mistakes – work environment efforts help us take action to prevent them from happening again.”

Lessons learned from work environment work lead to change.

ImageMattias Pettersson

Positive changes

When Ylva Hedberg Fransson first became a work environment representative about ten years ago, the role was relatively limited. Back then, the main activity was conducting an annual work environment inspection at the department.

Since Mikaela Lagerqvist and Carin Wibom joined as representatives in the spring of 2023, several positive changes have taken place. The trio has actively worked to highlight the importance of a healthy work environment, including through regular discussions and presentations at the department’s workplace meetings. These meetings are now held in person instead of digitally via Teams, which has contributed to a better dialogue and increased engagement.

“Since last year, we have been collaborating with HR and representatives for equal opportunities in a joint working group – the so called ALV group. Together, we address issues related to the work environment, equality, and discrimination, which has strengthened our efforts,” says Mikaela Lagerqvist.

Support – both physical and mental

For Mikaela Lagerqvist, a good work environment means having the right conditions to do your job and feeling safe – both physically and mentally. She emphasizes the importance of a workplace climate that is open, inclusive, and tolerant, where even difficult topics can be addressed.

“It should feel safe to come to work, especially in a lab environment where we handle chemicals and technical equipment. It is important that we follow the laws and regulations in place to protect both health and safety,” says Carin Wibom, research engineer at the Department of Clinical Microbiology at Umeå University. She also highlights ergonomics as a key factor, noting that repetitive tasks and poor working postures can place significant strain on the body.

Since the pandemic, systematic work environment efforts have fallen behind – a natural consequence of a period dominated by crisis management. Now, Carin Wibom wants to see change.

“My motivation is to establish routines for how we systematically work with both lab safety and office ergonomics. But just as important is the psychosocial work environment – how we treat each other and build a culture where everyone feels included and seen,” she says.

More structure and routines

Despite good intentions and growing attention to work environment issues, major challenges remain – especially when it comes to turning ambitions into concrete and sustainable routines in everyday work.

Mikaela Lagerqvist hopes for more systematic approaches to work environment efforts, with clearer structures and increased support from the department’s leadership.

“Of course, we would like to see work environment issues prioritized higher on the agenda. We are working toward closer collaboration with leadership, and we feel that we have a good dialogue that will hopefully move things forward,” she says.

A time consuming role

Currently, there is no set time allocation for how much work a work environment representative is allowed to dedicate to the role.

“In theory, we are entitled to the time needed, but in practice it is often difficult to balance work environment responsibilities with our regular duties, such as lab work or teaching,” says Carin Wibom.

The department is growing rapidly, and once the staff size reaches a certain level, the role of work environment representative could potentially become a dedicated position – without drawing from research funding. This would allow sufficient time to be allocated for the important work carried out by the representatives.

How can people reach you for help?

“You are always welcome to stop by the office, send an email, or contact us via Teams. We will get back to you as soon as we can!” says Mikaela Lagerqvist.

Carin Wibom, Mikaela Lagerqvist and Ylva Hedberg Fransson welcome employees to get in touch.

ImageMattias Pettersson