Office Ergonomics Training

Optimal office ergonomics is fast becoming more important than ever. Employees are continuously working longer hours to keep up with increasing workloads, and a large proportion of us now spend our week working between the home and office. Companies are striking a healthy balance with the time spent between working from home and working from the office, so it appears this new way of working is here to stay!

Sorting out your office ergonomics is crucial for your musculoskeletal health and productivity levels. Although office ergonomics can sound like the latest buzz word or trend, you’ll be amazed by how different a correct workstation setup can make you feel by the end of the day!

In this post, we’ll explain why office ergonomics are important, and provide you with suggestions about how to implement some easy office ergonomic tips that will benefit you and your workplace.

What is Office Ergonomics, and Why Does it Matter?

Office ergonomics can be described as ensuring that you have the correct furniture, equipment and working conditions, to be able to carry out your role effectively.

Getting your office ergonomics right is extremely important, as poor ergonomics can lead to many workplace injuries and complaints, such as:

Pain or discomfort in the back, neck and shoulders
Headaches
Eye-strain
Pain, tingling or numbness in the hands, fingers or wrists
Repetitive strain injuries

Fortunately, resolving these issues can be quite simple! Optimal workstation ergonomics and proactive workplace initiatives can reduce discomfort and assist with preventing it from occurring in the first place. So how exactly can you do this?! Let’s discuss this in more detail below.

How to set up your office ergonomically

Chair:

An ideal desk chair should have the following:

Lower Back Support – having a chair that mirrors the natural curvature of the human spine will ensure your lower back is supported, through pushing the lower back slightly forward.
Adjustable Back Rest – being able to adjust the chair to the your needs ensures it can be set up to match their posture, whilst stopping them from slouching.
Arm Rests – arm rests can be either beneficial or detrimental, depending on the workstation. If the arm rests allow you to sit closely to the desk whilst keeping your elbows at around a 90 degree bend, fantastic! However, if the arm rests don’t allow the chair to fit under the desk, they should be removed if possible.
Adjustable Seat Height – being able to adjust the seat height is crucial.

Hips should be slightly higher than your knees. If your knees are higher than your hips, consider adjusting your chair, or placing a cushion under your bottom. Arms should sit at the same height as the desk.

Desk Height:

There should be clearance between the desk and your legs, so that you can move your legs freely without bumping them on the desk. Your feet should be able to touch the floor.
You should be able to pull their chair under the desk.
Again, your arms should sit at the same height as the desk.

Foot Position:

The ideal foot position is for your feet to be resting on the floor, directly under your knees.
A foot position with feet flat on the floor below the knees allows for the knees to rest at 90 degrees, parallel to the hips and thighs, and parallel to the floor, which in turn, supports the lumbar spine.
A foot rest should be used as a last resort. This is because if the desk height and the chair are fitted correctly, a foot rest should not be needed.

Monitor:

The monitor should sit directly in front of you. If a double screen is required, then the middle of the two screens should be in front you. That way, you’re able to move your eyes from left to right, rather than having to turn your head to look at the other screen.
The top of the screen (or screens) should be at or just below eye level. If your screen has been adjusted to its maximum height and it is still lower than what is recommended, a monitor stand (or some old textbooks!) can be utilised to prop up the monitor’s height.
The monitor should be an arm’s length away from you. If you find the monitor can only be seen from extremely close or far away, it may be worth making an appointment with your optometrist.

Keyboard and Mouse:

When using the keyboard and mouse, the ideal seated position should be that your shoulders are relaxed, elbows should be at a 90 degree bend and forearms parallel to the floor. Your upper back should be relaxed into the chair.
If you’re working on only a laptop for a large amount of time each day, it’s worthwhile investing in a wireless keyboard and mouse. Why? Because whilst the position of the laptop on the desk might be set up correctly for your hand position, the height of the monitor will not be. By investing in a keyboard and mouse, you can adjust your workstation ergonomics to suit your individual needs.
The keyboard should be positioned in a way that ¾ of your forearm is resting on the desk – it should be placed on a flat surface.
When typing or moving the mouse, wrists should be kept in a neutral position, with arms close to your sides.

Exercises:

Stretching the muscles that you’re using regularly at the desk can be very beneficial. Think of it like warming up before a big game! Below are some stretches that can be easily utilised throughout the work day. Aim for three repetitions every hour:
- Clenching your hand into a fist and then releasing by fanning your fingers out.
- Bending and straightening your elbows.
- Standing up and circling your hips as if you are using a hula-hoop. Go one direction at a time, then change directions.
- Tucking your chin whilst keeping your eyes level. Hold for 3 seconds at a time.
- Slowly rolling your head in circles. Go one direction at a time, then change directions.
- Standing up and squatting down to your chair, before rising again.
- Reaching your arms up overhead and then back down to your sides.

Rest Breaks:

When it comes to rest breaks and increasing productivity, short and frequent rest breaks are more beneficial than longer, infrequent ones.
Sitting for more than an hour without moving can put stress on the body due to the static posture that you’re forced to sustain.
Breaks can be as simple as standing up and stretching, walking to the printer or going to get a drink.

Sit to Stand Desk:

Whilst sit to stand desks can be fantastic, if you don’t have one, don’t fret! You don’t necessarily need a sit to stand desk to improve your workstation ergonomics.

Closing

So there you go! Now you have the tools to improve your office ergonomics and increase workplace productivity. The above steps highlight the best tips for an optimal desk setup, but in the end, movement is key. Take regular rest breaks and make sure you’re moving throughout the day. Your body will thank you for it!

If you’ve found this article useful, you may also enjoy this article with some great tips for working from home.

If you thank you or your team could benefit from office ergonomics training and improvements (either at work or at home), then please get in touch with Employ Health. We are a team of trained physiotherapists that specialise in proactive workplace health, and can assist in ensuring that your office is set up with the appropriate equipment, and that you and your workers are educated to minimise any risks to your health and wellbeing.

Sorting out your office ergonomics is crucial for your musculoskeletal health and productivity levels. Although office ergonomics can sound like the latest buzz word or trend, you’ll be amazed by how different a correct workstation setup can make you feel by the end of the day!

In this post, we’ll explain why office ergonomics are important, and provide you with suggestions about how to implement some easy office ergonomic tips that will benefit you and your workplace.

What is Office Ergonomics, and Why Does it Matter?

Fortunately, resolving these issues can be quite simple! Optimal workstation ergonomics and proactive workplace initiatives can reduce discomfort and assist with preventing it from occurring in the first place. So how exactly can you do this?! Let’s discuss this in more detail below.

How to set up your office ergonomically

Chair:

An ideal desk chair should have the following:

Lower Back Support – having a chair that mirrors the natural curvature of the human spine will ensure your lower back is supported, through pushing the lower back slightly forward.

Adjustable Back Rest – being able to adjust the chair to the your needs ensures it can be set up to match their posture, whilst stopping them from slouching.

Adjustable Seat Height – being able to adjust the seat height is crucial.

Hips should be slightly higher than your knees. If your knees are higher than your hips, consider adjusting your chair, or placing a cushion under your bottom. Arms should sit at the same height as the desk.

Desk Height:

There should be clearance between the desk and your legs, so that you can move your legs freely without bumping them on the desk. Your feet should be able to touch the floor.

You should be able to pull their chair under the desk.

Again, your arms should sit at the same height as the desk.

Foot Position:

The ideal foot position is for your feet to be resting on the floor, directly under your knees.

A foot position with feet flat on the floor below the knees allows for the knees to rest at 90 degrees, parallel to the hips and thighs, and parallel to the floor, which in turn, supports the lumbar spine.

A foot rest should be used as a last resort. This is because if the desk height and the chair are fitted correctly, a foot rest should not be needed.

Monitor:

The monitor should sit directly in front of you. If a double screen is required, then the middle of the two screens should be in front you. That way, you’re able to move your eyes from left to right, rather than having to turn your head to look at the other screen.

The top of the screen (or screens) should be at or just below eye level. If your screen has been adjusted to its maximum height and it is still lower than what is recommended, a monitor stand (or some old textbooks!) can be utilised to prop up the monitor’s height.

The monitor should be an arm’s length away from you. If you find the monitor can only be seen from extremely close or far away, it may be worth making an appointment with your optometrist.

Keyboard and Mouse:

When using the keyboard and mouse, the ideal seated position should be that your shoulders are relaxed, elbows should be at a 90 degree bend and forearms parallel to the floor. Your upper back should be relaxed into the chair.

The keyboard should be positioned in a way that ¾ of your forearm is resting on the desk – it should be placed on a flat surface.

When typing or moving the mouse, wrists should be kept in a neutral position, with arms close to your sides.

Exercises:

Stretching the muscles that you’re using regularly at the desk can be very beneficial. Think of it like warming up before a big game! Below are some stretches that can be easily utilised throughout the work day. Aim for three repetitions every hour:

Clenching your hand into a fist and then releasing by fanning your fingers out.

Bending and straightening your elbows.

Standing up and circling your hips as if you are using a hula-hoop. Go one direction at a time, then change directions.

Tucking your chin whilst keeping your eyes level. Hold for 3 seconds at a time.

Slowly rolling your head in circles. Go one direction at a time, then change directions.

Standing up and squatting down to your chair, before rising again.

Reaching your arms up overhead and then back down to your sides.

Rest Breaks:

When it comes to rest breaks and increasing productivity, short and frequent rest breaks are more beneficial than longer, infrequent ones.

Sitting for more than an hour without moving can put stress on the body due to the static posture that you’re forced to sustain.

Breaks can be as simple as standing up and stretching, walking to the printer or going to get a drink.

Sit to Stand Desk:

Whilst sit to stand desks can be fantastic, if you don’t have one, don’t fret! You don’t necessarily need a sit to stand desk to improve your workstation ergonomics.

Closing

If you’ve found this article useful, you may also enjoy this article with some great tips for working from home.

You can learn more about our Active Office Services here.

References & Useful Links

https://ehs.unc.edu/workplace-safety/ergonomics/office/

https://www.cmd-ltd.com/advice-centre/ergonomics/office-ergonomics/

https://healthandbalance.com.au/workstation-desk-posture-ergonomics/