Setting up a workstation for the workplace or for the home office, should include the person or the people using the workstation. Utilising ergonomic office equipment will increase productivity, reduce the risk of injury and may assist in reducing any current repetitive strain type injuries. Poor posture and poor office furniture will increase fatigue and stress for users and increase the risk of soreness to the shoulders, neck, back and wrists. Here is some information to developing a good ergonomic office.

Office Furniture

The desk should be adjustable and the height should be varied to suit users. The height should allow adequate space for the user’s feet to remain flat on the floor with the thighs parallel to the floor. The surface area should be adequate to accommodate the amount of work required and of course, the computer and pointer devices.

Office Chairs

Office chairs should be fully adjustable. That is that the height, seat tilt and back rest should able to be adjusted for various users. Office chairs with arm rests are not recommended if keyboarding or pointer operations are the priority task.

Posture

When sitting, hips should be as far back as possible. The chair height should allow feet to be flat and knees should be equal or slightly higher than the hips. The lower back should always be supported and reclined approximately 100 – 110 degrees. The upper back should also be supported.

Computer Keyboard

Arms should be parallel to the floor when at rest therefore, the keyboard should be adjusted accordingly. Wrists should not be rested on a hard surface. (Wrist supports are for resting the palm of the hand between keystrokes and should not be utilised while keying). The keyboard should also be directly in front of the screen and the body. It should be as close to the body as possible. The keyboard height should be adjusted to allow the shoulders to relax, the elbows to be slightly open at about 100 – 110 degrees, and wrists and hands should remain straight.

The tilt on the keyboard should be adjusted according to the sitting position. The tilt should allow wrists to remain straight. This will vary with each user. There are also a range of ergonomic keyboards available such as the split keyboard. If number entry is a priority task, then a number keypad may also be utilised so that the user can maintain the wrists in a straight position. Other options include smaller keyboards for smaller hands and negative tilting keyboards.

Computer Pointer Options

Generally, a computer mouse is supplied as a pointer option. A computer mouse should fit the size and natural shape for the user’s hand. As every individual is different, it is usually a process of trialing various devices to find the most comfortable that allows correct use.

When using a mouse the wrist should remain straight and the hand laid flat over the mouse rather than “gripping” the mouse with the whole hand. The mouse should be as close as possible to the user. The space for the mouse should be fairly small so that reaching by the user is not required. A wireless mouse reduces the restrictions of the device and a mouse pad allows easier mobility and encourages the user not to “chase” the mouse around the entire office!

Wrist supports are also available with mouse pads. The same applies for this type of wrist support, in that it is not utilised while using the mouse but rather as a rest between uses.

A number of issues can be investigated to improve the ergonomic nature of the workplace or home office when using a pointing device. For example trial some alternative pointing devices such as a glider pad, tracking ball and a PC tablet. Voice activation software is also a good option and is getting better with every software update. Practice utilising the mouse or alternative pointer device with the left hand for some of the day. This is usually awkward at first however, can be a useful skill with practice.

Computer Screen

The monitor is at the correct height when eyes are level with the top of the screen. The monitor should allow the user to read the top of the screen without tilting their head backwards to do so. Optimum viewing angle is 38 degrees below horizontal. The monitor should be at arms length away from the user to prevent eye strain.

Workstation Atmosphere

Poor lighting, noise, interruptions and the quality of the air can also affect the productivity at the workplace or home office. Overall poor atmosphere can increase fatigue, headaches, eyestrain and workplace injuries. Placing the workstation so that natural light is at right angles to the desk is optimal. A desk lamp illuminating the immediate workstation is preferred over fluorescent overhead lighting. Keep noise to a minimum. Isolating noisy office equipment such as printers and photocopies is the best option. Move them to another room or cover them with a noise reducing cover. Turn down the volume of the telephone.

Ensure that the atmosphere is not contaminated with any dust or fumes and provide heating and cooling as required for the workstation.

Users should maintain correct posture as described and take a short break at least every 25 minutes according to WorkCover. A few minutes to perform some pause stretches and to re-focus the eyes will be beneficial to all users.

Make a workplace assessment of the ergonomics at the workstation or home office now. Have ergonomic office furniture such as office chairs and adjust accordingly. Remember to also check movements such as reaching for the telephone or printer. Move everything closer to avoid reaching, sit up straight and keep those wrists straight, feet flat on the floor with supported legs and back. Now take a break and do a few stretches!

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