Establishing An Ergonomics Programme For Computer Usage in An Office Environment

Establishing an ergonomics programme for computer usage in an office environment
Report No. 441 July 2010
International Association of Oil & Gas Producers
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July 2010 Report 441
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Contents
Introduction . . . . . . . . . . . . . . . . . . . . Scope . . . . . . . . . . . . . . . . . . . . . Programme objectives . . . . . . . . . . . . . . 1 Recommended roles and responsibilities .
1.1 1.2 1.3 1.4 1.5 1.6 Site or function management Supervisors . . . . . . . . . . . Individuals . . . . . . . . . . . Ergonomics Contacts . . . . . Ergonomics Leads . . . . . . . Medical Providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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.1 .1 .2 .3
.3 .3 .4 .4 .5 .5 .6 .6 .7 .7 .8 .8 .8
2 Programme components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
2.1 2.2 2.3 2.4 2.5 2.6 2.7 3.1 Hazard identification . . . . . . . . . . . . . . . . General awareness training. . . . . . . . . . . . . Workstation assessment . . . . . . . . . . . . . . Control measures . . . . . . . . . . . . . . . . . . Musculoskeletal (MSD) case management . . . Communication, follow-up and recordkeeping Programme evaluation and monitoring . . . . .
3 Programme implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Relevant resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Appendix A Workstation assessment checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Appendix B Guidance on control measures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Ideal working position . . . . . Chair adjustment . . . . . . . . Desk height . . . . . . . . . . . . Keyboard/mouse . . . . . . . . Monitors . . . . . . . . . . . . . Document holder . . . . . . . . Telephone . . . . . . . . . . . . . Smartphones/wireless devices. Use of laptops . . . . . . . . . . Remote and home office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote and home offices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
. 15 . 16 . 17 . 17 . 19 . 19 . 19 . 19 . 20 . 21
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Introduction
The continuous development and introduction of computer technology both hardware and software is rapidly changing office activities and work techniques presenting new challenges for both the workforce and management. Activities at home and in the office may contribute to developing Musculoskeletal Disorders (MSDs), also sometimes known as Cumulative Trauma Disorders (CTDs), Repetitive Strain Injuries (RSIs), Work Related Upper Limb Disorder (WRULD) or Overuse Syndrome (the term MSD is used in this document to refer to all of these terms). Typically these disorders develop gradually over time and are often considered insignificant due to their slow onset. Early identification of risk factors and implementation of appropriate control measures both by the organisation and the individual are effective in reducing the probability of MSDs. If symptoms have occurred, medical evaluation and care are key to preventing MSDs from becoming a chronic or permanent condition. Benefits that a company and individuals may achieve from implementation of an effective programme include: better worker well-being and morale; improved productivity, efficiency and work quality; reduced absenteeism and worker turnover; and decreased cost.
Scope
This document outlines the process and components required to implement an effective ergonomics programme for computer usage in an office environment and applies to both desktop computers & to portable computing equipment such as laptops in extensive use. Office environments may be the traditional office building but may also include operational sites or home offices. It is recognised that there is a link between workplace stress and MSDs. This risk factor will not be addressed in this document. Contractors should be included in the programme (or in a comparable programme provided by their employers) as allowed or required by local laws, regulations and contract terms.
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Programme objectives
The focus of this ergonomics programme is early identification and control of risk factors to prevent MSDs. The objectives of the programme are to: increase individuals awareness and knowledge of ergonomics issues; train individuals to recognise and promptly report risk factors for, and signs and symptoms of MSDs; improve work practices and the work environment to control MSD risk factors; establish responsibilities and train resources for prevention, early evaluation, intervention, and follow-up; promptly engage supervisors and qualified medical resources to assist individuals with discomfort or pain; and establish a network of Ergonomics Contacts and leads to assist individuals in identifying and correcting MSD risk factors, controlling MSDs and, sharing learning, best practices and trends. This document is divided into three sections. The first section describes the recommended roles and responsibilities, the second section describes the components required to achieve an effective programme and the third section describes the requirements for implementation.
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1 Recommended roles and responsibilities

The roles and responsibilities outlined in this document are recommended to implement an effective ergonomics programme. Actual roles and responsibilities should be determined by management.
1.1 Site or function management

When considering and assigning the different roles and responsibilities, management should ensure that individuals have the necessary competencies (training, knowledge, and experience) and adequate time to be able to perform their tasks. Management should: Implement the programme. Adopt a new or improve existing programmes. Provide resources to support programme implementation (time, people, equipment). Monitor MSD cases being actively managed. Promote and participate in ergonomics awareness and training. Integrate ergonomics principles into managing work tasks and in new or changed equipment signs, specifications and standards. Provide appropriate training for supervisors to identify risk factors and use ergonomics principles to implement effective MSD risk controls. Provide general awareness training for individuals to recognise and promptly report poor workplace conditions and MSD risk factors and symptoms. Monitor the implementation of periodic ergonomics evaluations and the implementation of control measures. Facilitate the review of tools, forms and training for compliance with national, state and local laws. Apply ergonomics improvements and lessons learned.
1.2 Supervisors
The role of the Supervisor is to encourage individuals to be actively involved in the ergonomics programme and to: Promote and participate in ergonomics general awareness and routine refresher training. Encourage individuals to implement and maintain good work practices, and to recognise and promptly report possible MSD risk factors and symptoms. Review evaluations and recommendations with Ergonomics Contacts and leads and follow-up to ensure recommendations have been implemented. Recognise workplace conditions, work behaviours and tasks that increase an individuals risk of developing an MSD and take prompt action to eliminate or control risk factors. Implement ergonomics principles into managing work tasks and in new or changed equipment designs, specifications and standards. Actively manage MSD cases for individuals in their work group. Promote open and honest reporting of ergonomics issues and recognise individuals for correctly applying ergonomics principles. Ensure that injury/illness reporting requirements are fulfilled. Share lessons learned and best practices across the organisation.
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1.3 Individuals
Individuals should: Accept their responsiblities towards their own health and wellbeing. Participate in general awareness and refresher training. Understand the causes of MSDs and methods of prevention. Recognise and promptly report MSD risk factors, signs, symptoms (eg discomfort or pain) and concerns to their supervisor. Set-up the workstation and implement good work practices consistent with the ergonomics training and guidance provided. Complete a self-assessment checklist as required. Participate in the ergonomics workstation assessment. Participate in medical evaluations. Follow medical and ergonomics recommendations intended to prevent, eliminate or control MSD risk factors.
1.4 Ergonomics Contacts

Ergonomics Contacts are local employees trained to be resources available to support the implementation of the ergonomics programme. Ergonomics Contacts should: Conduct an ergonomics workstation assessment and review findings and recommendations with the individual and their supervisor. Conduct and/or arrange general awareness training. Recommend necessary ergonomic equipment and facilitate approval, purchase and installation, and instruct individuals on proper use. Select and implement risk controls and promptly involve ergonomics leads and the individuals supervisor in the management of cases where individuals experience discomfort or pain. Respond to ergonomics questions. Document the ergonomics workstation assessment. Conduct and/or arrange supervisor training sessions.
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1.5 Ergonomics Leads

Ergonomics leads can be identified from within a company or as external consultants. The selection of an ergonomics lead should include consideration of both education/training and experience. The lead should have good knowledge in MSD causes and controls. Ergonomics leads should: Promptly provide consultation and assistance, when requested, to ensure appropriate management of high risk or symptomatic cases, special equipment needs and employee evaluations. Conduct and/or arrange Ergonomics Contact training. Assist with ergonomics questions, problems and evaluations. Evaluate the effectiveness of risk control measures. Participate in analysis of trends, feedback and other sources of information to recommend modifications to the programme, training materials or tools. Liaise with internal or external specialists, as required.
1.6 Medical Providers

The roles and responsibilities of medical providers are to: Assess individuals who report discomfort or pain attributed to MSD risk factors. Provide care and/or referral. Monitor medical progress and consider restricted work duties. Convey recommendations, status updates and return to work requirements in accordance with locally-established practices and applicable laws. Determine if cases are work-related. Support ergonomics leads.
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2 Programme components
2.1 Hazard identification
Some hazards to look for are: Excessive force physical exertion. Repetition repeated use of the same muscle groups. Awkward posture position of body parts during work activities that cause excessive strain. Any sharp or hard object putting pressure on a body part. Lack of task variability continuous use of muscle groups whether dynamic or static activities. Psychosocial conditions, including workplace stress, poor job design, poor work planning or personal crisis.
Certain conditions have been linked to an increased risk of MSD development in some individuals, eg diabetes, pregnancy, obesity, smoking and/or previous injuries. Some individuals may also develop MSDs because of their leisure time activities. Symptoms for specific MSDs vary and typically continue to progress in severity unless appropriate intervention occurs. Common symptoms include: Pain or stiffness. Numbness or tingling. Discomfort or pain with movement. Limited range of movement.
Additionally, headaches, fatigue, visual fatigue and stress may not directly relate to MSDs, but can be a sign that ergonomics improvements should be considered. While an ergonomics evaluation may identify the potential for an MSD only a licensed health care provider can diagnose an MSD.
2.2 General awareness training

This training should be provided to all computer users. It is recommended within three months of employment with routine refresher training. Individuals should receive information on: Aspects of health and safety relating to their job design, working behaviour and workstation arrangement. Instruction and training on how to use the equipment properly. How to identify hazards and control risks. Provisions made for breaks and changes of activity. The system for reporting problems. How to complete the Ergonomics Self Assessment Checklist. Upon completion of this training, individuals are expected to: Understand their organisations ergonomics programme and their responsibilities. Identify aspects of job tasks that may increase their risk of developing an MSD. Recognise the signs and symptoms of an MSD and how to promptly report these. Participate in developing and implementing MSD control measures.
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2.2.1 Manager and supervisor training This training should be provided to all managers and supervisors. Training should include:
The importance of implementing an effective ergonomics programme. Ergonomics programme roles and responsibilities. Incident reporting requirements. Programme monitoring requirements. Recordkeeping limitations and requirements. Available resources.
2.2.2 Ergonomics Contact training Ergonomics Contacts should receive training beyond the general awareness level that includes techniques and practical hands-on evaluations for identifying hazards and reducing MSD risks.
Upon completion of the training, Ergonomics Contacts should be able to: Fulfil their responsibilities in implementing the ergonomics programme. Recognise MSD signs, symptoms and risk factors. Conduct an ergonomics workstation evaluation. Develop, implement, document, and evaluate basic MSD control measures. Communicate ergonomics improvements and best practices. Understand general information on MSD case management. Understand documentation and recordkeeping requirements and limitations. Identify additional resources and sources for information.
2.3 Workstation assessment

A self assessment of an individuals workstation should be completed using a standardised checklist, such as that provided in Appendix A. A workstation encompasses the computer screen (display screen equipment, visual display unit), keyboard, mouse (trackerball, touch pad), desk chair, telephone and the immediate work environment. A self-assessment is recommended within 30 days of assignment to a new or modified work environment, when experiencing discomfort or pain, or at least every two years. The completed checklist should be reviewed by the Ergonomics Contact and the individuals supervisor. If there is any ergonomic hazard which cannot be resolved or the individual is experiencing pain or discomfort, medical intervention or ergonomic lead involvement should be sought.
2.4 Control measures

Using information gathered, organisations should develop and implement appropriate measures to control MSD risks. More than one strategy may be feasible or necessary for adequate control of risks. For example, correction of awkward postures may include adjusting equipment, purchasing new equipment, training individuals on improved work technique, or a combination of measures. Ergonomics Contacts and/or Leads can assist in making recommendations and developing MSD control measures. However, managers and supervisors are responsible to ensure that the control measures are implemented and effective. See Appendix B for further guidance on control measures.
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2.5 Musculoskeletal (MSD) case management

Early identification of MSD risks and prompt action to address them are key to prevention. Systems should be in place which encourage early reporting of MSD risk factors, provide appropriate advice for Individuals to report MSD issues, provide for medical referral for early diagnosis and treatment, implement tailored work programmes, manage treatment regimes and plan return to work. When an Individual reports discomfort or pain, the individuals manager or supervisor should immediately initiate the following steps: Direct the individual to see the medical provider. The medical provider will then evaluate the complaint, coordinate medical care, and determine fitness for duty (recommend work restrictions, if necessary). Request the Ergonomics Contact or lead evaluate the individuals workstation and work habits to identify and recommend control measures. Follow-up on the implementation and effectiveness of recommendations with the individual, Ergonomics Contact and/or lead. In consultation with the Ergonomics Contact and/or lead, monitor the individuals progress and provide additional assistance as necessary. Follow reporting requirements for medical treatment, restricted work or lost time incident.
2.6 Communication, follow-up and recordkeeping

Generally, ergonomics checklists and evaluations should not be considered medical records; however, each country has unique laws governing documentation, recordkeeping and data privacy. Each organisation must ensure that their process adheres to these requirements which may include: The Workstation Assessment Checklist and its use. Data collected and stored from workstation assessments. Information on case management and any corrective actions. Recording and retention of training records. Transfer of data across country borders. Incident and case reports. Medical information for individuals. Indicators of programme effectiveness (eg reduction in number of cases). Possible enhancements and upgrades to the process, tools and training. Case management techniques. New or unique tools or equipment. Scientific studies or information from technical sources.
Ergonomics Contacts, leads and medical providers should share best practices & lessons learned including:
2.7 Programme evaluation and monitoring

Performance indicators should be established to monitor and review the effectiveness of the ergonomics programme. Indicators may include: Total Recordable Incident Rate (TRIR) and Lost Time Incident Rate (LTIR) for Ergonomics Recordable Incident Cases. Percent training completed by individuals, managers and/or supervisors. Trends observed in types of MSD risk factors. Number of MSD cases with discomfort or pain being actively managed. Percent of Ergonomics Workstation Assessments completed. Percent of follow-up on Ergonomics Workstation Assessment completed.
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3 Programme implementation
The following graphic illustrates the key activities associated with prevention, intervention and control.
Prevention No discomfort Intervention/mitigation Onset of discomfort or pain Chronic/permanent
Awareness, training & preventative measures
Early medical intervention
Active case management Manager and supervisor engagement Ergonomics contact and lead follow-up Medical case management Ergonomics contact and lead Workstation adjustments Equipment trials
The proposed process for effectively implementing an ergonomics programme is outlined in the following flow chart.
Recommended within 30 days of new workstation assignment and at two year intervals thereafter Individual completes Workstation Assessment Checklist and submits it to the Ergonomics Contact and Supervisor for review
Ergonomics Contact and Supervisor review the Workstation Assessment
Yes
Discomfort/pain identied?
Yes
Unresolved MSD risks?
Supervisor refers individual to medical provider
No Ergonomics Lead recommends adjustments No
Supervisor notied and individual continues to work with Ergonomics Contact and/or Lead and Medical if discomfort/pain
Yes
Unresolved MSD risks?
No
Workstation Assessment reviewed with Supervisor. File closed.
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3.1 Remote and home offices

Individuals who work from remote or home offices may also be exposed to MSD risk factors. Supervisors of these individuals are responsible to ensure that the ergonomics programme is extended to these environments. Individuals using computer equipment in their own time are encouraged to follow the guidance provided by this programme.
Relevant resources
United States Department of Labor Occupational Safety and Health Administration: http://www.osha.gov/SLTC/etools/computerworkstations European Agency for Safety and Health at Work: http://osha.europa.eu/en/publications/e-facts/efact13/view United Kingdom Health and Safety Executive: http://www.hse.gov.uk/office/index.htm Working with VDUs, INDG36, HSE Books, United Kingdom: http://www.hse.gov.uk/pubns/indg36.pdf Brown, D. A. and Mitchell, R. Pocket Ergonomist, Occupational Safety and Health Service, Department of Labor, New Zealand: http://www.osh.dol.govt.nz/order/catalogue/pdf/pktergkc.pdf Swedish Work Environment Authority, Computer Work: http://www.av.se/dokument/inenglish/themes/computer_work.pdf ANSI/HFES 100-2007 Human Factors Engineering in Computer Workstations ISO Ergonomics Standards 9241 1 7, 400
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Appendix A Workstation assessment checklist

To be completed by Computer User
Name of User: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Business: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Identification number: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Location (eg building, room no .): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
User Yes Workstation furniture 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 Is your chair stable and adjustable for seat height, seat tilt, backrest height and angle? Is your chair seat of an appropriate size? Does your chair support your lower back? Can you rest your feet flat on the floor or foot rest? Overall is your chair comfortable? Is your work surface strong and stable? Is your work surface large enough to allow you freedom to position the screen, keyboard, other equipment and paperwork as you would like? Do you have enough leg room at your workstation to allow a range of comfortable work positions to be adopted? Is your document holder (if used) stable and adjustable? Is there an opportunity to vary the focus of your eyes during the day? Are your eyes roughly at the same height as the top of your display screen? No
Display screen 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 Can you tilt and rotate the screen? Can you adjust both the brightness and the contrast of the screen? Is your screen clean? Is your screen at a comfortable height and angle? Is your screen at a comfortable viewing distance? Is the text on your screen easy to read and is the image stable, ie free from flicker and jitter? Is your screen free from distracting glare and reflections? If required are the windows fitted with curtains or blinds? When you look away from your screen does the lighting in other parts of the room appear to be adequate?
Keyboard 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 Can you adjust the angle of your keyboard? Are the symbols on your keyboard legible? Can the screen and keyboard be moved independently? Can you find a comfortable keying position? Is your keyboard comfortable to use? Is there space in front of your keyboard to rest your forearms when not typing? Do your keyboard skills match the demands of your job? Can you locate and activate keys quickly and accurately?
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User Yes Mouse/other input device 4.1 4.2 4.3 4.4 4.5 4.6 Is your mouse (or other input device) within easy reach and is it easy to operate? Is there sufficient space to use your mouse (or other input device)? Is there support for your wrist and forearm? Can the mouse (or other input device) be positioned to avoid awkward postures? Does the device work smoothly at a speed that suits you? Do you know how to adjust the settings for pointer speed? No
Work organisation 5.1 5.2 5.3 5.4 5.5 Do you break up prolonged computer work with other tasks or breaks? Are essential work (documents, phone, etc) items within easy reach? Does your software enable you to complete your task(s) efficiently? Does the hardware/software allow you to work at your preferred pace? Is your job varied?
Information and training 6.1 6.2 6.3 Have you received adequate health and safety information about your workstation? Have you received adequate training in the use of your workstation? Have you been advised of the procedures to follow if you have a health and safety concern?
Environmental factors 7.1 7.2 7.3 7.4 Safety 8.1 8.2 8.3 Is your workstation free from tripping hazards (eg trailing cables)? Is your workstation free from electrical hazards (eg frayed leads)? Can you get into and out of your workstation easily? Is it quiet enough to work or hold a normal conversation? Do you find the temperature and humidity at your workstation acceptable? Is the ventilation in your work environment acceptable? Do you have enough space to change position and vary your movements?
Health 9.1 At work do you suffer from any discomfort or other symptoms that you attribute to your computer work: focusing difficulties? headaches? aches or pains in the neck, back, shoulders or upper limbs? Follow the appropriate reporting procedures if you suffer from any of the above health effects
Your comments
Chair comfortable to use? Workload? Eyesight test? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Action Required
Target Date
Responsible person
Completion date
All actions identified should be entered into this form together with a target date and details of the person to whom the action has been assigned. This form should be reviewed regularly to ensure that all actions are completed. Target dates should not be allowed to pass without comment or re-scheduling.
Signature (Computer User): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To be completed by Ergonomic Contact Are any actions required? Is any specialist monitoring required? Yes Yes No No
Ergonomic Contact concluding comments: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Name of Ergonomic Contact: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Signature: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Actions approved by: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date for next review: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Appendix B Guidance on control measures

The recommendations provided are designed to help you manage the most important risk factors for musculoskeletal disorders: Postural load on neck/upper limbs and lower back. Repetitive hand/wrist movements. Duration of keyboard use. Duration of mouse use. Not taking regular computer breaks.
If risks are identified then it is important that you take the earliest possible remedial action.
Ideal working position

The ideal working position at a computer workstation is shown in Figure 1. The key points to remember are: Reduce the load on the back, neck/shoulders and forearms by simultaneously: using your back support on your chair as often as possible keeping your feet firmly placed on the floor having your forearms in contact with your desk (not your wrists only) Avoid performing the same repetitive arm movements without taking regular breaks or use different arm motion patterns. Avoid more than 1 hour of continuous keyboard use without a rest break for 5-10 minutes. Research in this field supports the use of the micro-pause technique short breaks of 10-20 seconds every 5-10 minutes. In addition, the micro-pause should be used to stretch and to look away from the computer screen. Taking regular breaks from the workstation and moving around to improve circulation will significantly reduce risk. Avoid sitting in one fixed posture all day. Minimise continuous mouse-clicking/mouse scrolling or mouse travel across the desk for long periods without regular breaks and keep the mouse close to your trunk midline. It is important to think about the task you are performing and adjust your desk, chair, monitor(s) and input devices to enable a comfortable working position.
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Figure 1 a suitable workstation set-up

If you find you are constrained with fixed table height or chair adjustment you may wish to configure the arm rests so they provide some degree of forearm support when typing. Alternatively, free float your forearms over the keyboard.
Chair adjustment
Sit and adjust your chair height so that your feet are flat on the floor. Ensure there is adequate clearance for thighs, knees, lower leg and feet under the work surface. If you are going to perform continuous keyboard and mouse use (see Figure 1): apply a 10-20 degree posterior tilt to the seat to prevent you from slouching in the chair adjust the backrest so it is 10-20 degrees to the vertical and then the height to provide comfortable lower back support. adjust the seat depth so that there is no pressure on the backs of your thighs near your knees If you are going to perform continuous reading or handwriting tasks: apply a level or slight forward tilt to the seat adjust the back rest about 5 degrees to the vertical and then the height to provide comfortable lower back support adjust the seat depth so that there is no pressure on the backs of your thighs near your knees In either chair configuration, a footrest can be used to support your feet if they do not rest flat on the floor when your chair is correctly adjusted. It is important that you do not let your feet dangle in the air or tuck your feet under your chair because this will reduce the support for your lower back. It is good practice to alter the configuration of your chair to suit the task you are performing so that you are comfortable.
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Desk height
Once you have adjusted your chair and are sitting comfortably move as close as possible towards the desk. Adjust the desk height (if you have this facility) so that you are able to rest your forearms on the desk surface while being able to keep your shoulders low and relaxed with the arms by the side of your trunk (see Figure 1).
Keyboard/mouse
Remember that it is important to configure the input devices to suit the task you are performing. If your current task involves mainly keyboard use then centre the spacebar of the keyboard in front of you at a sufficient distance from your trunk so that you can accommodate the forearms on the desk surface (see Figure 2).
Figure 2 forearm and wrist posture when using a keyboard/mouse

Keep your forearms and wrists approximately horizontal (see inset box A, Figure 2) and the side of your forearm in line with the side of your hand (a neutral wrist/forearm posture). Keeping the keyboard away from the edge of your desk will help to maintain the correct wrist posture. Computer users with broad shoulders may find it difficult using a conventional keyboard without deviating the wrist (see inset box B, Figure 2). A split keyboard design may be more comfortable as it helps to reduce wrist deviation and keeps the forearms and wrists horizontal with each other (see inset box C, Figure 2). Avoid using a wrist rest when typing as this can put excessive pressure on the tendons and nerves running through the wrist. Keyboard/mouse wrist support should only be used for resting from periods of activity. Keep the mouse as close to the midline of your trunk as possible. This will help reduce neck/shoulder tension. If you are not using your keyboard but mainly the mouse then move the mouse central to your trunk midline and move the keyboard slightly (Figure 3).
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Orientate the keyboard so you can maintain a neutral wrist/forearm posture while using the dominant key functions. This will help you maintain correct posture and reduce muscular effort in the forearm and shoulder muscles.
Figure 3 configuring the input devices to suit the task and reduce postural loading when performing frequent mouse operations and infrequent keyboard strokes
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Monitors
Most computer users need a primary monitor with occasional need for a second monitor, so placing the primary monitor directly in front of you is a recommendation. However, if you are using two monitors an equal amount of the time, adopt the set up as shown in Figure 1. Maintaining neck rotation for long periods can lead to muscle tension in the neck and shoulders and visual fatigue/ headaches. With your back supported using your back rest, locate the monitor(s) at arms length away. Ensure your monitor(s) can be adjusted. The monitor height and distance should be varied, if possible, to suit the visual demands of the task you are mostly performing. For most computer users, the top of the screen should be at eye height if sitting upright. This will help to reduce neck and visual fatigue. The natural viewing angle is shown in Figure 1, so try to place all the information that requires visual clarity in this region.
Document holder
A document holder is recommended to reduce the tension in your neck and shoulders when reading. If reading only for long periods then you may feel more comfortable lowering your chair and reclining the back rest slightly and placing the document holder within comfortable reading distance. If you are reading and typing from the document then place the document holder at about the same distance as your monitor(s) immediately next to it. This will reduce the likelihood of your eyes becoming tired. Learning to touch type is strongly recommended as it reduces the duration you spend with your neck flexed forward more than 20 degrees.
Telephone
Do not cradle your telephone between your ear and your shoulder. This is a quick way of developing chronic neck/shoulder problems. If you use a telephone regularly use a headset. If you often take notes when on the phone then locate the phone on the opposite side to the arm you use for note taking.
Smartphones/wireless devices
Send very short emails and reply in kind change the Smartphone email signature so recipients are aware emails have been sent from a wireless device Adjust your routine taking frequent breaks from thumbing Consider using an external Bluetooth keyboard should multiple sentenced emails be absolutely necessary
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Use of laptops
Frequently typing on laptops for long durations places the body under additional postural loading compared to the same frequency and duration spent working on a desk top computer. Therefore, extra care is needed when using laptops in the office or remotely. Caution is also needed when carrying them and any other accessories for long durations as this can place additional strain on the lower back. Ideally, you should set up the laptop in the same configuration as a desktop computer in any environment you work in. Do not use it on your lap. This places extreme postural load on your neck, lower back, forearms and wrists.
Office working, airports and hotels Find a dedicated work area in the business lounge, business centre or other suitable location where you can configure your laptop to avoid glare on the screen. Ideally connect to a docking station or connect a separate keyboard, mouse and height adjustable stand (Figure 4). Use the same workstation configuration as you would for a desktop. The monitor height may be slightly lower so keep the text or information you are working on towards the top of the monitor. Use a chair that gives good lumbar support. Adjust the chair height to give you a typing position that keeps your forearms/wrists in as neutral a position as possible. Angle the screen so that you minimise the forward bend in your neck.
It is strongly recommended that you use an adjustable laptop stand. These are light, foldable and extremely useful.
Figure 4 portable laptop stand

If you do not have a laptop stand then set the laptop on a desk or table. Take regular breaks every 30 minutes if continuously using a laptop without external input devices.
Transporting your laptop and accessories The total load of a laptop, power supply, input devices and stand together with paperwork in hand luggage can be considerable and, over a long duration, can cause fatigue. Consider using a carry-on bag that you can pull along or use a two-strap rucksack, which will spread the weight evenly across both shoulders. This can make a considerable difference to fatigue levels on a journey.
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Remote and home office

If you work from home you have a responsibility to ensure a safe system of work. Ensure you have a desk and chair and electrical connections fit for computer use. Seek advice from your Ergonomic Contact. Use the guidance on how to configure your workstation for home working as well. Here are some additional tips.
Choose a suitable location Try and choose a location that is away from your family area in which to work, eg a spare bedroom. Aim to keep as much space as possible between home and work. Position your monitor so that the screen is at right angles to any windows. It may still be necessary to draw the curtains or adjust the blinds at times to help avoid glare and reflections. Electrical equipment should not have plants or other potential sources of water near it. Locate your work surface so that you can access it easily. Keep the area immediately adjacent to your work surface free from tripping hazards (cables, briefcases, etc). Make sure you have enough electrical outlets to accommodate all your equipment. Do not overload extension blocks, and check electrical items are correctly fused. Obtain a good work surface A strong, sturdy and spacious work surface will be needed to support your computer. It should be sized to take adequate account of the range of tasks performed, eg typing, writing, reading, phone usage. Tables and desks are often too high and you may have to raise your chair height to achieve a comfortable typing position. Consider investing in a computer table/workstation. Make sure your work surface is of sufficient depth so that you can align your screen and keyboard correctly (a depth of 900mm should be sufficient). Choose a work surface that has rounded edges. Never rest your arms on the edge of a work surface. Storage Only store those supporting materials and office supplies at home that are essential. Provide secure storage for confidential files. Organise your work surface Avoid over-reaching, particularly whilst using your mouse. Keep essential work items (documents, phone, etc) within the natural sweep of your arms. If you use a phone regularly, try using a headset or locate the phone so that you can pick it with your non-dominant hand. This frees the dominant hand for note taking. Do not cradle the phone between the ear and shoulder. Make sure your work surface is adequately lit Your work surface should be evenly lit, without shadows near your hand. Avoid sitting in front of a window or use curtains/blinds to control screen reflections or glare. Your work surface should be a light to medium colour, and have a matt finish. Consider purchasing an adjustable desk lamp but remember to light the task and not the desk.
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Make yourself comfortable Experiment with the position of your chair, keyboard, and monitor to find a range of comfortable working postures. Change your seated position throughout the day. Take regular breaks and use this time to stand up, stretch and to look into the distance. Keep the area under your work surface free from obstructions. You need space to enable you to change your posture throughout the day. Practice good keyboard and mouse techniques. Learning to touch type is strongly recommended. Use a document holder to position source documents at the same height and distance as the screen. Adjust your monitor brightness and contrast throughout the day to suit ambient lighting levels. Keep your screen clean. Noise levels at your work surface should not disturb your concentration. Invest in a good chair A good chair is essential. Select a chair that is stable, easily adjustable from a seated position and provides good support for your body, especially the lower back. Learn how to adjust your chair. Adjust your chair so that you can achieve the best possible keying position following the earlier guidance. (see How to setup my workstation section). Do you need a footrest? In the vast majority of situations you should not need a footrest to be able to sit comfortably on your chair? However, if you do need a footrest then choose a free-standing floor-mounted support that allows you to rest your feet out in front of you comfortably.
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For further information and publications, please visit our website at
www.ogp.org.uk
209-215 Blackfriars Road London SE1 8NL United Kingdom Telephone: +44 (0)20 7633 0272 Fax: +44 (0)20 7633 2350 165 Bd du Souverain 4th Floor B-1160 Brussels, Belgium Telephone: +32 (0)2 566 9150 Fax: +32 (0)2 566 9159 Internet site: www.ogp.org.uk e-mail: reception@ogp.org.uk

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Report No. 441 July 2010

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