An effective ergonomic program includes, but is not limited to, developing appropriate engineering and administrative controls to prevent injuries.  In the office setting, the engineering controls include a variety of efforts such as the changing of computer equipment, changing the layout or the furniture.  The administrative controls refer to work practices and policies to reduce or prevent employees' exposure to work hazards.  Examples of these are scheduling rest breaks, rotation of tasks, training employees to recognize ergonomic hazards and providing instruction in work practices that can prevent or reduce repetitive strain injuries.

Work Safe BC  “Stretch Prompter”

Click here to view a short ergonomic learning tool produced by Employment Alberta

Ergonomic Learning Tool

Please use the following guide for setting up your workstation. 

A proper workstation set up will reduce most of the causes of pain and discomfort from sitting at a computer.

STEP 1: Check your posture

Any posture that you hold for a long period of time will result in fatigue and discomfort.  When you begin to feel discomfort, you’ve held a position too long.  Avoid fatigue and discomfort by varying your posture on a regular basis.

You should be able to sit with your:

• Forearms held horizontally, approximately 90-degree or right angle at the elbow, with your shoulders and upper arms relaxed.
• Wrists in a neutral (straight) posture.
• Head upright over your shoulders in a relaxed position, with your eyes looking slightly downward.
• Feet flat on the floor or supported on a footrest.

STEP 2: Adjust your chair

Remember the chair is only one component to be considered.  The actual sitting position depends on your personal habits and you should be changing positions frequently.

• Push your hips as far back as they will go in the chair.
• Adjust the chair height so your feet are flat on the floor, your forearms and hands horizontal with your elbows vertically under your shoulders.
• Adjust the backrest height so that it supports the lower back.
• Your forearms should rest comfortably on the armrests, with your shoulders relaxed.  Remove the armrests if they prevent you from placing the chair in a comfortable position while typing or viewing the monitor.

STEP 3: The keyboard

• Sit close to your desk.
• The monitor and keyboard should be directly in front of you.
• Don’t automatically deploy the keyboards rear feet-you only need them if your elbows are below desk height.
• If you rest your wrists on the desk or table when you type you should use a wrist rest. Keep in mind, the wrist rest should only be used to rest the palms of the hands between keystrokes. Resting on the wrist rest while typing is not recommended. Avoid using excessively wide wrist rests, or wrist rests that are higher than the space bar of your keyboard.
• Position and use your mouse as close to you as you can and on the same level as your keyboard. Aim to have your elbow vertically under your shoulder, and right by your side or on the armrest.

If you do not have a fully adjustable keyboard tray, you may need to adjust your workstation height or the height of your chair.

Step 4: Monitor, Document, and Telephone

Having your monitor at the correct height and viewing distance will help prevent or reduce eyestrain and muscle tension in your neck, shoulders and upper back. Monitors and source documents should be adjusted so that your neck is in a neutral and relaxed position.

• The monitor should be centered directly in front of you above your keyboard. 
• Adjust the height of the monitor so that you are looking horizontally at the top line of the text on your computer (not the top of the monitor. If you wear bifocals, lower the monitor to a comfortable reading level.
• You can raise the monitor on anything suitable e.g. telephone book, it doesn’t need to be an adjustable monitor riser.
• For most people to view the screen comfortably it should be 22-26” away.  Sit at least an arm's length away from the screen and then adjust the distance for your vision.
• Eliminate any glare or reflections on your monitor with correct positioning of the screen.
  • monitors should be placed at right angles to windows
  • Adjust curtains or blinds as needed
  • When possible locate monitor between rows of lights

Position any additional equipment e.g. phones or document holders directly in front of you. Try to avoid reaching and twisting and place your phone within easy reach. If you cradle the phone between your ear and shoulder, consider using a headset or speaker phone to avoid awkward neck postures.

STEP 5: Microbreaks

Microbreaks are short, periodic breaks that allow you to vary your posture and rest your muscles and tissues from the activity they have been performing. Research supports the idea of very short breaks done frequently… for example, 20- second breaks every 20 minutes.  These should happen in addition to your normal coffee and lunch breaks.

• Use the 20-20-20 rule to avoid eye fatigue by resting and refocusing your eyes periodically. Look away from the monitor at least 20 feet (focus on something in the distance) for 20 seconds every 20 minutes.
• Perform eye relaxation exercises such as palming (covering them with your palms for 20 seconds.
• Daily exercises help to reduce soreness and tension because they provide changes in posture and ensure a healthy supply of blood to your muscles.

OFFICE ERGONOMICS

Role of the employee :

• the employee should report to their supervisor any physical discomfort they are experiencing which they suspect may be related to their work environment.

Role of the supervisor :

• supervisors will follow up on all communicated employee concerns relating to the ergonomics of their work environment.
• due to the special knowledge required the supervisor should, in most cases, consult with the Occupational Health and Safety Specialist to get professional advice.