Proper Workstation Setup A Step by Step Guide to help you organize your workstation and reduce the risk of injury
Step 1 Review Work Habits Working in a stationary position for long periods will increase muscle fatigue & discomfort in the back, neck, shoulders & arms, and increase the likelihood of repetitive strain injuries Short movement breaks taken frequent & regularly throughout the day will help you avoid fatigue & discomfort by promoting circulation and recovery You will actually increase your overall productivity
Short, Frequent Breaks 30 sec to 2 minutes every 20-30 minutes Get up out of your chair Stand when talking on the phone Walk to printer, fax, water fountain, etc. Shrug your shoulders up & down slowly Slowly open & close your hands Clean your Screen, adjust Brightness & Contrast Blink more often Normal rate is 12-20x/min: viewing monitor is only 5x/min Cover your eyes with your palms & breathe deeply for 30 sec, blinking more rapidly when you exhale 20/20/20 Rule to reduce eye fatigue Every 20 min, focus on an object >20ft away for >20sec
Step 2 Review Sitting Posture Good sitting posture is one of the most important ways to reduce the risk of repetitive strain injury The pelvis tends to rotate backward when sitting, eliminating the normal curve of the low back Increases the pressure in your intervertebral discs to a level similar to bending forward all day Places the upper back, neck & shoulders in extreme ranges of joint motion Poor sitting posture will increase your fatigue & discomfort Nordin, M., & Frankel, VH.(1989). Basic Biomechanics of the Musculoskeletal System (2 nd Ed.)
Good Sitting Posture Pelvis Rolled Forward Roll pelvis forward to restore lumber curve Sit back in chair and adjust chair back so lumbar support is in small of back This will allow you to sit tall with head balanced over shoulders Avoids awkward neck & shoulder posture Chest open for easy & deep breathing Decreases pressure on spinal cord Shoulders back and relaxed Active abdominals will assist with maintaining posture
Active Abdominals WRONG RIGHT Helps support back during activity & sitting Draw abdominals slightly IN & UP It is possible to contract abdominals and breathe at the same time Contract abdominals BEFORE action and MAINTAIN DURING action
STEP 3 - Adjust Your Chair Once you are sitting with good posture, you should adjust your chair to help support this position Otherwise the chair will only support a position of POOR posture Proper support from your chair will help reduce fatigue, especially in the shoulders & upper back
Task Chair Features Breathable fabric Stable base with functioning casters Height-adjustable back/lumbar support Height-adjustable, pivot/swivel armrests To support the elbows close to the body when keyboarding or using the mouse Back & chair angle adjustments APPROPRIATE SIZE Seat pan width & depth
Chair Back Height Armrest Height Chair Back Angle Forward Tilt Guard Chair Height Chair Angle
Adjust Chair to Sitting Position Sit back in chair with proper posture Adjust lumbar support to combat slouching Chair back height & angle Adjust height only once, angle as desired Adjust armrests so that elbows are supported comfortably slightly in front of but close to your body Especially when typing, using mouse, etc. Adjust height only once, pivot/swivel as needed Raise chair so armrests are slightly above desk Ensure adequate thigh clearance under desk Use a footrest to keep thighs parallel with floor If a keyboard tray is used, adjust chair height so that hips are slightly higher than your knees (feet on floor) Adjust the keyboard tray height so keyboard is slightly below level of hands If tray does not adjust, do not use (work on desk surface) Make other adjustments (chair tilt, etc.) as desired
Step 4 - Organize Workstation Many ailments of the upper back, neck, shoulders & arms (fatigue, discomfort, injury) can be prevented/alleviated with proper organization of your workstation Use the following slides to reduce the hazards associated with overreaching and neck extension
Reducing Reaching Hazards Z412-00 Guideline on Office Ergonomics Frequent reaches (1º zone) - Keyboard, mouse Infrequent reaches (2º zone)- Phone, documents Occasional reaches (3º zone) - Monitor, reference material
Armrest support under elbows T www.openerg.com/dse/ideal.html
Monitor Place directly in front of user and position to avoid glare The screen acts just like a mirror and will reflect direct light sources (window, task light, overhead lights) Tilt screen slightly so it is comfortable to read Monitor should be 60-80 cm away from eyes Just beyond your fingertips reach (in Tertiary Work Zone) The top of the screen should be level with or slightly below the height of the eyes A higher monitor position will contribute to neck & eyestrain Most new height-adjustable monitors should not be placed on top of the CPU Progressive/Bifocal lens wearers should place the monitor lower than normal to reduce neck strain & promote proper sitting posture Middle of screen in the middle of appropriate lens section
Keyboard Placed within easy reach (Primary Work Zone) Do not extend keyboard feet Keep keyboard flat or angled slightly away from you Keep wrists in a neutral position to reduce stress Avoid holding wrists in extended position Avoid resting wrists on table, etc. to eliminate contact stress Hands should float like playing a piano (arms should be supported under the elbows by the chair armrests) Wrist rests can provide some assistance with maintaining neutral wrist posture but can also lead to wrist discomfort resulting from contact stress They will not solve problems caused by poor workstation setup They should never take the place of chair armrest support
Mouse Choose a mouse that fits your hand size and promotes neutral wrist posture Close enough to reach when elbow is resting on armrest close to your side Should be at same level as keyboard Can be placed slightly above keyboard if very close Mouse bridge/pad over number keys Use shoulder & arm to move mouse (car waxing motion) Fixing/resting the hand on a wrist pad focuses all movement at the wrist which can increase the risk of injury to that area A mouse wrist pad will not solve problems caused by poor workstation setup They should never take the place of chair armrest support
Keyboard Trays PRO Can provide space for keyboard/mouse if monitor takes up entire desk (small desk) or if desk is too high (places them at a more comfortable height) CON Mouse often forced to the side or on a different level Increases reaching hazard with unsupported arm Many offer minimal adjustability By design or installation/placement Most move user further away from items on desk Reaching hazard Work zones also shift away from desk with user Built-in models (part of actual desk) alleviate this hazard
Laptops Fine for use in short intervals (< 1hr) Monitor too low/keyboard too high for user over long periods (several hours at a time) Use peripheral devices to minimize hazardous postures while using a laptop in your office Docking station with external monitor, keyboard & mouse External keyboard & mouse with stand to raise laptop/screen to appropriate height Can add considerable bulk & weight if transported to/from the office Consider paring down the materials you need (files, extra supplies, etc.) in order to minimize the amount of weight you have to carry
Other Standard Equipment PHONE Keep phone close (2º work zone) to avoid over-reaching NEVER cradle the phone between your shoulder & neck Use a headset if you: Need to write/type when talking on the phone Use the phone frequently DOCUMENT HOLDER Use one if you need to reference written material when typing/using a mouse Helps eliminate neck strain TASK LIGHTING Illuminates written material if too dark to read clearly Should not be directed towards monitor Increased glare will increase eye fatigue Shine away from monitor and make sure you cannot see the bulb directly or reflected in your screen
Additional Resources Canadian Centre for Occupational Health & Safety http://www.ccohs.ca/oshanswers/ergonomics/office/ Information on a variety of topics (menu on left) Manitoba Workplace Safety & Health http://www.gov.mb.ca/labour/safety/ergonomic.html Bulletins on individual topics (adjusting chair, etc.), links Open Ergonomics: Safe Office Practices http://www.openerg.com/dse/ Workstation setup information by equipment or symptom