Ergonomics 101 - A guide to the healthy office

(Hamilton Spectator)

You know the feeling. It's nearly 5 pm, and you're struggling to focus on your computer screen. Your eyes feel tired, and your vision is cloudy. Perhaps your neck feels stiff from talking on the phone all day, or your lower back is screaming from that uncomfortable chair you've been sitting on for the past eight hours.

Think this is a normal way to feel at the end of every work day? Not according to ergonomic experts. If you dismiss ergonomics as the latest new age craze, think again. Ergonomics, simply stated, fits the workplace to the worker. Since you spend a third of your day or more at work you should be as physically comfortable as possible. When you're comfortable, your productivity will increase and your work-related health issues should diminish.

As a physiotherapist, I frequently treat patients suffering from work-related health issues, such as sore necks or backs, or repetitive strain injuries. Often times, a simple modification in the set up of an office environment can help prevent common injuries.

I believe that a little "ergonomics 101" can help keep you feeling your best while at work. Take some time to read through the checklist below to ensure your office can help keep you healthy.

Body positioning - Sitting in one position for long periods can be uncomfortable. To minimize the potential for physical discomfort or injury, it's important that you maintain proper posture and pay careful attention to the positioning of your back, head, neck, arms and feet.

The chair itself is a key element in being properly positioned at your desk. Set the chair height so that the knees are slightly below hip level, your feet rest flat on the floor and your weight is evenly distributed over the seat.
The backrest height and angle should be adjusted so that it supports the curve in the small of your back. The armrests should support the forearms with your elbows bent. Your arms should be relaxed and loose, elbows close to your sides, with forearms and hands approximately parallel to the floor. If your feet are dangling, it’s time to either adjust the chair height or get a footrest.

To prevent muscle stiffness, you must have enough space to move around and vary your position. It’s best not to remain in one position for extended periods of time. The actual length of time is different for different people – just don’t wait until you’re uncomfortable.

Keyboard – Believe it or not, the most hazardous object in your office is your keyboard. Keyboards are a frequent cause of repetitive strain injuries, one of the most common being Carpal Tunnel Syndrome. Carpal Tunnel Syndrome involves wrist and forearm pain or tingling resulting from excessive and unrelieved repetition of movements in the wrist and arm areas, especially held if in a poor position. The work surface height is important to enable you to keep your upper arms vertical and your lower arms horizontal so that your wrists in a proper position.

Make sure that your mouse is located at the same level as your keyboard. Your mouse should also be on the same side that you are on the most comfortable writing with. Check out the ergonomically designed keyboards and wrist rests on the market – you can find wrist rests made of gel or sponge rubber for additional comfort, and there are also contoured keyboards available.

Monitor – The top of your monitor screen should be at or below eye level to minimize straining your eyes or neck. Office supply stores carry adjustable monitor "shelves" that adjust its height. Keep your monitor directly in front of you so that you don’t have to twist your body or crane your neck to work on your computer. Be sure to eliminate glare by using an antiglare screen or controlling light sources to reduce eyestrain.

Desk space - Keep your office necessities in their rightful positions. This means placing your phone to your left if you're right handed so that you can take notes as you talk on the phone. Your pencil/pen holder should be on your right so that you can grab a writing utensil quickly and begin to write with minimal shuffling. All of your "must haves" should be located within easy reach. For example, if you use your pocket dictionary often, keep it somewhere close to your grasp.

Your telephone is another potential trouble spot. One of the most strain-inducing things you can do is tilt your head to the side to hold the receiver between your ear and your shoulder. You can almost guarantee yourself a sore neck and/or headache. If you have to use your phone while writing or typing, invest in a headset.

Paying attention to office ergonomics can mean the difference between a workstation you feel productive in versus one you can’t wait to get out of. Proper exercises can also help complement a complete office ergonomics program. I recommend consulting with a physiotherapist to help select appropriate exercises.

When it comes to offices, one size doesn’t fit all. After all, when you get into a car, you adjust mirrors and seats for your body, so treat your workplace the same way. An ergonomically proper workstation should do the work for you.