Basic tips for good work practice and workstation comfort.
This guide is designed to help display-screen users work safely and comfortably by reducing the risk of musculoskeletal damage. These recommendations should be appropriate for the majority of people of average size and build – individuals above or below average height may need additional information to make further adjustments to their working position. Spending a few minutes adjusting your workstation will not only reduce the risk of musculoskeletal problems, but will allow you to work more efficiently. If you have a designated desk, making the adjustments will be a ‘one-off’ task, but if you desk-share adjusting the workstation to suit you is especially important and should be done before each shift. (It’s no different from adjusting your car seat and mirror before driving.)
The Ideal Posture
Whether sitting or standing, your spine should be in a gentle ‘S’ shape with your head and shoulders aligned over your buttocks. Your head should be in a relaxed, balanced position with your chin down. Avoid sustained twisted (‘asymmetrical’) postures or working with your arms outstretched.
Your Chair
Height: Adjust the seat height so that your hips are slightly higher than your knees, with your feet on the floor or on a footrest if necessary.
Forward seat tilt: A slight forward seat tilt that rotates the pelvis forwards and encourages a more upright position can be helpful for some people. This can also be achieved by using a small seat wedge positioned with the narrow end under your knees.
Lumbar support: The main curve of the chair’s lumbar support should sit at waist level – buttocks fitted into the space between the chair back and seat. The seat front should be about a hand’s width from the back of your knees. Adjust the seat-back tilt for optimum comfort.
Chair arms: The arms of the chair should be positioned to just support your own arms, with the shoulders relaxed and elbows at 90º. If the chair arms are not adjustable to a comfortable position, or do not allow easy access to the desk front with the seat at the optimum height, consider removing them.
Seat & Desk Configuration
With your shoulders relaxed, upper arms vertical, elbows at 90º and forearms and wrists balanced and horizontal, your fingers should be approximately in line with the middle row of the keyboard (the keys A to L). Having made these adjustments, if your feet do not reach the floor comfortably, a footrest should be used.
Extra-tall users may find they need to raise the desk height to adopt the recommended sitting position. Conversely, users of below average height may need a higher than normal footrest or a lower desk.
Your Keyboard
The keyboard should be positioned straight in front of you, within easy reach, and with an area of desk-space between you and the keyboard, to rest the wrists and hands when not typing. It is poor practice to put paperwork in front of you and stretch over it to type. Keys should be easy to operate. The typing action should be gentle and your fingers should be as relaxed as possible. Touch typing, or use of all your fingers, is highly recommended.
Your ScreenThe screen should be positioned directly in front of you, in a position where it can be read comfortably whilst maintaining your optimum posture – usually with the screen tilted slightly upwards and a little below eye level, i.e. so you are looking slightly downwards at what you are reading and viewing.
The ideal screen position is at 90º from any light source and free from reflection or glare.
Using Your Mouse
The do’s and don’ts of using your computer mouse.
Do
• Allow adequate space to operate the mouse effectively
• Ensure good cleaning and maintenance
• Ensure free movement of wires
• Try to use key alternatives wherever possible (e.g. ‘CTRL/HOME’ to go to the top of a word document)
• Use the mouse close to the body, with adequate support for the forearm and wrist
• Schedule work for maximum regular rotation of tasks and actions
Don’t
• Use excessive movement at the hand and wrist
• Allow excessive pressure on the wrist (gel wrist rests may increase pressure)
• Use excessive repeated movements
• Use the mouse at break times (see ‘Taking Breaks’)
• Over grip
Other important good practice tips.
Task Rotation
Rotate tasks as much as possible to give good variety of action for muscle groups e.g. typing, filing, faxing and standing to use the phone.
Taking Breaks
Take frequent ‘mini’ breaks – at least 5 to 10 minutes in every hour. Regular short breaks are far more beneficial to musculoskeletal health than one or two long breaks during the day. Make a habit of getting up to go to the printer, or to get things out of drawers or cupboards.
Use your mini-break times to stretch and exercise – more information is available in a brochure, ‘Office Workouts’, available from Nicola Ellis Physiotherapy, contact on 01242 252252.
Try to leave the workstation at lunchtimes and use mini breaks to allow your muscles, joints and eyes to recover.
Your Eyes
Have your eyes tested regularly by an optician and if glasses are recommended, take advice on any necessary adjustment to your screen height etc. This is especially important if you wear bifocal or varifocal glasses. Change your focal distances regularly.
Using The Phone
Avoid cradling the phone between your ear and shoulder; the risk of musculoskeletal damage is extremely high from doing this. If it is essential to use the phone and keyboard together, consider the use of a phone headset.
Position your phone to avoid twisting or overstretching. People normally prefer to position the phone on their non-dominant side (i.e. on your left if you are right-handed, and vice-versa.).
Work Fitness
Eat regular, nutritious meals. Avoid dehydration: drink at least 1 to 2 litres of water daily.
If your work is mainly sedentary, try to use the stairs rather than the lift and consider walking or cycling to work.
Document Holders
If you are working from documents, position them so that you can view them without twisting or over bending your neck. Consider which is your primary workface and site this in front, e.g. copy typists may site documents in front, with the screen slightly to the side. Non touch-typists may sit them between the screen and keyboard.
Risk Assessment
Your workstation should be risk-assessed at the earliest opportunity – in accordance with the Health and Safety (Display Screen Equipment) Regulations 1992 (amended 2002), and any risks identified should be addressed accordingly. Re-assessment should be carried out if any significant changes to the workstation – or your tasks – are made, or you change physically.
Reporting Of Symptoms
Musculoskeletal problems are treated most effectively if they are addressed at an early stage.
If you are experiencing any regular problems – such as aches, numbness etc, it is important to report these to your employer – who should take appropriate action.
It is also important to seek the advice of a competent professional. Nicola Ellis is a Consultant Occupational Physiotherapist with special skill and experience in work-related musculoskeletal disorders and RSI. Nicola is happy to give advice on posture, workstation set-up etc and provide physiotherapy treatment where necessary.
If you found this information useful, why not check out our page on ‘A guide to workstation layout and simple office workouts’.
And for further advice, details of corporate training, conferencing or any other information, please contact us.