5 tips for improving computer workstation ergonomics

What exactly is computer workstation ergonomics? It's also about adapting a work environment (tools, equipment, organization, etc.) to the needs of users.

With sedentary work, telecommuting, repetitive movements for 7 hours or more a day, and ever-increasing exposure to screens, the aches and pains are less obvious than those linked to handling, and yet the occupational risks are there.

As you can see, it's not just a question of comfort, but also of preserving health and improving working conditions.

Appvizer has compiled 5 tips for you to improve the ergonomics of your computer workstation, and that of your teams 😀

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Ergonomics at work

We sit behind our desk for 2 months of the year.

Malakoff Médéric

The importance of ergonomics at work

Poor posture at the workstation, as well as poor organization at the desk, represent a risk of contracting an occupational disease such as musculoskeletal disorders (MSDs), with the following consequences :

• back pain,
• migraines,
• tendinitis or carpal tunnel syndrome (wrists),
• epicondylitis (elbows),
• weight problems,
• lack of muscle tone, etc.

It's often referred to as "office syndrome".

Ergonomics is a discipline that takes into account knowledge about people and their activities, in order to design machines and tools that are adapted and adaptable.

An ergonomist can be called upon when :

• the design of premises, work plans and professional equipment,
• considering the move of a company or team to new premises,
• Correcting a workstation, often following a workplace accident, occupational illness, or a drop in productivity,
• adapting a workstation for a disabled or pregnant employee, for example.

HandiNorme

According to the IEA, the International Ergonomics Association, "ergonomics must produce, with the help of numerous scientific disciplines, knowledge that should help to better adapt workstations to the human being who inhabits them".

And according to INRS, the French National Institute for Research and Safety, there are several factors to watch out for:

• the layout and layout of workstations: the space available on and around the work surface, the orientation of desks, access to furniture, etc;
• choice of equipment: preferably adjustable, to adapt to different morphologies, postures and tasks,
• information display and content,
• organization of work tasks.

The Institute offers a PDF document summarizing the recommendations and ergonomic standards for workstations.

Employer responsibility

According to article r4542-4 of the French Labour Code, "the employer shall organize the worker's activity in such a way that his or her daily screen time is periodically interrupted by breaks or by changes of activity reducing the screen workload ".

The CHSCT (health, safety and working conditions committee), or the CSE (social and economic committee), must also ensure that :

• on-site analysis of working conditions (surveys, observation),
• employee prevention (with guides, for example),
• feedback from employees to management on difficulties encountered on a day-to-day basis.

Objectives of workstation ergonomics

In a nutshell, the aim is to reduce work-related accidents and illnesses, promote better working conditions and protect employees' physical and mental health.

Ergonomics in the workplace enables companies to:

• increase productivity,
• ensure production quality,
• reduce occupational hazards and thus absenteeism,
• retain staff and reduce turnover,
• ensure effective onboarding (adjustments on arrival of new staff),
• improve team motivation.

Good ergonomics enable employees :

• work comfortably,
• reduce visual and postural pain,
• reduce fatigue,
• be happier at their workstations.

How can you improve the ergonomics of your computer workstation?

The Internet is full of ideas and best practices to answer this question.
Here are just a few of them.

Tip 1: 🔎 Study the work environment

It all starts with an ergonomic analysis of the workstation.
Location, layout, equipment - everything contributes to employees' comfort, or lack of it. The light and sound environment must also be taken into account.
For example, there should not be too great a difference between natural or artificial light and computer backlighting.

The "screen/computer/window" position is strategic. Windows, which are very important for well-being, should ideally be limited to one wall to avoid glare and reflections: screens are perpendicular to the windows, which otherwise have blinds.

Here's an example of a layout provided by APSAM (Quebec's joint occupational health and safety association):

APSAM

If lighting is artificial and "direct and intensive", computer workstations should not be placed directly underneath. If lighting is indirect (directed upwards), it should be positioned vertically over the workstation.

As far as noise pollution is concerned, headphones can be provided to attenuate it, especially in open-plan offices.
Obsolete computer equipment (towers that make too much noise) should be avoided.

The same applies to temperature: recent equipment no longer causes the thermal nuisance it once did. However, for rooms saturated with equipment, one trick is to place plants in them, which preserve the humidity level in the air.

Tip no. 2: Consult your employees before choosing your equipment ✔︎

All your employees are different. Of course, you're looking for uniformity in your office furniture, and nice, modern designs.
But ask them for their opinion, either by means of a questionnaire, or by organizing a meeting of staff representatives dedicated to the office refurbishment project.

The questionnaire can include questions such as:

• Which parts of your body cause you pain on a scale of 0 to 10 (over the last 6 months)?
• Which one causes you the most pain?
• Have you consulted a specialist?
• Do you have any treatment or medical recommendations to share with us?
• Do you need to adapt certain tasks?
• Do you have any suggestions or needs in terms of office and computer equipment?

Tip 3: ☞ Respect the basic rules when it comes to supplies

Quality equipment that respects a few ergonomic standards doesn't cost much more, and you'll gain in reduced absenteeism anyway.

The office chair

This is the first thing 50% of employees would like to change. It's also the first item to be adjusted before proceeding with the various worktop settings.

The chair should feature :

• a comfortable, adjustable backrest,
• armrests that do not interfere with keyboarding or sitting close to the work surface,
• a depth that does not exert pressure on the inside of the knees,
• an adjustable, padded but firm seat,
• breathable upholstery,
• 5 castors for good balance,
• a neck support for personnel monitoring high screens,
• lumbar support (fitted in the small of the back).

If the height of the chair cannot be adjusted, a footrest is required to bridge the distance to the floor. The width should be greater than 40 cm, the height between 4 and 15 cm, and the inclination between 0 and 15°.

The work surface

The layout of the workstation is essential.
The desk can be adjusted after the chair has been set. Height-adjustable desks are very popular with teams, enabling them to work in a seated or standing position.

A few points of reference:

Ask the supplier to let you try out the equipment: it's the only way to find out how comfortable it is to use, or what the constraints are.

The screen

Ideally, the screen should be height-adjustable to suit the employee's height. If not, screen risers are available.
The screen can be swivelled and tilted.

When working with several screens :

• the main screen is positioned in front ;
• if the two screens are viewed in the same way, they are positioned symmetrically;
• if there are three screens, they are arranged in a circular arc;
• if there are four or more screens, a wheelchair is used to move easily from one to the other.

Polarity and brightness must be the same from one screen to the next: dark characters on a light background are recommended for optimum visual comfort.
As a counter-example, the latest Mac update (Mojave 10.14) features a dark mode that is not recommended for eye comfort.

Eye-to-screen distance should be around 50 cm to 70 cm, depending on font and screen size.

The contour of the screen should preferably be matte to avoid reflections, which can cause visual fatigue.

NB: When it comes to screen backlighting, brightness is almost always adjustable, but when this isn't the case (old computers), plug-ins can be downloaded to dim it.
Examples: desktop dimmer, f.lux.

Finally, watch out for the disruption of the biological clock at nightfall (adverse effects on sleep). If possible, turn off the screen when the sun goes down.

© Syndrome du bureau - Freepik

The keyboard

To limit wrist extension, the keyboard is tiltable but not raised, to preserve the wrist's neutral position.
Its surface is matt too, again to avoid reflections.
It should be no more than 3 cm thick, and placed opposite the employee, never at the edge of the work surface, so that the forearms can rest on it (10 to 15 cm from the edge).

The mouse

The size and shape of the mouse can be adapted to the hand.
The latest trend is the vertical mouse, which allows the forearm to be in a neutral position.

j'informatique

The INRS specifies that if the keyboard and mouse recommendations are followed, there's no need for a mat with a palm rest (or wrist rest).

The harmonious keyboard-mouse-screen combination: screen facing you, keyboard facing you, 15 cm from the edge, mouse on the right if you're right-handed, close to the keyboard.

Document holders

Supports or desks are available to relieve pressure on the neck when reading, and prevent the neck from tilting downwards.

Software

The software used must offer a pleasant, unrestricted user experience.
The display should be clear and airy.
Accessible shortcuts make it easy to switch from one program to another.
As for web browsing, we recommend using several tabs rather than juxtaposed windows.

Telephone equipment

A headset keeps your hands free and prevents neck twisting, for example, when taking simultaneous notes on the computer.

Laptop ergonomics

For laptops, a tilted stand (or booster seat) can be used to adopt a good posture and position the screen at eye level. This is particularly useful when telecommuting.
Connecting to an external screen and various peripherals (keyboard, mouse) is also a good idea.

Tip 4: Organize your work ⏰

Alternate screen time with other activities, or take breaks: 5 minutes every hour for intensive screen activity, or 15 minutes every 2 hours.

Look into the distance from time to time, for the view and perspective.

Get up to stretch your legs, buttocks and back: it's all connected.

Have everything you need close at hand: calculator, telephone, etc.

Plan your tasks so that you use your body in different ways throughout the day.

© IT-News

Tip 5: Watch your posture - you're in control 🚶‍♀️

Change position regularly: sitting all day is bad for your back and joints. This will also stimulate blood circulation.

Gradually get used to your new good postures. If you've always sat awkwardly at your computer, adjusting your equipment and taking care of your posture will feel uncomfortable at first - that's normal!

Stretch yourself. There are a number of stretching exercises specially designed for the office. Better still, work out with your colleagues during the break!

Make your settings:

• Your feet are flat on the ground or on a footrest;
• Don't cross your legs, and if you can't, switch sides from time to time;
• If you're standing: distribute your weight evenly on both legs, with your knees slightly bent and apart to relieve pressure on the joints;
  Osteopathic tip: swing gently from one leg to the other, but never rest on one leg for long periods;
• Your elbows are at right angles to each other, or open to more than 90° (obtuse: 90° to 135°, no less), close to your body;
• Your thighs are parallel to the ground;
• Your shoulders are relaxed, your wrists supple;
• Your forearms are close to your body;
• Your hands are in the extension of the arm (no awkward angles);
• Your back is straight or slightly back, supported by a backrest;
• Your eyes are level with the top of the screen (except for progressive lens wearers).

The settings are interdependent, so please follow this order:

1. adjust your chair,
2. then your work surface,
3. then your screens.

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Comfort for efficiency

Whether you're in management, human resources, administration or project management, the ergonomics of your computer workstation are of vital importance to you.

As a company manager, if you take care of the ergonomics of your company's facilities and tools, you are making an ethical choice, which will be rewarded by happy, physically healthy and motivated employees.

To take things a step further, there are cloud-based software packages that are genuine HR solutions for managing, centralizing and coordinating your QHSE actions, and thus controlling occupational risks. They also enable you to keep abreast of changes in standards and regulations to ensure a serene working environment and improved productivity.
Don't hesitate to consult our directory!