Office Ergonomics

Office Ergonomics
@thisisoq | oq.com
KEY DEFINITIONS
• “Ergon” – Work, “Nomos” – Law

• Ergonomics – Science of adapting the workplace to
fit the worker.
• Workplace/workstation encompasses DSE (Display
Screen Equipment), work desk, chair, printer,
telephone, document holder and the immediate work
environment.
• Display Screen Equipment – devices or equipment
that have an alphanumeric or graphic display screen
and includes display screens, laptops, touch screens
and other similar devices.
• DSE User – anyone who works at Display Screen
Equipment on most of the day for more than 1 hour
continuously or for more than 2 hrs intermittently on 3
of more days a week.
internal presentation 2
WHY IS ERGONOMICS JOB DESIGN IMPORTANT?
• Effective work performance

• Increased productivity
• Job satisfaction and wellbeing
• Minimize risks of work-related disorders
• Minimize work absence
• Minimize labor turnover
• Health and safety legal compliance
WHAT ARE THE RISK FACTORS CONTRIBUTING TO WORKPLACE ERGONOMIC INJURIES?
- Duration - Psychosocial - Aging workforce
- Recovery Time - Environmental - Non-work related issues
WHAT ARE THE COMMON DISPLAY SCREEN EQUIPMENT HEALTH RISKS?
• Musculoskeletal disorders:
WRULD (Work Related Upper Limb Disorders)
Carpal Tunnel Syndrome
Tendon pathologies
Tennis / Golfer Elbow
Low back pain
• Eye strain, dry eyes and headaches
• Fatigue and Stress
WHAT DO MUSCULOSKELETAL DISORDERS FEEL LIKE?
Signs and symptoms:

• Pain
• Swelling
• Numbness and tingling
• Burning sensation
• Cramp
Other observations:
• Stiffness
• Restricted movement
• Weakness
• Reduced grip
• Muscle spasm
HOW TO PREVENT MUSCULOSKELETAL DISORDERS AT WORKPLACE?
• Maintain proper Posture
• Arrange your Workstation
• Adjust your Chair
• Position your Monitor
• Set up your Keyboard and Mouse
• Take regular breaks and Move / Stretch
DESK POSTURE
• Our bodies are not designed

to do the same thing over
and over for extended
periods of time however, we
understand that in most
workplace situations this is
hard to avoid.
• Next slides contain a list of
things you can do at work to
help support your body at
your workstation and
minimize pain and strain.
• An important thing to
remember is regardless of
how good your desk set up
is, the thing that will help
prevent pain and injury most
is to ‘sit less, move more’!
DESK POSTURE – CHAIR
DESK POSTURE – CHAIR
• The seat height and back should be adjustable so your feet are
flat on the ground and elbows rest easily on the desk with 90
degree bend.
• A foot rest may be necessary here if you have a high desk. High
heel shoes will affect this, so have a think about your footwear.
• Hips should be slightly higher than your knees. If your knees
are higher than your hips, consider elevating your chair, or try
putting a small pillow under your bottom.
• If armrests are to be used they should be short or able to
be adjusted and be able to fit under the desk. We want to be
able to get as close to the desk as possible so longer armrests
are a no go.
• Adjust the seat back so you can sit with your back upright and
a natural ‘S curve’ through your spine.
• The base of the chair should have 5 legs for stability
DESCK POSTURE – KEYBOARD, MOUSE AND SCREEN
• Your keyboard and mouse should be positioned directly in

front of you with your wrist and forearms supported on the
desk. Ensure your wrists are not locked backwards.
• When your hands are resting on the keyboard or mouse your
shoulders should be relaxed with your elbows resting
comfortably inline with your shoulders.
• Forearms horizontal so wrists are level with or below the
elbows.
• Make sure you sit straight on to your computer.
• Eyeline should be in top 1/3 of the monitor
• Monitor should be arms length away (50-70cm)
• Adjust your screen settings or zoom in and out so you are not
straining to see.
TYPING AND MOUSE POSTURE ERGONOMICS
DESK POSTURE – MOUSE
• The mouse should be held loosely and should fit

naturally under the palm of your hand
• Movement of mouse should come from the whole

arm shoulder not just from the wrist
• The mouse should be positioned at the same height

as the keyboard and directly adjacent, to avoid
overreaching
• Avoid holding index finger elevated between clicks
DESK POSTURE – SIT TO STAND DESK
• If you have a sit to stand desk, try to alternate

standing and sitting throughout the day equally.
• Do this in smaller amounts of time (1-2 hours of

sitting followed by 1-2 hours of standing) rather
than large amounts (sitting in the morning and
standing in the afternoon).
• The same general concepts apply for the upper

body in standing as they do in sitting.
• Knees slightly bent. Don’t lock your knees.
• For your legs - shift your weight occasionally from

leg to leg. You can place a step stool in front of you
to put a foot on to offload your back intermittently.
DESK POSTURE – OTHER CONSIDERATIONS
Two monitors
• If possible, try to choose the one you use the most frequently and
make it your primary screen.
• If you use one significantly more than the other, set that one directly in
front of you.
• When you use your other, completely shift your chair and body to face
that one.
• If you use both frequently and can’t decide on which you use more,
make sure the space between the two monitors is centered with your
face.
Crossing Your Legs

• It’s natural to shift in your chair throughout the day but start paying
attention to how often you cross your legs and which leg is going over
the other. Don’t cross your legs for too long and try to alternate which
one is on top when you do.
Habits
• Leaning onto one elbow more than the other. Notice if you keep going
to one side vs. the other. This can put our spine and head in a
completely different position. If you keep going to one side, even if for
a few minutes every day, that is enough to potentially develop pain on
one side of the body.
LAPTOPS
Laptops are recommended for work sporadically, but not for a

continuous work. Laptops do not provide proper ergonomic
positioning for the user.
• Keyboard spacing - laptop keyboards are often compact with
odd placement of some keys and cramped spacing of others.
• Monitor size - laptop screens are often smaller than desktop
monitors.
• Monitor placement - the relation of the keyboard to monitor on a
laptop is fixed. This placement causes bad posture with either
arms and hands held high or the neck and back bent low. Both of
which can cause some serious problems and pain.
• Small pointers - laptops usually have an integrated pointing • Elevate laptop to eye level with a stand
device such as a touch pad or dot. These devices are adequate
for their task, but not very comfortable or easy to use for long • Bring laptop close enough to see without
periods of time. tilting your head forward
• Use an external keyboard and mouse
EYESTRAIN
Eyestrain is when the eyes become irritated and

fatigued due to prolonged use, uncorrected defects
of vision, or an imbalance of the eye muscles.
With the increase in dependency on computers
eyestrain has become a more pronounced problem.
The following is a list of eyestrain symptoms:

• Headaches
• Loss of focus
• Burning/tired eyes
• Double vision
• Blurred vision
• Neck and shoulder pains
TIPS TO EASE EYESTRAIN
INDOOR ENVIRONMENT QUALITY PARAMETERS
PROLONGED SITTING
• Sitting has become so common, that we now see

average sit times of 9 hours per day.
• Many knowledge workers sit for as much as 15 hours
per day.
• People tend to be more comfortable when they sit, but
we sit too much.
• Health consequences of prolonged sitting include:
Higher rates of cardiovascular diseases (CVD)
Increased Body Mass Index (BMI)
Increased risk of metabolic syndromes
Increased risk of Type II Diabetes
Increased risk of deep vein thrombosis (DVT)
HOW MUCH OF YOUR DAY DO YOU SPEND SITTING?
• At breakfast • At lunch
• During commute time • At work in the afternoon
• At work in the morning • Watching television, reading,

gaming, etc. in the evening
WAYS TO ADD MORE MOVEMENT INTO YOUR WORKDAY
Use a wireless headset so you can stand

Take the stairs instead of up and move around during long calls
Drink more water – it’s
the elevator / lift (while
good for you and creates
holding the handrail)
natural comfort breaks.
Have lunch away from your desk
Use a fitness tracker

to motivate you
Can you think of other ways to incorporate more movement into your day?
WAYS TO ADD MORE MOVEMENT INTO YOUR WORKDAY
• For short meetings, have a standing / walking

meeting instead of booking a room.
• For longer meetings, stand up occasionally during

the meeting and / or schedule in stretch breaks.
• Walk over and talk to colleagues instead of calling,

emailing or instant messaging them.
• If you have a sit-to-stand desk, switch between

sitting and standing multiple times per day. Don’t sit
or stand for too long – mix it up.
• Move about. Are there other work areas you can

also use?
PORTABLE ELECTRONIC DEVICES (PEDs) / GADGETS
Electronic gadgets have become a part of day-to-day life;

we need them to perform various tasks and to make our
life easier.
• Improved communication
• Improved education
• Reduced physical load
• Electronic gadgets enhance work
• Optimization in the medical field
• Innovation and creativity
• Electronic gadgets provide entertainment
INCREASED USE OF SMARTPHONES AND TABLETS
The goal of technology is convenience; however, the increased use of smartphones and tablets has led to an increase of:
Neck and Upper Back pain Eye strain and Vision problems Reduced Physical Activity
Thumb and wrist issues Sleep Disruption Psychological Impact
USE SMARTPHONES AND TABLETS THE SMART WAY
Shoulders and Elbows

Prolonged use of PEDs in one posture, especially when using only one hand, can cause constant
muscle tension in shoulders and elbows.
Hands & Forearms

PEDs vary in size and some are getting bigger. This can make a comfortable grip difficult for single-
handed use, especially if you have small hands. Try to choose a device that suits your hand size
but also change your grip often and always put the phone down or change hands if it starts to hurt.
Fingers & Thumbs

Typing on PEDs creates unhealthy postures and forces for your fingers and thumbs. Avoid this by:
• Keeping email replies and texts short
• Typing with as many fingers as possible using both hands
• Using voice recognition
• Making a phone call instead
• Using a Bluetooth keyboard where practical
• Taking plenty of breaks and changing posture frequently when prolonged typing is unavoidable.
Neck
In use, we tend to keep PEDs low down and close to our body. This flexes the neck
unnecessarily. To reduce the load on the neck, raise the device up:
• Onto the table in cafes
• In front of you on trains and planes
• On cushions on your lap at home
• On a stand in the office
If you use a device when lying down, think about neck flexion and extension. Your
supported body may lead you to think you have a good posture but, if your neck is
bent too far back (lying on your stomach) or forward (lying on your back), you will
soon start to feel the pain.
Back
We may slouch at a work desk but, on soft furnishings at home and when we are out,
it is even easier to form an unhealthy ‘C’ shape with the spine. Guidance about office
postures often applies just as well elsewhere. Aim for your spine to be a healthy ‘S’
shape
• Bring devices up to eye level or change the angle so you

look down with your eyes (vs. tilting your neck).
• Rest your arms whenever possible to prevent fatigue.
• Draft brief messages.
• Change your device email signature so recipients are aware

emails have been sent from a wireless device.
• Use apps and programs (such as swipe-to-type or voice-to-

text) to assist in typing.
Eyes
Look where you are going! YouTube is full of
WWT (walking whilst texting) incidents. Don’t
become a statistic. This is common sense so why
do so many of us do it?
At Bedtime
Research indicates that the blue light from
screens inhibits melatonin production, impacting
sleep quality and with other potentially far-
reaching negative effects. Check your device
settings or install a suitable filter app to reduce
the impact. Better still, avoid using it in bed!
Exercise
Movement is important and there are plenty of
simple stretching exercises that can be done
when sitting or standing. Remember that no
posture is good when sustained for too long.
STRETCHING EXERCISES
1. BACK AND NECK 3. UPPER BACK AND SHOULDERS

Clasp hands behind head. Bend Stand sideways to wall. Place right
head forward, gradually stretching hand on wall (straight elbow) and
out the upper part of the neck, stretch left arm over head to right. Keep
whilst breathing deeply. Keep the feet together. Take four deep breaths in
back and shoulder regions as the position, repeat on other side. This
upright as possible to stretch the stretches the side of the spine and
muscles at the back of the neck. spinal muscles.
Hold for five slow breaths
4. BACKWARD SHOULDER
2. SIDE NECK
Place palm of left hand above right STRETCH
ear. Pull head to left, stretching Clasp hands behind back. Reach out
side of neck, whilst taking three backwards over chair back, whilst
deep breaths. This stretches the expanding chest, arching back and
muscles at the side of the neck. lifting hands. This stretches the chest
Repeat to other side. and muscles of the chest. Hold for five
slow breaths.
STRETCHING EXERCISES
5. WRIST AND FOREARM STRETCH 7. FINGERS AND PALMS

Extend right arm in front, flex hand. Hold hands in front and stretch fingers
Stretch forearm muscles by placing wide (fan shape). The palms should
palm of left hand firmly across back of be stretched. Hold for four breaths.
hand. Hold for five slow breaths. This stretches muscles of the hands
Repeat for other hand and fingers
6. WRIST STRETCH 8. CHAIR TWIST

Place palms together as if praying. Sit on chair (preferably non-swivel
Raise elbows (thus extending wrists). type). Cross right thigh over left and
Position fingers at the lower end of the twist upper body to right whilst
breastbone, pressing palms fully pushing right thigh with left arm. Hold
together. Hold for five slow breaths. This for four breaths. Repeat on other side.
stretches the muscles of the front of the This stretches the muscles of the
wrist and arm. lumbar region.
Thank you
@thisisoq | oq.com

Office Ergonomics

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Office Ergonomics

• “Ergon” – Work, “Nomos” – Law

• Effective work performance

- Duration - Psychosocial - Aging workforce

- Recovery Time - Environmental - Non-work related issues

• Eye strain, dry eyes and headaches

• Fatigue and Stress

Signs and symptoms:

• Maintain proper Posture

• Arrange your Workstation

• Adjust your Chair

• Position your Monitor

• Set up your Keyboard and Mouse

• Take regular breaks and Move / Stretch

• Our bodies are not designed

• Your keyboard and mouse should be positioned directly in

• The mouse should be held loosely and should fit

• Movement of mouse should come from the whole

• The mouse should be positioned at the same height

• Avoid holding index finger elevated between clicks

• If you have a sit to stand desk, try to alternate

• Do this in smaller amounts of time (1-2 hours of

• The same general concepts apply for the upper

• Knees slightly bent. Don’t lock your knees.

• For your legs - shift your weight occasionally from

Crossing Your Legs

Laptops are recommended for work sporadically, but not for a

Eyestrain is when the eyes become irritated and

The following is a list of eyestrain symptoms:

• Sitting has become so common, that we now see

• During commute time • At work in the afternoon

• At work in the morning • Watching television, reading,

Use a wireless headset so you can stand

Use a fitness tracker

• For short meetings, have a standing / walking

• For longer meetings, stand up occasionally during

• Walk over and talk to colleagues instead of calling,

• If you have a sit-to-stand desk, switch between

• Move about. Are there other work areas you can

Electronic gadgets have become a part of day-to-day life;

Shoulders and Elbows

Hands & Forearms

Fingers & Thumbs

• Bring devices up to eye level or change the angle so you

• Rest your arms whenever possible to prevent fatigue.

• Draft brief messages.

• Change your device email signature so recipients are aware

• Use apps and programs (such as swipe-to-type or voice-to-

1. BACK AND NECK 3. UPPER BACK AND SHOULDERS

5. WRIST AND FOREARM STRETCH 7. FINGERS AND PALMS

6. WRIST STRETCH 8. CHAIR TWIST

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