Workstation LayoutHow To Adjust Your Office Workstation?

Desks Chairs Monitors  Keyboards

Computer Mouse Foot Rest Document Holders  Wrist Supports

Head Sets  Screen Filters Laptop Computers Fitness Balls

Pipetting Microscope Microtome and cryostat work

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Importance Of Correct Workstation Adjustment

• feet are supported on the floor, or a footrest (if knees are at a greater than 90°angle)
• thighs are supported by the chair seat with no pressure caused by the front edge of the seat under the thighs
• upper body is upright with the lower back firmly supported by the backrest
• shoulders are in a relaxed position and are not hunched
• elbows and upper arms are close to the body
• forearms are parallel to the ground (or in a downward sloping position), and the wrists are in a neutral position (straight) when utilising the keyboard and mouse
• neck remains in a neutral position (i.e. not looking upwards or downwards) when viewing  the monitor

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Workstation Layout

• Twisting of the neck / trunk
• Elevation of the shoulders
• Forward / side reaching of the upper arm

• Position frequently used items so that they are at an arms distance when in a sitting position
• Infrequently used items should be placed at a distance to encourage standing and movement (eg. printer, fax, filing cabinets, folders, reference material)
• Avoid positioning items where trunk and neck rotation is required for use
• Ensure that there is sufficient leg space underneath the desk to ensure that an appropriate working posture is assumed and not compromised by the storage of items underneath desk (eg. boxes, old equipment etc.)

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Work Organisation

• Regular rest breaks   to avoid maintaining constrained or repetitive postures
• Ensure job design  enables task variety
• Allow for autonomy when completing duties
• Staff resources
• Work load

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How To Adjust Your Office Work Station?

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Desks

• Height adjustable desks are the preferred option to give the user maximum flexibility in adjusting their work posture.  The height adjustment mechanism should be safe and easy to operate.  The height to the top of the work surface should be between 580 mm and 730 mm above floor level.
• If a fixed height desk is provided, the height to the top of the work surface should be between 680 mm and 720 mm above floor level.
• The area of the work surface should be large enough to allow the equipment to be positioned as required by the operator and to provide space for any documents or reference materials used.
• The minimum work surface area for mixed tasks (keyboard and clerical work) should be 1500 mm x 900 mm and the maximum bench thickness should be 25 mm.
• Sufficient space should be provided under the work surface to allow free leg movement without obstruction.
• The minimum knee space should be 650 mm wide and 450 mm deep.
• The viewing distance to work should be between 350 mm and 750 mm.
• There should be no sharp edges, protrusions or rough surfaces.

• Consider the type of tasks that will be completed at the desk and determine what shape / size desk (ie. rectangular, corner etc) will be most appropriate.
• Consider the materials and equipment required by user.
• Dimensions of the user (s).
• If selecting a desk with an adjustable keyboard tray, ensure that this is large enough to accommodate both a keyboard and a mouse on the same level.

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Chairs

• Stability (a 5 star base).
• An easily adjustable height range suited to the workstation.
• A stable, independently adjustable backrest.
• Adequate lumbar support.
• Seat base size is appropriate for the leg length of the user.
• Freely moving castors when used on carpet or glides for use on a hard floor surface.

• Trial the chair before purchase.  Refer to Equipment Suppliers   who are agreeable to trial chairs to UNSW staff before purchasing.
• If you are taller or larger than average, consider purchasing a chair with a longer seat pan and seat back height, as this will enable you to achieve optimal support from the chair.
• Armrests are discouraged as they are likely to interfere with the ability to move the chair close enough to the work surface when using the keyboard.

• Adjust the seat back height to ensure that the curvature of the seatback supports the lumbar curve (small of the back).
• Adjust the seat back angle so that the elbows remain close to the sides of the body when using the keyboard and mouse.  Arms should not be required to reach or extend when the using the keyboard and mouse.
• For fixed height desks - adjust seat height so that the forearms are parallel to the floor or in a slightly downward position, and so that the shoulders remain in a relaxed position when using the keyboard and mouse.  If the feet are not firmly supported on the ground, a footrest  will be required.
• For height adjustable desks - adjust chair height so that the feet are firmly supported on the ground, and then adjust desk height accordingly.

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Monitors

• The screen is located at approximately an arm's length away from the user (when in an upright seated position) or so that it can be viewed with the neck remaining in a neutral position.
• The screen is located directly in front of the user and raised if required by a monitor raiser.  This will ensure that the neck remains in a neutral position when viewing the monitor.
• The top of the screen is at approximately eye level and the bottom of the screen can be read without a marked inclination of the head. This usually means the centre of the screen will need to be near shoulder height.
• Glare and reflections on the screen are eliminated (Refer to Screen Filters  for more information).

• Monitor positioning guidelines may vary depending on the following factors:
  • users visual ability
  • type of spectacles used when viewing the monitor (i.e. multi or bifocals)
  • monitor size and image quality
  • type of work completed
• Generally, if you are able to comfortably view the monitor without eyestrain and the neck remains in a neutral position (i.e. neck is not leaning forwards or backwards, upwards or downwards, or rotated to the left or right) then the monitor is appropriately positioned.
• When selecting monitor raisers, it is recommended that this is height adjustable.  Purchasing a fixed height monitor raiser may result in the monitor being positioned too high.
• If multifocal or bifocal spectacles are used, the monitor height may be required to be positioned lower than normal to ensure that neck extension is not required when viewing through the appropriate part of the lens.

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Keyboards

• This should be positioned:
  • Close to the desk edge or so that the elbows remain close to the sides of body when being utilised
  • Directly in front of the user and monitor
• Where able, the feet at the rear of the keyboard are adjusted to a flat position.  This will assist in minimising unnecessary loading on the shoulder and wrist muscles.
• Keys are in good working order and are not "sticky" when pressed. 

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Computer Mouse

• Place the mouse on a mouse mat (this restricts the area of movement for the hand and arm).
• Ensure the wrist remains in a neutral position with the elbow positioned close to the side of the body when utilising the mouse.
• The mouse should be placed as close as possible to the keyboard to avoid arm extension which will impact on shoulder / neck muscles.
• The keyboard and mouse should be positioned at the same level.  This will minimise shoulder strain required to elevate the shoulder.

• Alternate mouse use with the left and right hand.  This will assist with sharing muscle loading.
• Use function keys and keyboard short cuts instead of the mouse when able.
• Ensure that a mouse is used with a relaxed hand grip.
• Release the mouse when not in use.
• Ensure the mouse size and design is comfortable for your hand.  A standard mouse should be satisfactory for most users; however a slightly larger, slimline mouse may be more comfortable for larger hands.
• Minimise scrolling with the index finger.  If navigation or scrolling is required for numerous pages, consider utilising the scroll bar at the side of the screen or the arrow keys on the keyboard.  Some mouse designs will enable navigation up and down pages by movement of the whole hand when the scroll wheel is pressed.

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Foot Rest

• A footrest is recommended when keyboard users are unable to firmly position their feet on the ground or when there is pressure on the undersides of the thighs, when the chair height is appropriately adjusted (so that wrists, elbows and forearms are in a neutral position).  Optimal back and pelvis support is achieved when the feet are firmly supported.

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Document Holders

• Referring to material positioned to the side of the keyboard and / or on a flat surface results in the neck being required to assume and maintain a rotated and flexed position (i.e. turning and looking downwards).
• A document holder is useful for assisting the neck to remain in a neutral position when viewing material whilst using the computer. 

• If the material is normally only one or two pages, and it is straight copy typing, a document holder positioned to the side of the monitor where documents can be attached may be useful.
• Larger sloping document holders positioned between the keyboard and monitor are useful for accommodating larger and / or a variety of material.  These can also be useful when completing extended periods of reading, writing, marking etc.

• Ideally, material being referred to whilst utilising the computer should be positioned between the keyboard and the monitor.  If this is not possible, then the document holder should be positioned close to the top edge of the keyboard to ensure minimal neck rotation when viewing.
• If viewing material to the side of the keyboard, it is recommended to alternate positioning material between the left and right sides. 

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Wrist Supports

• At times the wrists are not maintained in a neutral position when resting the wrists when using the keyboard and / or mouse; a wrist support is useful for correcting this problem.

• Ensure that the wrist support is not too high as this will result in the wrist assuming a downwards angle.
• Ensure that the wrist does not rest on the support whilst typing.  The wrist should only rest on the support during micropauses.
• Soft gel material is more comfortable to use.

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Headsets

• When frequent and / or extended periods of phone use is required (especially if simultaneous computer use is required), headsets are useful for ensuring that the neck remains in a neutral position (i.e. avoids the tendency to "cradle" the phone between neck and shoulder). 
• Assists in minimising unnecessary muscle activity in the arms and shoulders when holding the phone.

• Ensure that the headset is compatible with your phone.  Some UNSW phones require a specific headset.  Contact the Communications Unit for assistance.

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Screen Filters

• Screen filters are used to reduce visual discomfort caused by the appearance of reflections and glare on the screen. However, they can reduce the brightness and sharpness of screen characters.

• Change the angle or position of the screen relative to the source of light / glare.
• Ensure appropriate overhead lighting and diffusers.
• Install or adjust curtains or blinds to control natural light.
• Ensure that task lighting does not introduce source of glare.

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Laptop Computers

• Laptop computers have the potential to cause major musculoskeletal and visual problems if used for extended periods.  As the computer screen normally cannot be separated from the keyboard, this results in sustained neck flexion (looking downwards) during use.
• Experience has shown that people with larger hands may also find it difficult to use the small keyboards or the in built mouse in laptop computers.

• Utilise a separate keyboard and mouse.
• Position the laptop so that the screen is at a comfortable viewing distance (connecting laptop to a standard monitor may be required).
• Laptop should be positioned at an appropriate height to ensure neutral neck positioning (for example using either a monitor arm, monitor raiser or docking station).

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Fitness Balls

• The fitness ball (also known as a "swiss", "exercise" or "physio" ball) are seen by some computer users as a comfortable seating alternative.  However, it is recommended that if a fitness ball is utilised, this should not be as an alternative to an appropriate ergonomic chair and should be utilised for no more than 50 percent of the sitting required.  This is due to the level of muscle activity required in sustaining an upright posture.

• High concentration levels and fatigue from sustained exercising. 
• The initial upright posture is likely to be lost over a long period of sitting because there is not full seat and back support.
• Upright postures are not able to be maintained during tasks requiring any reaching or moving around. 
• Employees cannot swivel or navigate around the workstation. 
• Getting on and off or reaching from the ball may constitute a falling hazard. 
• The sitting surface does not provide adequate support for the buttocks and thighs.

• The fitness ball should not be used as an alternative for an appropriate ergonomic chair.  Rather the use of the ball should be alternated with an appropriate ergonomic chair, and this should not be utilised for more than 50 percent of the total sitting time required.
• Fitness ball height should ensure that the user is at an appropriate height where the shoulders remain in a relaxed position (not required to hunch upwards) when using the keyboard and mouse, and the neck remains in a neutral position when viewing the monitor (ie. neck extension is not required).

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Examples Of Office Workstation

Laboratory Ergonomics

• Awkward and sustained postures
• High repetition
• Excessive force

• Posture
• Utilise a height adjustable chair with adequate back support.
• Feet are flat on the floor or supported by footrest.
• Elbows remain close to the body.
• Ensure shoulders and wrists remain in neutral positions when looking through the microscope.
• The microscope should be positioned close to the work surface edge.  This will assist the operator in assuming and maintaining an upright posture.
• The viewing height and angle should be adjusted for the operator.
• Ensure adequate clearance under the desk surface to allow for the operator to sit close to the microscope without restriction.
• Where able, rotate with other tasks to avoid sustained or repetitive postures and take regular stretch / pause breaks (insert link to Stretches).
• Where possible utilise video equipment to display the microscope image.
• Limit work periods to no more than 2 hours at a time
• Work in pairs when completing counting (one person count, the other record)

• Adjust desk and / or chair to ensure arms remain close to the body.
• Utilise adjustable ergonomic chair.
• Where able, rotate with other tasks to avoid a sustained posture and take regular stretch / pause breaks.
• Limit work periods to no more than 2 hours at a time
• Use task rotation and plan work in advance
• Use a foot operated cryostat if available.

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Pipetting

• Consideration of the bench height where the task is completed:
• The height should allow for the shoulders to remain in a relaxed position, and the forearms should either be positioned so that they are parallel to the ground or in a slightly downwards sloping position. 
• Extended periods of neck flexion (looking downwards) should be avoided.  Following consideration of the desk height, determine whether completing the task in a standing or sitting position is more appropriate.
• Ensure that the wrist remains in a neutral position (ie. straight, wrist does not bend).
• Ensure that the elbows remain close to the body.  When the elbows are in a "winged" position, this results in unnecessary muscle activity in the shoulder.
• Where possible rotate pipetting with other tasks or obtain assistance from another person to avoid sustained or repetitive postures.  If this is not possible, ensure regular stretch/pause breaks  are completed.
• Ensure materials (vials, samples, instruments etc) are positioned to avoid unnecessary reaching or twisting.

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Microscope

• Posture
• Utilise a height adjustable chair with adequate back support.
• Feet are flat on the floor or supported by footrest.
• Elbows remain close to the body.
• Ensure shoulders and wrists remain in neutral positions when looking through the microscope.
• The microscope should be positioned close to the work surface edge.  This will assist the operator in assuming and maintaining an upright posture.
• The viewing height and angle should be adjusted for the operator.
• Ensure adequate clearance under the desk surface to allow for the operator to sit close to the microscope without restriction.
• Where able, rotate with other tasks to avoid sustained or repetitive postures and take regular stretch / pause breaks.
• Where possible utilise video equipment to display the microscope image.
• Limit work periods to no more than 2 hours at a time
• Work in pairs when completing counting (one person count, the other record)

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Microtome And Cryostat Work

• Adjust desk and / or chair to ensure arms remain close to the body.
• Utilise adjustable ergonomic chair.
• Where able, rotate with other tasks to avoid a sustained posture and take regular stretch / pause breaks.
• Limit work periods to no more than 2 hours at a time
• Use task rotation and plan work in advance
• Use a foot operated cryostat if available.

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Risk Assessment

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