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How to Create an Ergonomic Office Space
BY Michelle Dale

12 Ways to Achieve Office Ergonomics

Creating an ergonomic workplace is absolutely necessary if you’re interested in ensuring a productive and efficient workforce. You work better, feel better and have a better state of mind. As just about every virtual assistant knows from experience, through office ergonomics you can arrange your workstation so it keeps your body in proper alignment as you go about your daily tasks. Below are 12 key points for creating ideal ergonomics in you office.

1. An adjustable desk. This allows you to change its position for your height, an important feature when several people use the same desk in an office. The desk should be at a height where your knees and thighs fit comfortably under it. Office ergonomics also suggests that the desk be large enough to accommodate your needs and that items are placed within arm’s length reach. This limits the need of bending or twisting often to access something.

2. An adjustable chair. For those whose job involves a lot of sitting, the chair is an important area in which to achieve office ergonomics.It should have an adjustable back, seat height, arm rests, lumbar support for the back and a padded, breathable seat. If it’s a rolling chair, five wheels are recommended for ease of movement and minimal tipping risk.

3. Proper computer monitor placement. Most importantly, your monitor needs to be adjustable, so the very top of it is level with your eyes. It should be placed directly in front of you, about an arm’s length away. Glare guards or a plasma screen can help reduce eye strain. To prevent vision problems, a computer screen should be at a 90-degree angle to a window, not in front of or next to it.

4. Adjustable keyboard tray. Computer desks that come equipped with a keyboard tray could cause problems if you are unable to adjust its height for proper positioning. The keyboard tray area should be wide enough to handle a mouse, keyboard, and whatever other accessories you have to utilise. Wrist supports are also recommended so you can take short breaks from typing and rest your wrists in the proper position.

5. A keyboard with curves. Office ergonomics research has shown that a curved or contoured keyboard helps lower the risk of hand, wrist and shoulder problems. The keyboard should be positioned at a height where your elbows remain close to your sides and bent no more than 90 degrees. If you feel any neck, arm, or hand discomfort, you may want to attempt to adjust the tilt and position of the keyboard If this doesn’t immediately solve your discomfort, look into buying a keyboard which is balanced - doesn’t have a numeric keypad on the right side, so you can centre it in front of you as you type without having to reach so far to the right for the mouse. I personally would recommend the Apple wireless, and yes, it works great with Windows as long as you have Bluetooth.

6. An ergonomic-friendly mouse. Injuries from repetitive motion caused by using a mouse are common in an office. Replace the standard mouse with one with a trackball or touch pad to relieve motions that can lead to repetitive stress injuries. To eliminate continuous reaching, the computer mouse should be in the keyboard tray next to the keyboard.

7. Add a footrest. Office ergonomics is all about proper alignment of your body for total comfort. A footrest is essential for supporting your legs. It also prevents lower back strain, in particular for people whose feet do not reach the floor when sitting.

8. Focus on posture. Although it’s difficult to think about your posture while working, it is important to prevent skeletal muscle injuries. Focus on standing tall, with minimal slouching or leaning. If you stand on your feet all day, try to change positions by shifting weight. When sitting, your thighs should be parallel to the floor and your feet flat on the floor or on a foot rest. Your shoulders should be relaxed and your neck in a neutral position. Rather than twisting to reach something, turn your whole body. Try to vary positions frequently and take short breaks.

9. Proper lifts. No matter the job, there’s always some form of lifting involved. Whether it’s lifting mail bins or files from a desk, without proper form back injuries are inevitable. Where heavy lifting is involved, back belts are essential to the workplace. For minor lifting, remember to bend your knees and keep the back straight.

10. Accessorize ergonomically. There are various items that should be used in the workplace but are often overlooked when evaluating office ergonomics. For example, you can minimize eye strain with a document holder that is positioned level with your computer monitor. This prevents your eyes from having to constantly refocus when looking from paper to monitor. A telephone headset or speaker phone aids in maintaining a proper position when multi-tasking.

11. Limit the noise. You might not put noise in the category of office ergonomics, but low-level noise could harm your hearing and at the very least cause stress. Some typical office noises come from computer hard drives, printers, copy machines, telephones, fellow co-workers and outside sounds. Building improvements to lower noise include adding an acoustic ceiling, installing partitions between workstations, carpeting floors and moving noisy equipment. Employees can wear earplugs to limit their exposure to background noise.

12. Check the lights. Poor lighting is a major cause of vision problems, eye strain and headaches. There are several measures to take to obtain optimal lighting in the workplace. First, the office should be equipped with full-spectrum lights and have tinted glass or blinds on windows to reduce glare. If necessary, task lighting at workstations should be installed.

When you consider that workplace injuries are extremely costly to a company and its employees, setting up a work area to maximize ergonomics reduces the likelihood of medical conditions like headaches, eye strain, neck and back pain, bursitis and carpal tunnel syndrome. The pursuit of office ergonomics is the way to create a quality work life that minimizes work-related injuries.

Michelle Dale is The Managing Director of Virtual Miss Friday, an Experienced Executive Virtual Assistant who assists businesses and individuals with achieving their professional goals. Want to find out more about online business building success strategies? Support the Campaign for Free Virtual Assistance today!