Ergonomics as a general term is primarily concerned with how we go about our jobs within the working environment. It takes into consideration what our duties and responsibilities are, the equipment we use in order to fulfil our job role and the surroundings within which we work. So what is office ergonomics?
Different industries and environments face different challenges. In the office environment, a poorly set up workstation can contribute to a seemingly endless list of injuries and illnesses. When workstations are set up correctly and the right equipment is available, the risk of injury and poor health is reduced.
In this article, we’ll be looking at examples of good and bad office ergonomics, and what we can do to improve our health, happiness and productivity at work.
Office Ergonomics – How Not To Do It!
Here are some of the most common examples of poor office ergonomics :
Badly Designed Chairs
Does your chair have ample cushioning? Does it provide good back support, particularly in the lower back or lumbar area? Are there padded armrests to support the weight of your arms? Without these basic ergonomic functions, your chair could be a contributing factor to any number of issues including :
- Back ache and poor posture
- Neck and shoulder strain
- Arm and wrist injury
Unsuitable Desks
Your desk may be sleek and stylish, but does it work for you? Common problems related to a poorly designed desk include the desk being the wrong height, inadequate room underneath the desk for your legs, and inadequate desktop space for suitable placing of your equipment.
To compensate for these problems, you may find yourself slouching, twisting, straining and being in a constant state of discomfort for hours on end. This could inevitably lead to :
- Muscular aches and pains
- Tendon strain
- Leg cramps
Bad Monitor Placement
Having your monitor too close to you is a definite no-no, as is having to twist and turn to see it. Ideally, you should also be able to tilt your screen slightly to make viewing easier on the eyes and to reduce glare. If your monitor is badly placed, it may cause :
- Eye strain
- Blurred vision
- Headaches
These are some of the most common causes and results from a poorly set up workstation. Some of these symptoms may improve or cease once your workstation is set up correctly. However, long term pains and strains can lead to more serious issues known as Work-Related Musculoskeletal Disorders, or WMSDs.
These can affect the muscles, nerves, tendons, ligaments, joints and cartilage all over the body. They can cause numbness, inflammation, irritation and acute pain. Some better-known WMSDs include carpal tunnel syndrome, sciatica and tendonitis. As well as affecting physical health, poor office ergonomics can also mean lower levels of motivation and productivity.
Good Office Ergonomics
If you work in an office, there’s a good chance that you spend 7, 8 or more hours in front of a laptop or computer screen every day. With office work on the increase, as well as total working hours, it’s important to get it right. In a working environment, managers and health and safety representatives have a responsibility for you to work in as safe an environment as possible. But the buck doesn’t stop there. You also have a responsibility to yourself and your employer.
The next section of this post will help you to gain a good understanding of how to set up your workstation correctly, as well as an insight into other ways to stay healthy at work. These principles also apply to remote working or working from home, where it may be even more important to follow them as you alone will be responsible for ensuring your set up is ergonomically sound.
Your Chair
A good chair will support your back, legs and arms, and will allow you to adjust it to the correct height. It should also offer slight tilt options for the back and legs which will allow you to change position throughout the day instead of being in just one seated position.
Your chair should be at the correct height for you to rest your feet flat on the floor. If this is not possible, use a foot rest. Your knees and thighs should be parallel to the floor. A slight tilt downwards is OK. Remember to maintain a good posture, keeping your back straight, but allowing for its natural curve.
A good chair will have a padded backrest, or at least a lumbar support for the lower back. If yours doesn’t, you can use a rolled up towel instead as a temporary measure.
If there are arm rests on the chair, these should be soft or slightly padded. Shoulders should be relaxed and upper arms kept close to your body. Lower arms and wrists should lie flat and parallel to the floor. Alternatively, if you have a keyboard tray with a tilt option, you can tilt the keyboard down slightly which may reduce strain on your wrists. Ideally, your chair should also have casters so you can move in close to your desk easily.
Your Desk
On your desktop, organise your equipment and items that you use regularly so that you can reach them easily without straining or twisting – especially important for your keyboard. Note also that your keyboard and mouse should be on the same level and close to each other.
Below your desk, you should have enough room for your legs to sit comfortably and your thighs should be parallel to the floor. (As mentioned above, if you have an adjustable chair you can also tilt your thighs down slightly in order to change position occasionally.)
There should be sufficient room for your knees, legs and feet under the desk, free from obstructions.
Your Monitor
You should have at least 20 inches between your eyes and an average size monitor or screen. (Increase this distance for larger screens.) The top of the screen should be at eye level or just below so that you’re looking downwards very slightly. This can help to reduce eyestrain, fatigue and headaches.
Note, if you wear bifocal or trifocal glasses, you’ll need to position the screen a little differently. Find the right position which allows you to view the screen comfortably without straining your eyes or your neck muscles. To achieve best results you may need to adjust your chair and the tilt of the screen.
In addition, reduce screen glare as much as possible. This may mean repositioning so that there are no light sources reflecting onto your screen. You can also adjust the brightness and contrast settings and use an anti-glare filter to make things easier on your eyes.
Other Equipment
For additional support when typing, there are a number of options available from small gel pads to full length rests and supports for forearms and wrists.
If you spend a lot of time on the phone and keyboard simultaneously, go hands free or use a headset. Craning your neck to hold your phone in place whilst typing is asking for trouble – for you neck, shoulders and back.
Use a document holder placed close and in front of you to reduce repetitive twisting and eye strain. It will also free up some valuable space on your desk.
These are small solutions which are easy on the budget. Speak to your employer about making reasonable adjustments to your working environment. (I’ve included some links at the end of this post for occupational health organisations where you can find further information on employer responsibilities and your rights at work.)
What Else You Can Do
There are a number of other steps you can take which will reduce the risks to your health associated with office work.
Alternate Between Sitting And Standing
Have you heard the news about sedentary behaviour? Apparently we are sitting more than ever now and it’s not good for our health. Our bodies weren’t designed for prolonged periods of sitting and inactivity. Even with ergonomically sound chairs in place, we need to be sitting less. So what to do?
You could consider a standing desk or a desk converter to allow you to mix things up a bit – guidelines suggest you should spend half the time sitting and half the time standing where possible. Obviously this will depend on factors such as your health, your job and the task at hand. Check out these articles to find out more :
If you are able to stand more during work hours, take a little time to adjust and ease into new habits. Standing too much or without the correct support brings problems of its own to the table, but with common sense and good shoes you should be able to avoid these.
Also, look into anti-fatigue mats or balance boards which can offer support and gentle exercise for a number of muscle groups whilst you are standing.
Increase Your Activity Levels
Taking things to the next level, you can increase your activity at work by means of a walking workstation, otherwise known as a treadmill desk.
With these you can literally walk whilst you work. There are small, under the desk treadmill only designs available – ideal if you’re on a budget but have the space to fit a treadmill under your desk. Or there are fully-integrated designs which include both desk and treadmill.
To find out more, check out my post on walking desks.
If you’re not quite ready for the treadmill desk, there are other steps you can take to increase your activity as well as fighting off the fatigue :
- Get out and about at break time, take a little exercise, breathe in some fresh air and increase your vitamin D levels by exposing your skin to the sun. (Remember the sunscreen if necessary.)
- Take the stairs instead of the lift.
- Walk over to a colleague’s desk instead of calling or sending an email.
- Take regular quick breaks to stretch, shake it out or do a few star jumps.
Assess your activity levels outside of work as well. If you are able to, make changes at home so your overall daily activity levels improve. Walk up and down the stairs a few times whilst you’re waiting for the kettle to boil. Dance or skip around the house when the adverts are on T.V. Take the dog for an extra walk. Join a gym or take up an online exercise class.
Whichever you choose, getting into better habits at home and at work could improve your health and add years to your life. Don’t forget to drink plenty of water.
So, whether you suffer with discomfort, pain and inflammation, or have none of these symptoms, carry out an assessment of your work station today to avoid injury and illness.
The Time Is Now – Summary Of Key Points
Here’s a quick reminder and reference of the key points to remember in order to stay comfortable, healthy and productive at work :
- Make sure your desk and chair are at the right height
- Feet should be flat on the floor or supported by a foot rest
- Thighs and knees should be level with hips or tilted downwards slightly
- Wrists and forearms should be flat, or tilted down slightly with the aid of a tilting keyboard tray
- Your chair should support your back, especially in the lumbar region
- Make sure your screen is in the right position and at least 20 inches from your eyes
- Maintain a good posture at all times – back straight but allowing for the natural curve of your spine
- Shoulders relaxed and upper arms close to the body for keyboard work
- Equipment should be placed correctly to avoid twisting and straining to reach it
- Keyboard and mouse on the same level and close to each other
- Use additional equipment for support where necessary
- Alternate between sitting and standing where possible
- Take regular breaks to stretch, rest the eyes and increase your activity levels.
Here’s wishing you a happy, healthy and injury-free future! If you have any comments or questions, you can post them in the box below or email jane@jetofficesolutions.com.
Additional Info And Resources
Follow these links for further information on occupational health :
O.S.H.A. – Occupational Safety and Health Administration (U.S.)
H.S.E. – Health and Safety Executive (U.K.)
C.C.O.H.S. – Canadian Centre for Occupational Health and Safety (Canada)
E.U. O.S.H.A. – European Agency for Safety and Health at Work (Europe)
W.H.O. – World Health Organisation (Global)
