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The Ergonomic Office in 2010 and Beyond
A Staples, Inc. White Paper June 2010
What is Ergonomics and Why Does it Matter? The problems surrounding musculoskeletal disorders (MDS) are daunting. According to the Institute of Medicine, these disorders result in approximately one million people losing time from work and creating approximately $50 billion annually in work-related costs (Musculoskeletal Disorders and the Workplace: Low Back and Upper Extremities; 2001). Ergonomics seeks to make a better match between workers’ physical capabilities and their work environment and activities through better design and operation of tools, workstations, equipment and controls. By reducing the risk of MDS in the workplace, ergonomics improves business by reducing costs related to lost productivity and workers’ compensation claims.
Improving the Ergonomic Office in 2010 and Beyond Computers have transformed the way we work more than any other technology in recent history. Virtually every office worker spends a significant amount of time working on a computer, creating unique ergonomic challenges. Workstation and office configuration problems can, however, be relatively easy to address and these simple changes can deliver significant ergonomic improvements.
Ergonomic Furniture and Equipment The first step in setting up an ergonomic office is to ensure that your employees are using equipment that supports comfortable use. According to the Occupational Safety and Health Administration (OSHA) at the United States Department of Labor, workers should first set up their computer workstations in “neutral body positioning.” That involves ensuring their joints are naturally aligned with their workstations to reduce stress and strain on the muscles.
Chairs A chair needs to provide more than just comfort. A good chair can decrease postural muscle activity and intervertebral disc pressure in the lumbar spine. • S elect the right chair for your tasks – When selecting a chair, consider how it will be used. Specialized job functions may benefit from specific chair designs that are best suited to support those requirements. • S elect the right chair for you – When selecting a chair, consider its ability to conform to your body, its adaptability to changing tasks, and how it can make the most of your space. Make sure the seat is large enough to accommodate frequent changes in position and firm enough to allow your weight to be supported through the buttocks (not the thighs). Also look for adjustable seat depth, back height, arm height, chair height, and tilt tension. • U se correct posture – Your feet should be flat on the floor, or resting on a footrest if required. The best seated position is not an erect 90 degrees but a reclined posture of 100 to 110 degrees. Your neck and shoulders should be relaxed. Avoid craning your neck forward or raising or lowering your shoulders. Your lower arms should be at right angles or slightly more open, preferably resting on your chair’s armrests so that your wrists are straight when using your keyboard. • A djust your chair properly – To achieve correct posture, make sure your chair is adjusted correctly. The seat depth should be adjusted so you can place your clenched fist between the edge of the chair’s seat pad and the back of your knee. Adjust the height of the chair’s arms so that your lower arms are level with your desktop and that keyboard and mouse use is comfortable; you should not strain or stretch to reach them. The seat height should be adjusted so that your feet are firmly on the floor with your upper legs angled slightly downward. If you are not very tall, you may need a footrest to help you achieve the correct seating position with your chair. Make sure that your thighs
have sufficient clearance space to fit comfortably under your desk or keyboard tray. Make sure that the tilt tension on your chair can be adjusted to suit your weight. • E nsure your work surface is the appropriate height – If your work surface is too low or too high, it could cause awkward posture that may lead to muscular fatigue. If you are very tall, it can be difficult to position your chair ergonomically if your workspace is too low. Make sure that furniture installers adjust workspace height appropriately for users; adjustable-height workspaces are also available.
Keyboards Poor ergonomic posture and positioning can lead to pain in shoulders, elbows, forearms, wrists and hands. Continuous typing on a keyboard that is not done ergonomically forces the wrist back during typing. Such wrong positioning can lead to carpal tunnel syndrome (CTS) and other repetitive stress injuries (RSI). • S elect the right keyboard for you – There are various ergonomic keyboard designs available; the most common include the “fixed-split” and “adjustable-split” designs. A fixed-split keyboard is a single keyboard with the keys separated into two or three groups enabling the user to type at a different angle. An adjustable-split keyboard has the keyboard split into several pieces so the angle between them can be changed. • E nsure proper placement – Whether you use an ergonomic or standard keyboard, make sure it is placed directly in front of you so that you can keep your wrists and hands in line with your forearm. If you type with your hands angling down from raised wrists, the nerves that run through your wrists can rub, causing pain. Keep your elbows in and your forearms horizontal, at right angles to your upper arm. If you hold your elbows away from your body, it causes a static load in the shoulders and upper arms which can cause your upper back, shoulders, and neck to ache. • E nsure proper alignment with your monitor and desk – Avoid having your monitor at an angle as it will cause your wrists to be at a bad angle. Keep your keyboard parallel to the edge of the desk. • U se a keyboard tray if necessary – A keyboard tray may be needed if the desk or chair cannot be properly adjusted. Important features to look for in a keyboard tray include adjustable height and tilt, enough room to hold your mouse or other pointing device, the ability to slide the tray in and out while still at operational height, and stability.
Pointing Devices Poor mouse operations can create RSI; selection and placement of a pointer/mouse is an important factor in creating a safe computer workstation. Pointing devices such as a mouse now come in many sizes, shapes, and configurations. In addition to the conventional mouse, there are trackballs, touch pads, finger tip joysticks, and pucks, to name a few. • E nsure proper placement – The mouse or other pointing device should be on the same level as the keyboard so its use does not create a twisted or reaching posture. Place your mouse close to the side of the keyboard for combined keying and mouse use. For sessions of intensive mouse use, place your mouse in front of you. Learn to use keyboard shortcuts rather than always using the mouse. Keep your mouse and mouse pad clean so you don’t spend extra time holding the mouse, making small adjustments. • E nsure proper usage – Avoid prolonged holding of the pointing device; if you are not using the pointing device; let it go. Do not hold your pointing devices too tightly; use a light grasp and touch. Avoid holding your finger above the activation buttons when using the pointing device; relax your fingers when not using to operate the trackball or buttons. Customize your pointing device software to meet your particular needs; the size, speed,
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and response of your pointer can be controlled for efficient operation. Make sure you slow down your response speed if you tend to overshoot your target.
Monitors Monitors that are placed too close or too far away can cause awkward body positions that could lead to eyestrain and neck pain. A flat-panel monitor takes up less space than a conventional monitor, giving you more flexibility for appropriate placement, even when desk space is limited. • E nsure proper placement – Make sure that your monitor is approximately at eye height, an arm’s distance away (18 to 30 inches from your eyes), and is placed so that your eyes are looking forward and slightly downward most of the time. This posture makes it easiest to balance your head above your shoulders with the least muscular effort. Make sure your monitor screen isn’t backed to or facing a bright window so the screen looks washed out; use a shade or drapes to control window brightness. • A djust brightness and contrast – Black characters against a light gray background are often easiest on the eyes for long periods. You should adjust contrast and brightness on your monitor to create the brightest screen without blurring. • A djust screen size – Make sure the characters on your screen are a comfortable size. Adjust your screen resolution accordingly, and use the zoom feature available on most programs to make sure that you can easily read your screen. • U se accessories to improve comfort – Glare screens can help reduce glare. Monitor supports can enable you to modify viewing distance and tilt and rotation angles to maximize comfortable viewing. To determine your needs, you first need to determine the available space and how you’ll use your display (sitting, standing or both). Then evaluate the best attachment solution: stand or arm; wall mount, desk clamp or grommet-hole mount. Always consider ease of adjustment.
Document Holders Avoid placing documents you are working on between you and your keyboard as this could cause you to stretch your arms and wrists. Use a document holder to position documents optimally at the same height and distance as the screen so your eyes don’t need to change focus frequently. Document holders come in a variety of options to fit your needs, e.g. working with large books or dealing with extremely limited desk space.
Telephone Headsets If you use the telephone frequently, you should use a headset to avoid bending your neck while cradling the handset to free your hands to type.
Laptops Laptops are designed for portability and their design presents ergonomic challenges. If you rely on a laptop as your primary computer, consider setting up your workstation with an external monitor, external keyboard, and docking station. A good laptop mount will make the most of your laptop, providing desktop comfort while maintaining notebook portability.
Wrist Rests Wrist rests can actually cause CTS by compressing the underside of the wrist. You should rest your wrists between bursts of typing, but not while you are typing. If you do want to use a wrist rest when you are not typing, be sure to select one with a broad, flat, firm surface.
Support Braces or Gloves There is no consistent evidence to show that wearing wrist supports during computer use helps reduce the risk of injury. There is some evidence, however, that those with CTS can help relieve symptoms by wearing wrist supports at night in bed.
Setting Up an Ergonomic Workspace Having the right equipment is very important, but it is only one part of ensuring an ergonomic office. You want to make sure that the entire office environment is ergonomically set up.
Assess Primary Needs Different types of work have different computing needs and should be taken into consideration when setting up your workspace. For example, prioritize keyboard/mouse position for word processing, mouse placement for graphic design, and numeric keypad/keyboard position for data entry.
Address Environmental Factors The environment can affect employees’ well-being. Taking the following environmental factors into account can help maximize employees’ comfort and health. • N oise – Noise should not interfere with communication or distract concentration. Noisy equipment such as printers, scanners, and photocopiers should be moved away from workspaces if possible. If they are particularly loud, use a sound insulation cover or screening. • L ighting – A mixture of fluorescent and incandescent lighting is usually the most pleasing. You want users to be able to reduce glare and bright reflections from computer screens; make sure that windows have shades that allow users to adjust the amount of light that comes in as needed. • T emperature and humidity – Electrical equipment can dry the air and static buildup around a computer screen attracts dust, both of which can irritate the eyes, nose, and throat. A comfortable environment for sedentary work has a temperature of 68 to 74 degrees Fahrenheit and relative air humidity of 40 to 60 percent. Keeping plants will not only make the environment more pleasing, it also helps keep the humidity at a comfortable level.
Encourage Ergonomic Best Practices It’s important to ensure that your employees are properly trained in ergonomic best practices to make sure they get the most from the ergonomics program. • Change positions – Change your sitting position frequently, every 15 minutes. • K eyboard breaks – Take an active break from the keyboard at least every 30 minutes to make/take a phone call, file papers, or get a glass of water.
Don’t Go it Alone Get the most from your ergonomics program by bringing in ergonomics professionals. Get help from experts with assessments, furniture and equipment selection and procurement, office layout, and individual workspace adjustments to maximize employees’ health and comfort.
The Benefits of Ergonomics Programs A well-implemented ergonomics program can have astounding results. In addition to the quantifiable cost savings gained from the reduction in workers’ compensation and medical costs, many research studies have shown that an ergonomically designed workspace can improve productivity. Companies also see a reduction in errors as well as a reduction in lost workdays and
absenteeism. Taken all together, these benefits can significantly improve the bottom line while also raising employee morale. OSHA and others have documented benefits that organizations have received from implementing ergonomic offices. Here are just a few examples: • A n insurance company assessed employee workstations and installed new office equipment. In addition, they offered ergonomics training, promoted stretching exercises, automated recordkeeping and tracking, and standardized ergonomic equipment. Annual lost work days decreased 70 percent and workers’ compensation costs dropped 89 percent. • A home furnishings manufacturer received 10 to 15 compensable claims per year for neck, shoulder, and back pain from customer representatives working at computer stations. The company developed an ergonomics workstation evaluation to ensure that each computer workstation is a proper fit to the employee working there. Since the company instituted the new approach, the number of claims has dropped to zero. • A n international airline redesigned the work area in their computer center for their data center operators and revised their work-rest regime. They saw a 37 percent increase in productivity over a 12-month period with a 93 percent reduction in errors.
Five Tips to Consider 1. A ssess your needs. Make sure that your ergonomics program addresses the specific needs of your employees based on the way they work. 2. A utomate repetitive tasks. Automating repetitive tasks such as recordkeeping and tracking where possible can help reduce RSI. 3. C all in the experts. Hire professionals with ergonomics experience to perform workspace assessments to identify potential problem areas and propose solutions that fit your needs and budget. 4. T rain your employees. Ergonomic equipment will only help if it is used correctly. Make sure your employees are trained in usage and best practices. 5. T ake a holistic approach. Don’t just focus on the equipment; include environmental controls in your ergonomics program to ensure that the ambient factors support employees’ comfort and health.
Staples Technology Solutions Helps Create an Ergonomic Office Staples Technology Solutions offers a full range of technology solutions from managed IT services and data center solutions to everyday desktop technology products and printer fleet maintenance services. Staples Technology Solutions is part of Staples Advantage, your one-source provider of office products and services. Staples Advantage offers the products and services you need to help you create an ergonomic office in 2010 and beyond: • E rgonomic products – Keep everyone comfortable with Staples’ wide range of ergonomic safety products, including chairs, adjustable keyboard trays, mice, copyholders, wrist rests, and so much more. • B usiness InteriorsSM by Staples – Our furniture specialists are expert space planning and configuration consultants who can help you design and equip your ergonomic offices to fit the needs of your business and your employees.
