Office Ergonomics
Simple Steps for a Comfortable and Healthy Workspace
Office ergonomics means setting up your workspace to support comfort and reduce body strain. A well-designed workstation helps lower the risk of aches and pains from long hours at a desk. With smart choices and simple changes, you can avoid discomfort and make daily tasks easier.
Choosing the Right Chair
A good ergonomic chair matters. Choose a seat that supports the spine’s natural curve and provides lower back support. Adjust the chair height so both feet rest flat on the floor; if that’s not possible, use a footrest. Thighs should stay parallel to the ground, with knees in line with the hips. Chairs with adjustable armrests allow forearms to rest gently and shoulders to stay relaxed.
| Key Chair Features | Why It Matters |
|---|---|
| Lumbar Support | Keeps lower back supported. |
| Adjustable Height | Ensures proper leg and hip position. |
| Armrests | Helps relax shoulders and arms. |
| Supportive Padding | Increases comfort for long sitting. |
Desk Layout and Height
Set up your desk to give enough space for your legs and feet underneath. Keep storage boxes or bags out from under the desk to allow proper sitting posture. If your desk is too low, use blocks to raise the legs to the right height. If the desk is too high, raise your chair and use a footrest. Place a soft pad or wrist rest if the desk edge feels hard to avoid wrist pressure.
Keyboard and Mouse Position
Keep the keyboard and mouse directly in front of you, with wrists straight and upper arms close to your body. Wrists should be at or just below elbow height. Place the mouse near the keyboard to avoid reaching. Use a mouse with light pressure to avoid fatigue. At a standing desk, set the keyboard and mouse at the correct standing height.
- Keep wrists neutral—not bent up or down.
- Let hands float lightly over the keyboard.
- Use a keyboard tray if desk height cannot be adjusted.
Monitor Placement for Comfort
Place the computer monitor directly in front of you, behind the keyboard, about an arm’s length away. Keep the top edge of the screen at or just below eye level to prevent slouching or neck strain. If you wear bifocals, lower the monitor by about 1 or 2 inches to avoid tilting your head.
| Monitor Setup | Details |
|---|---|
| Distance | 20–40 inches from eyes. |
| Eye Level | Top of screen at or below eye level. |
| Straight Ahead | Keeps head and neck in line. |
Arranging Commonly Used Items
Keep frequently used items—like the phone, notepad, and stapler—close at hand. This reduces stretching that can cause shoulder or back discomfort. Use a headset or speakerphone for frequent calls instead of cradling the handset between your head and shoulder.
Laptops and Portable Devices
Laptops are less ergonomic than desktop setups because of screen and keyboard placement. For long work periods at a desk, use a laptop stand or an external keyboard and mouse for better comfort and alignment.
Lighting and Glare
Good lighting helps prevent eye strain. Place the monitor to avoid glare from windows or overhead lights. If you need extra desk lighting, use a diffused light and position it so it doesn’t shine directly into your eyes or onto screens.
Taking Breaks and Moving
Sitting still for long periods can cause problems even with a good workstation. Move regularly during the day. Taking short stretch breaks—every 30 to 60 minutes—keeps your body flexible and reduces fatigue. Use a simple checklist to remind yourself to stand, walk, or stretch throughout the day.
Simple Movement Break Ideas
- Stand and walk during phone calls.
- Gentle arm and wrist stretches at your desk.
- Periodically shift sitting position.
- Switch to a standing desk for part of the day if possible.
Workstation Checklist
A brief checklist helps you maintain an ergonomic office:
- Chair: Adjustable with lumbar support and feet flat or on a footrest.
- Desk: Proper height for arm and wrist position.
- Monitor: Centered, arm’s length, top below eye level.
- Keyboard/Mouse: Aligned, close, wrists neutral.
- Lighting: Even brightness with no harsh glare.
- Frequently Used Items: Within easy reach.
- Movement: Frequent standing and stretching breaks.
