Setting up work-from-home/office Workstation Ergonomically

Today, most of us spend the majority of our day sitting in front of a computer. And that too, most of us use a laptop. With the laptops, it provides the user with the flexibility to work not only sitting at a desk but from anywhere eg. bed, couch. In this environment, one thing that we usually overlook, especially when we are young, the effect the way we work has on our health. And at a time that most of our work from home this topic’s importance has grown more than ever. Whilst I am not an expert in the area, thought of writing this article to highlight the importance of the workstation setup, based on my personal experience.

I started exploring this subject when I joined my current workplace. I was pleasantly surprised by the importance that they place on the setup of the employee workstations. They have separate guideline documents for the employee to refer to. The induction training has a separate section on setting up the workplace. And there is a dedicated phone line that the employees reach out to ask help in setting up their workstations. For every employee, a monitor (in addition to the laptop screen), monitor stand, a fully adjustable ergonomic chair, keyboard & mouse, headset, document holder, footrests (if required) are provided. Based on special circumstances the company has provided standing desks to employees. Also, governments too, have regulations on office health and safety which mandates employers adhere to certain standards.

1. Chair

We spend the majority of the time sitting. When selecting the chair, it is important to select one which has all the required adjustments. Because our bodies are unique and we will have to adjust the chair for our own need. So it’s a must to invest in a proper chair with required adjustments. The video below provides some guidance.

The desk also plays an important role. But mostly we can overcome any challenges that we have with the nature of the desk with the adjustments in the chair and using a footrest. (If the feet are not touching the ground after adjusting the chair height according to the desk). Some people prefer standing desks too. There are desks with adjustable heights that provide both standing and sitting positions.

I use this chair which meets all the basic criteria that I was looking for. I also use a Backjoy SitSmart Posture Plus Seat on my chair. This prevents me from sliding down the chair and also protects my tail-bone.

2. Monitor/Laptop screen

With the laptop prices dropping, most of us use laptops unless you’re a geek or a gamer. And as a person who has done investment appraisals for “Laptop vs Desktops” for companies, its beneficial for the organisations too. However, if not used properly, laptops can lead to health issues.

Laptop computers are designed for short-term or mobile use. They are very convenient but can challenge good working postures. When using a laptop for significant periods, or when being used as a desk top replacement, use separate components (full sized peripherals) that allow for better posture and can be independently adjusted. Components include docking stations, external monitors, external keyboard and mouse, laptop stands. (www.worksafe.qld.gov.au)

So it is important to adjust our screen to the optimal viewing angle. There are few options to set it up.

1. Use a laptop stand. With this setup, most probably one will have to use a separate keyboard and a mouse, as it is not convenient to use the laptop peripherals in the adjusted position.
2. Use a separate monitor with a separate keyboard and a mouse. In this setup, we can also use the laptop screen as a secondary screen by extending the windows desktop.
3. Use a separate monitor with the laptop keyboard. In this setup too, we can extend the desktop and use the laptop as a secondary screen. I personally use this setup. After trying the other options I found this to be the most productive setup.

Place the monitor in a position that there won’t be any reflections or glare. This can cause eye fatigue and headaches. Having a matte screen will reduce the chances of this.

Also if you are using the screen at night, it is recommended to adjust the colour temperature of the screen to ensure that you will have a proper good nights sleep. The blue screens can cause difficulty in falling asleep. I use a small tool called f.lux which automatically adjusts the screen temperature based on the time of day.

3. Headset or earphones

• If you’re using the phone very often, whilst using the computer, it is helpful to use a headset or speakerphone to eliminate cradling the handset between your ear and shoulder, which can create strain in the neck.

Finally and most importantly, Intermittent breaks

Sitting is the new smoking. Even if we adjust the workstations to the best possible standards, unless we take intermittent breaks, it is of no use. Here, you can find some easy exercises that you can do during small breaks. Also, it’s important to exercise your eyes. It is recommended to follow the 20–20–20 rule. ie. To implement this rule, every 20 minutes, look at something 20 feet away for 20 seconds.

Though I am writing this, I too fail to do this step properly. There are small programs that you can use to remind you to take breaks. I use a small program called “Eyes Relax” to remind me to take breaks.

Keyboard and mouse: Though it is not essential, there are ergonomically designed keyboards and mice too. However, I personally don’t think it is as important as above to use ergonomically designed counterparts for keyboard and mouse. I really liked the Kinesis Advantage 2, but couldn’t convince myself to spend this much for a keyboard.

Finding the root cause of existing issues and identifying potential solutions.

Below table provides some guidance to identify the root cause of an existing issue and offers some potential solutions for them.

It’s best to spend time and money now to set up a proper workspace now. Because it is way cheaper than spending money on medication a few years down the line.

References

• 2020. Worksafe.Qld.Gov.Au. https://www.worksafe.qld.gov.au/__data/assets/pdf_file/0013/19102/guide-ergo-comp-workstations.pdf.
• “Eye Exercises: Techniques, Tips, And More”. 2020. Healthline. https://www.healthline.com/health/eye-health/eye-exercises.