Office Ergonomics HandbookCreating a Comfortable Work EnvironmentMarsh Risk Consulting

Office Environment

Introduction

Computers have changed our livestremendously, allowing instant communicationand display of data. Most employees in theoffice setting now use a computer on a regularbasis.

One commonly overlooked issue is how theemployee fits into the office environment.You—the employee—and your workstationrepresent a critical part of a work system. Youcontinually interact with your equipment inthe work system to perform a task oraccomplish a goal. Each part of the workenvironment must be properly designed andadjusted to optimize your comfort, safety andhealth to ensure quality, productive output.

This handbook explains some basic steps inproperly adjusting your workstation toimprove working postures and comfort inyour workplace.

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Typical Instructions for Adjusting Your Chair

Pneumatic Height Control

Fingertip Control. To lower seat,push button while seated; seatwill glide down. To raise, liftbody slightly and push button.

Back Locking Device

Locks the back in full uprightposition. Releases for tilting withcontinuous support.

Seat Angle Control

Manual control adjusts pitch ofseat.

Tilt Tension Control

Tilt tension control adjuststension between back and seat.Chair tilts with you in balancedsuspension.

NOTE These adjustments apply to both the loop arm and cantileveredarm-style chairs. Controls will vary with model and manufacturer.

Adjusting Your Chair

Properly adjusting your chair is a key factor inmaking your workstation more comfortable. Itis important to adjust the height of the seat andbackrest so that:

● Your forearms are parallel to the floorwhile using the keyboard.

● Your upper arms are close to the body.

● Your thighs are horizontal and feet flat onthe floor.

● You do not feel excessive pressure onyour legs from the edge of the seat.

● The backrest supports your lower backcomfortably.

Typically, computer entry tasks are bestperformed without arm rests. Nonadjustablearm rests can cause restricted forearmmovement, pressure points and stressfulshoulder postures. If provided, armrests shouldbe padded and adjustable.

It may be necessary to change your seatingposition frequently throughout the day. Forexample, you may need to sit higher when youare writing on the desktop and lower whiletyping on the keyboard. If you use severalworkstations during the day, consider takingyour chair with you. If you share a chair withseveral people, be sure to readjust your chair atthe beginning of your workday.

Contact your supervisor or manager foradditional instructions on adjusting your chair.

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Keyboard Adjustment and Wrist Posture

Good Neutral Wrist Posture

Poor WristPosture

ProperWorkstationLayout and

Posture

Palm Rest

Positioning Your Keyboard and Mouse

Proper positioning of your keyboard andmouse helps you work with more comfort andcontrol. There are several key items toremember when positioning the keyboard andscreen pointing devices.

● Position the keyboard and screen pointingdevice so that your wrists are in a naturalrelaxed position in front of you.

● Place the home row of keys at or slightlybelow elbow height.

● Maintain a straight wrist—good neutralwrist posture—to avoid soreness oftencaused by working long periods withhands bent upward or downward.

● While using the keyboard or screenpointing device, raise or lower your chairto the proper height allowing a naturalwrist position. A footrest is necessary forindividuals who must raise their chairheight to a position where their feet do nottouch the floor.

● Position the keyboard to a height thatallows your upper and lower arms to forma 90 0 angle.

● Position the screen pointing device next tothe keyboard on the side of your dominanthand.

Be aware that most keyboards have legs alongthe back that raise or lower the angle of thekeyboard. Palm rests may also help preventyour wrist from bending. Keep in mind thatyou should only use the palm rest whileresting, not while typing. Misuse of palm restscan actually cause poor wrist postures andrestricted blood flow. Ask your supervisor ormanager about palm or mouse supports.

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Adjusting Your Monitor

Most monitors/displays and their monitorstands have adjustments for tilt, swivel height,contrast and brightness. Surface glare andawkward positioning are common problems formonitor users. Proper positioning of themonitor and angling of the screen helps youavoid screen glare and maintain relaxed neckand back postures. The monitor/display’sposition should not require you to tilt yourhead forward to view the text. Adjust themonitor to ensure the following:

● Top line of text displayed on the screen isplaced at or slightly below eye level.Individuals wearing bifocals or trifocalscan position the monitor lower so they canview the screen through the lower portionof their lenses.

● Viewing distance from your eyes to thescreen is between 18 to 24 inches.

● Monitor is placed at right angle towindows reducing glare.

● Contrast and brightness are set atcomfortable levels.

● Screen is clean, and anti-glare devices orfilters available.

● Screen is placed in front of you to avoidtwisting at the neck.

Report screen flicker to your supervisor.

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Adjusting the Lighting

Proper lighting adjustments are important inthe office environment. Windows, overheadlighting and reflections from shiny surfacescan create glare and reflections.

● Use adjustable task lighting or desk lampsat document sources.

● Reduce overhead lighting where possibleby turning off lights, or switching tolower wattage bulbs or dimmer switches.

● Use non-reflective surfaces to reduce glare.

● Avoid bright or strong contrasting colorsin your field of vision. For example, abright wall behind a dark computer screencan cause eye strain because your eyesmust repeatedly adjust from the brightsurroundings to the dark near-field of view.

● Place your task lighting or desk lamp sothat it does not create glare on themonitor screen.

● Draw the drapes or adjust the blinds toavoid glare from sunlight.

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Using a Document Holder

Using a Document Holder

If you transfer information from a paperdocument to the computer, a document holdermay be helpful. A document holder or copystand that is properly positioned can make dataentry less stressful, increase efficiency,improve posture and allow you to work morecomfortably. A document holder that is placedclose to your monitor reduces the head twistingto create less stressful eye movements.Maximum comfort and benefit is gained whenthe document holder is placed

● close to the monitor

● the same distance from the eye as themonitor

● the same height and angle as the monitor

There are a variety of document holders andstands available to accommodate different sizesof paper. Ask your supervisor for assistance inobtaining one that meets your needs.

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Data Entry Workstation Dialogue Workstation

Data Inquiry Workstation Computer Mouse Arrangement

Arranging Your Work Area

Properly arranging your work area andkeeping your work surface orderly improvesyour effectiveness and comfort. Think abouthow you use things in your workstation andwhich items you use most often. For example,if you are right-handed, place the phone toyour left so that you can write or use thecalculator while holding the phone. Clear yourdesk of unnecessary items and place often useddocuments within easy reach.

The best layout depends on your computeractivities. If you perform repetitive tasks,arrange your furniture and equipment to allowan uninterrupted flow of materials. Equipmentand frequently used files should be locatednext to you. Some examples of computerworkstations include:

● Data Entry Workstation

Data entry requires you to constantly enterdata into the computer using yourkeyboard and source document. For thisarrangement, your keyboard and sourcedocument should be placed directly infront of you with the display off to theside. Documents should be the sameheight as your display.

● Dialogue Workstation

High frequency dialogue requires you tocontinually retrieve and enter informationin your computer. Your screen andkeyboard are the most important items,and should be placed directly in front ofyou. Source documents are not asimportant as the screen and keyboard, andshould be off to the side.

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Arranging Your Work Area Continued

● Data Inquiry Workstation

Data inquiry requires you to retrieve fromthe computer screen, and verify or writedown the information on a document.The screen and the document are themost important elements. The screen andwriting areas should be closest to you.

● Screen Pointing Device

The computer mouse (or screen pointingdevice) is an important part of thecomputer workstation. If you are right-handed, clear the right side of thecomputer work surface to move thescreen pointing device. It is important tosupport your forearm and elbow whileusing the device. The vertical height ofthe pointing device should be at the samelevel as the keyboard.

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Controlling Your Environment

Excessive noise, uncomfortable temperatures,glare and poor lighting affect your comfort andproductivity, as well as cause distractions. Toohigh or low light levels, or flickering overheadlights, cause fatigue. Contact your supervisoror manager about lighting problems.

Heat generated by your computer and monitorlead to drier air in the work area causing staticelectricity. Products, such as anti-static sprays,are available to help control static buildup. Iftemperatures are a problem, contact yoursupervisor or manager.

Noise created by printers and other equipment inthe office can be distracting. If you are botheredby noise, contact your supervisor for assistance.

Traffic in your work area, or operations nearyour workstation, can sometimes causedistractions. The movement can distract youreye, decrease your visual attention orconcentration, and create fatigue. Notify yoursupervisor of any unusual distractions.

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Coping with Stress

Every job has certain physical and mental taskrequirements. In the office, mental demandscan outweigh the physical requirements. It isimportant to recognize and control mentalstressors in your workplace.

If you have worries over job security,excessive work demands or the pressures ofelectronic monitoring, you could bedeveloping symptoms of stress. Stresssymptoms may include

● difficulty sleeping

● feelings of anxiety

● irritability

● substance abuse

● increasing headaches

● nausea

● tense neck and shoulder muscles

Work stress can be reduced or avoided byfollowing some of these suggestions:

● Asking questions about your concerns.

● Adjusting your workstation to suit you.

● Taking appropriate rest breaks.

● Participating in company activities.

● Practicing relaxation techniques.

● Talking with your supervisor aboutstressors.

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Taking Care of Yourself

Even with a properly adjusted workstation,sitting still for long periods of time can betiring and stressful. Alternate sitting withstanding while you work if the task andworkstation allows. Try to alternate differenttasks throughout the day, and vary your workactivities—such as getting up from yourcomputer to photocopy or deliver completedwork. Stretch occasionally and look away fromyour monitor. Sit back in your chair and usethe backrest, rather than leaning forward orsitting in the middle of the seat.

Stretching and relaxation exercises can helpreduce stiffness and discomfort. The followingstretching exercises can help:

● Periodically stretch your arms and legseither while sitting or standing.

● Rotate your head slowly from one side tothe other, relaxing the neck muscles.

● Roll your shoulders forward andbackward several times.

● Stand up with your arms down at yoursides and breathe in slowly through thenose, exhaling slowly through the mouth.

● Make a tight fist and hold for a second,then spread your fingers apart as far aspossible.

To reduce eye fatigue and irritation, severaleye exercises can be used to relax eye muscles.

● Close your eyes, cup your hands andplace them over eyes for one minute.Open your eyes with your hands stillcovering your eyes. Slowly spread thefingers to let the eyes adjust gradually tothe light and then take your hands away.

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Taking Care of Yourself Continued

● Look at an object at least 20 feet awayand focus on it for five to ten seconds (donot choose a bright object). Blink youreyes slowly several times while takingdeep breaths.

Vision care is extremely important when youwork with a computer. Make sure you haveregular eye examinations and proper correctivelenses if needed. Make sure you describe yourjob duties to your vision care provider duringthese eye examinations.

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Using the Internet

Many of us have learned to “surf the net”either at home or the office. The Internet is atremendous source of information for job orhome application. Web surfing individuals caneasily lose track of time and spend many hoursin front of the computer. Sitting in the sameposition for lengthy periods creates thesame fatigue and discomfort exposures thatexist at our workstations and are described inthis handbook.

Maintaining a healthy and comfortable workingenvironment at your computer when net surfingcan be accomplished by the following:

● Change your body posture often.

● Frequently relax your body and mousehand.

● Avoid prolonged postures such as

– elbows on armrests

– reclining

– leaning forward

– tightly grasping the mouse.

● Keep the mouse close.

● Support the arm and hand using themouse.

Many of the items discussed in this handbookwill also help your comfort and well-beingwhen net surfing.

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References

Human Factors and Ergonomics Society.“American National Standard for Human FactorsEngineering of Visual Display TerminalWorkstations.” ANSI/HFS 100-1988. SantaMonica, CA, 1988.

“Information About Eye Care: Video DisplayTerminals (VDTs) and the Eye.” AmericanAcademy of Ophthalmology, 1982.

Johnson, B. and J.M. Melius. “Review ofNIOSH’s VDT Studies and Recommendations.”NIOSH Publications on Video Display Terminals.U.S. Dept. of Health and Human Services.Washington, D.C.: U.S. Government PrintingOffice, 1987.

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Yes No

Is your chair adjusted with your feet resting firmly on the ❒ ❒

floor or on a footrest?

Do you have ample leg room? ❒ ❒

Are your arms comfortable when working at the keyboard? ❒ ❒

Are your wrists straight when using the keyboard? ❒ ❒

Do you need a wrist or palm rest? ❒ ❒

Is the keyboard angle causing your wrists to bend upward? ❒ ❒

Is your mouse at the same height as your keyboard? ❒ ❒

Is the top of your monitor screen at a comfortable height ❒ ❒

(approximately eye level)? Note: Individuals who wear bifocals or trifocals may need to position the screen slightly lower than eye level.

Is your screen positioned to avoid reflections and glare? ❒ ❒

Have you adjusted the screen contrast and brightness to a ❒ ❒

comfortable level?

Is your screen and glare-filter clean? ❒ ❒

Can you reposition your monitor? ❒ ❒

Would an anti-glare device be helpful? ❒ ❒

Is the small of your back supported by the backrest? ❒ ❒

Are all items that you frequently use within easy reach? ❒ ❒

Are you changing postures and positions throughout the ❒ ❒

day or doing non-data entry tasks (e.g., filing, copying, etc.)?

Do you take periodic breaks? ❒ ❒

Do you do stretching exercises at your workstation? ❒ ❒

Operator Checklist

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