Office ErgonomicsProper 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 Posture

When your body’s in proper alignment, you feel better. This means you work better.

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

ChairsWhen 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

KeyboardsUsing 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 elbowsLike 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 PhoneThink 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 ZoneThings used often:

● Keyboard● Mouse● Phone

Yellow ZoneThings used less often:

● Files● Scanner

Red ZoneThings you rarely use:

● Lamp● Monitor● Reference Materials

Stand UpBeing 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 DevicesLaptops, 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 ErgoWhat 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