Office Ergonomics Proper Ergonomics Training
Introduction Nobody likes to feel uncomfortable, especially at work. When your body is out of whack, it s hard to think straight. Spending too much time like that can start to have a bad affect on your health. Ergonomics is all about arranging our environments so we can be comfortable and safe. The right equipment helps but you don t have to spend a fortune. Small changes can make a big impact.
Techniques
Neutral Body When your body s in proper alignment, you feel better. This means you work better. Posture
To achieve this, you should have: Your feet flat on the floor or footrest Your knees & thighs level or slightly lower than your hips The small curve in your back supported Your shoulders & elbows relaxed and resting at your sides Hands, wrists, & forearms straight and parallel to the floor Your head level & facing forward
Chairs When it comes to chairs, one size definitely does not fit all. Adjustability is the key to comfort.
Properly position your chair Raise/lower the chair height so your feet are flat on the floor. If your chair doesn t go low enough, use a footrest Your feet should be slightly forward from your knees Sit with your hips as far back in the chair as possible There should be 1-2 inches between the backs of your knees & the front edge of the seat If the seat s too deep and you don t have another chair, use a lumbar wedge or pillow There should also be 1-2 in. between the outside of your thigh & the side of the seat
Continued... Ask a coworker to adjust the seat back while you sit in the chair so you ll know immediately when the fit feels right Make sure the lumbar support on the chair matches the natural S-curve of your lower back Some chairs offer adjustable lumbar support but a lumbar pillow is also an option If you use armrests, your shoulders should be relaxed, not hunched up If the armrests get in your way, lower or remove them
Keyboards Using a computer keyboard is kind of like playing the piano. The proper body posture helps prevent injuries & improves your technique.
Your hands, wrists, & forearms should be level with your elbows Like this: Not this: -OR-
If you have a keyboard tray: Make sure it s at the right height so your wrists are in a straight line with your arms Elbows should rest comfortably at your sides at approx. a 90-degree angle The keyboard tray should be level or tilted slightly down This helps your wrists stay straight & in line with your forearms A wireless keyboard offers the most flexibility If the keyboard has legs, don t use them
If you don t have a keyboard tray: Adjust your chair or desk height to get your arms and wrists in a neutral position Choose a wireless mouse that fits your hand comfortably & keeps your fingers relaxed and slightly curved Place the mouse close and level with the keyboard Remember, the palm rest is for quick breaks, not for support while you are keyboarding
Monitors People used to think sitting too close to the TV would make you blind. That s not true but sitting too close or far away from your computer screen can cause eye strain, not to mention a pain in the neck.
Make sure: The monitor is directly in front of you and lined up with the keyboard It is placed at a comfortable distance for viewing For many people this is about an arm s length away The top ⅓ of the monitor is at eye level to avoid straining your neck You may need to lower the monitor if you wear bifocals, trifocals, or progressive lenses Use a document holder when scanning between your desk and the screen
Dual monitors: Should be the same size & height If you use each monitor for the same amount of time, position them next to each other angled in slightly If one monitor is used more than the other, put the primary monitor directly in front of you & the second monitor to the right or left at a slight angle Remember, both monitors should be at a comfortable distance & height for viewing
The Phone Think about how much time you spend on the phone. In a busy office, it is hard to avoid. But you can avoid the headaches that come from poor ergonomics.
You should Place the phone close to you so you don t have to reach too far to dial or answer NOT cradle the phone between your head & shoulder Use a headset or speaker
Work Zones Placing objects you use close to you so you don t have to reach too far to use them doesn t just work for the phone. It works for other tasks too. Think of your desk in terms of green, yellow, and red zones.
Rarely used Used less often Used often
Green Zone Things used often: Keyboard Mouse Phone Yellow Zone Things used less often: Files Scanner Red Zone Things you rarely use: Lamp Monitor Reference Materials
Stand Up Being stuck in your seat for hoars is not fun. It s also not good for you. At work, it s a good idea to stand up and move for a few minutes every half hour.
At work, try to: Stand up & move around a few minutes every half hour Take walking breaks & meetings Visit a coworker instead of instant messaging
Work Stations If your job involves lots of sitting, or you re uncomfortable sitting for 30 min or less, a sit-stand workstation might help. Options include: fully adjustable freestanding desks, height adjustable mounted desktops, or a combination of these.
If using a sit-stand workstation, remember: A well designed sit-stand workstation should accommodate many different users & be easy to adjust If possible, try a few models before you commit to one Standing in one spot for too long can be just as uncomfortable-and unhealthy-as too much sitting, so you should change your position often
Mobile Devices Laptops, smart phones, & other mobile devices make it easy to work pretty much anytime & anywhere we want. Just be sure to bring along your good ergonomic technique.
If you use a laptop regularly for work: Set up a workstation with an adjustable chair, stand-alone keyboard, & wireless mouse Raise the screen to eye-level & position it to avoid glare Make sure the keyboard is at the right height so your shoulders are relaxed & your hand is at elbow level or below
Touchscreen devices: Studies show we tap touch screens 8x harder than regular keys so you should use an external keyboard if you need to type more than a paragraph on any touchscreen device What s more, staring at a lighted screen late at night can disrupt your sleep pattern so be sure to turn it off at least 1 hour before bedtime.
Equipment
Using What You Have If you can t afford the latest office equipment, there are lots of ways to work smarter using what you have.
Make it work using these tips. If your chair s a bad fit, a lumbar cushion can help You can use desk risers or 2x4to raise a stationary desk to a comfortable position If your desk is too high, raise your chair Use a footrest if your feet don t sit flat on the floor Don t have a footrest? A concrete block, sturdy box, or piece of wood will do. Use reams of paper or a phone book to raise your monitor to the right height Check out used office furniture suppliers & rent-to-own options But remember to repair or replace equipment that becomes defective or outdated.
Alternative Ergo What about alternative office products that advertise themselves as ergonomic? Are they really a sound investment?
If you re exploring alternative seating, ask yourself these questions: Does this chair provide adequate support? Can I adjust the height? Will this be comfortable for long periods? What happens if the ball pops?
Before you invest in alternative ergo: Think about the kind of work you do & how the product will be used Consider setting up a test station where employees can try it out & offer feedback Know that whatever equipment you choose-whether it s new or used, innovative or improvised- it should be safe comfortable, & provide the proper adjustability & ergonomic support
Other Things
Doing More Being comfortable & safe at work is a shared responsibility. Your employer is responsible for providing a safe & healthy workplace. But employees should help figure out what works best for them.
We ve covered the basics for creating a comfortable & safe work environment, but there s lots more you can do: The right lighting can make a big difference. Use filtered lighting if glare is a problem Task lighting can help prevent eye strain Avoid working in the same position Alternate tasks so your muscles don t get stiff & tired Take short, frequent breaks to rest & reenergize 30-60 second break every 20-30 min is ideal for computer users Try some simple warm up exercises