Essential Ergonomics

You may think that you have to work in a factory or on a loading dock to severely injure yourself on the job, but office work can be just as hazardous: Occupational Safety and Health Administration surveys show that each year more than 600,000 workers take disability leave as a result of the various repetitive-stress injuries that happen in offices. OSHA says the typical case of carpal-tunnel syndrome can put you out of commission for five weeks, but a more serious RSI can force you into an unwanted career change.

In conjunction with ergonomic consultants, we developed the following tips that should help you set up the perfect workspace, one that suits your body from your head to your toes. But a well-ordered office won't solve all of your problems; performing simple stretches while seated at your desk can help keep injuries at bay. We list some of the most common problem areas below, and for each we give you a quick exercise or two. These can help you avoid the pitfalls of working in an office.

Mind your head. Consider two factors when adjusting the height of your monitor: its size and the point on the screen you look at the most (known as the "target field"). Position your monitor so you don't have to shift your head or hold it at an angle to work, and so you can see the top of the target field. Use an adjustable monitor stand if you can't raise the desk or lower your seat. Keep your head in a straight, neutral position instead of craning it upward or downward.

Exercise: To loosen and stretch the tendons in your neck, let your head gently drop forward and then slowly rotate it clockwise and counterclockwise.

Eyes wide shut. Our best advice to people who work at computers all day is to close your eyes often--that is, blink a lot! Dry eyes can make you feel tired, and blinking keeps them lubricated and moist. If blinking alone doesn't help, use eye drops for additional moisture.

Exercise: As often as you can, take your eyes off the screen and focus on a distant object. If you sit by a window, look for a landmark or object near the horizon, and then switch your focus to an object close by. Let those eyeballs dance all over the place.

Don't crane that neck. Always keep your neck straight. Position yourself so you don't have to tilt your head or turn your neck--at even a slight angle--to look at the screen. Avoid holding the phone between your neck and shoulder; if possible, use a telephone headset.

Exercise: Place your right hand under the seat of your chair. Slide your head forward, turn, and lean to the left, until you feel a stretch from the neck to the top of the shoulder blade. Hold that position for 15 seconds and repeat with your left hand and a rightward lean.

Bolster those shoulders. Pay attention to your upper body when you sit in the same position for hours at a time. If your shoulders start to round forward, sit up straight, and bring them upright and back.

Exercise: Shrug your shoulders slowly, up and down. With your arms at your sides, rotate both shoulders backward and forward.

A call to arms. While sitting, keep your arms and elbows close to your body and keep your arm bent at a right angle at the elbows. If necessary, adjust the height of your seat or keyboard tray to allow you to do this.

Exercise for the front of your arm: Raise one arm as if you're going to throw a softball, then reach back a little further and slowly straighten your arm at the elbow. (When you finish, your arm should be slightly out to the side and back.) Next, turn your palm upward slowly and gently extend your fingers. You should feel a stretch across your forearm and wrist. Repeat with the other arm.

Exercise for the back of your arm: Sit upright with your arms at your sides and your elbows bent at a 90-degree angle. Make fists and then rotate your elbows forward while you keep your fists just about in front of your belly button. When you're in this pseudo-Funky-Chicken position, straighten your arms at the elbow and stretch your arms back behind your body. You'll feel stretching over the back of your forearm and wrist.

Rest your wrists. You don't necessarily need a special ergonomic keyboard to work smarter: Keep your arms positioned so your wrists remain straight as you type. Adjust your keyboard shelf or seat so you don't need to bend your wrists up or down to reach the keys. If your keyboard has small foldable "feet" that angle the front half of it up, tuck those feet away. If your arms get tired, use a foam wrist pad to support your wrist while you type. If you have very small or very large hands, make sure you use a mouse appropriate to your hand size.

Exercise: Hold up one hand and gently press the wrist and fingers back, using the palm of your other hand. Hold this position for 3 seconds. Relax and repeat this stretch five times for each hand.

Helping hands. Trim your fingernails short; long nails force you to type using the pads of your fingers, putting more strain on your wrists. As you type, relax your fingers and keep them slightly curved.

Exercise: Spread the fingers of both hands apart into a fan, and stretch them as widely as possible. Keep your wrists straight. Hold for 3 seconds; repeat five times.

Back in action. Remember what your mother always told you: Don't slouch. Sitting upright helps you avoid straining your back. Don't reach and stretch unnecessarily for your equipment. Instead, place everything closer so reaching becomes unnecessary.

Exercises: If you already have back problems, do not do the following exercises. Sit on the edge of your chair. Touch your shoulders. With your fingertips on your shoulders, slowly twist your torso right to left until you feel a gentle stretch and then twist back again. Another exercise is to clasp your hands with your fingers locked together behind your head and then slowly tilt your body from side to side. You should feel a stretch in your upper back and along your sides.

Keep your legs happy. Your thighs and feet should rest parallel to the floor. If you can't adjust your seat, use a special footrest with a nonslip surface. And clean up that mess: Make sure your have room under your desk to stretch your legs.

Exercise: Take frequent, short walks. Instead of sending e-mail or calling a coworker to ask a question, walk over to their desk and ask them. Make sure you get up and move around--ideally every 30 minutes--and don't sit in one position for more than 2 hours. If you feel tired, take a quick walk around the block instead of getting another cup of coffee. A brisk walk clears your mind, gives your eyes a rest, and keeps blood circulating.

Additional Resources

• OSHA's proposed ergonomics standards
  
  
• F-One's Office Ergonomics
  
  
• IBM's Healthy Computing
  
  
• Office Ergonomics Research Committee