How to Arrange Your Workspace Ergonomically

Sitting for extended periods can lead to significant health issues, especially if your posture and workstation setup are subpar. To maintain good posture and enhance comfort while working, here are guidelines on how to organize your workspace effectively.

Verify that your chair's other adjustments are suitable for you. Most ergonomic office chairs offer adjustments for armrests, seat depth, reclining tension, seat angle, and more.

Set the chair height to keep your feet flat on the floor. This aligns your knees and hips at a similar height. Stand next to the chair and adjust the seat pan to just below your elbows, ensuring they're bent between 90 and 110 degrees. Ensure your elbows are not splayed out but hang naturally. Adjust the chair height to suit your arm and hand position, and provide foot support if needed.

• Some desks are height-adjustable, so check for this feature. Modular office furniture often allows for work surface height adjustment, but it may require assistance. Consult your employer or facilities department for help.

Maintain neutral wrist position. Avoid sharply bending your wrists up or down while typing.

• Consider using a split-design or tented-and-raised keyboard, or choose one that fits your hand size.
• If using a wrist rest, ensure it elevates your wrists, helping them float over the keyboard without causing discomfort.
• Check your wrist position before using keyboard tabs; you might need to raise the front instead. If your keyboard lacks adjustments, prop up the front with objects like paint sticks or erasers.

Vary your posture regularly. Sitting in one position for too long is unhealthy, regardless of your posture. With an adjustable chair, alternate between the following positions to maintain a neutral and relaxed posture:

• Sit upright. Keep your torso vertical, thighs horizontal, and lower legs vertical.
• Recline. Tilt the backrest slightly for a 105-120 degree angle between your torso and thighs.
• Decline. Slightly tilt the seat pan to maintain a slightly greater than 90-degree angle between your thighs and torso. Avoid excessive tilt to prevent sliding.

Or, opt for standing. If you have an adjustable desk or can access another workstation, try standing. Keep a footrest nearby to alternate resting your legs. However, be mindful that prolonged standing can cause leg fatigue; this setup may be more suitable for tasks not requiring extended desk time or for a secondary standing workspace.

Position your monitor 20 to 40 inches (50 to 100 centimeters) from your face. This minimizes eye strain. If your desk depth doesn't allow this, consider placing the monitor in a corner, using a flat screen monitor, or adding a computer tray to increase workspace depth.

Align the center of the monitor with your eye level. Position the monitor directly in front of you (within 35 degrees to either side) and at or slightly below eye level. If you wear bifocals and tilt your head back to view the monitor through the lower portion, adjust the monitor (or chair height) so it's positioned 15 to 20 degrees below eye level, tilting the screen slightly upward. This prevents neck and shoulder tension from tilting the head back.

Adjust monitor brightness and contrast for clear viewing without strain.

• If you require larger text, learn to adjust font size and zoom in or out without reducing resolution.

Opt for a docking station to connect your laptop to a monitor, keyboard, and mouse setup. Customize the selection and arrangement of these peripherals to suit your preferences.

Position your keyboard to ensure your upper arms hang vertically. Avoid stretching your arms too far forward or bending your elbows excessively while typing.

Adjust your keyboard to the appropriate height. Your forearms should not bend more than 20 degrees above horizontal (when sitting) or 45 degrees below (when standing) to reach the keyboard. Consider using a keyboard tray to lower the keyboard and mouse and maintain accessibility.

Position the mouse close to the keyboard. Place it in a manner that facilitates seamless transition between typing and mouse usage with minimal impact on arm and wrist posture. If your keyboard has a numeric keypad on the right, consider using the mouse on the left to centralize your keyboard usage. Alternatively, switch between left and right-sided mouse usage to mitigate the effects of repetitive movements.

Organize your cables. Keep keyboard, mouse, and other peripheral cables tidy and out of the way to prevent interference with your work. Bundle monitor and additional cables to keep them neatly arranged.

Organize essential items within your line of sight and within easy reach. Position your phone, writing tools, books, and other frequently-used items so that you can access them comfortably without the need to stretch. Avoid placing a document holder to the side of your monitor to prevent neck strain; instead, position it directly beneath the monitor or in front of you if you touch type extensively.

Invest in a phone headset. If you frequently use the phone, a hands-free headset will allow you to multitask efficiently and avoid straining your neck by holding the phone between your shoulder and ear.

• Ensure proper lighting and monitor placement to minimize screen glare when facing it directly. Consider creating a makeshift monitor hood from cardboard to assess its effectiveness.
• Take regular breaks to stretch or walk around every 30 minutes. Set reminders on your computer, watch, phone, or other devices to prompt you. You can also use software like Workrave to schedule shorter and longer breaks at intervals you choose.
• Remember that ergonomics is about finding what works best for you. Continuously seek ways to enhance your workspace and activities, and adjust them accordingly if you find certain tasks awkward or positions uncomfortable.

• Don't wait until you experience discomfort before implementing these ergonomic adjustments. It's easier to prevent an injury than to recover from one, so it's best to make these changes as soon as possible!
• If you find yourself stretching to reach items, it's a sign that it's time to stand up and walk to retrieve them.