5 tips for improving the ergonomics of your computer workstation

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

With sedentary work, teleworking, repetitive movements for 7 hours or more a day, and 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 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 IT 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 and poor organisation at the desk represent a risk of contracting an occupational disease, such as musculoskeletal disorders (MSDs), with the following consequences :

• back pain
• migraines
• tendonitis 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 may be called in when :

• designing premises, work plans and professional equipment,
• considering the move of a company or team to new premises,
• adjusting a workstation, often following an accident at work, an 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;
• the choice of equipment: preferably adjustable, to adapt to different body shapes, postures and tasks,
• the display of information on the screen and its content,
• the organisation of work tasks.

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

The employer's responsibility

According to article r4542-4 of the French Labour Code, "the employer shall organise 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 analyses of working conditions (surveys, observation),
• preventative measures for employees (using guides, for example),
• feedback from employees to management on the difficulties encountered on a day-to-day basis.

The objectives of workstation ergonomics

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

Ergonomics in the workplace enables companies to:

• increase productivity
• ensure production quality
• reduce occupational risks and thus absenteeism,
• retain staff and reduce staff turnover,
• ensure effective onboarding (adjustments when new staff arrive),
• 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 a few of them.

Tip 1: 🔎 Study the work environment

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

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: the screens are perpendicular to the windows, which otherwise have blinds.

Here is an example of a layout provided by the APSAM (joint association for health and safety at work in Quebec):

APSAM

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

Headphones can be provided to reduce noise pollution, particularly 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 heat nuisance it used to. But for rooms that are saturated with equipment, one trick is to put plants in the room to keep the humidity level down.

Tip 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 organising a meeting of staff representatives dedicated to the office refurbishment project, if appropriate.

The questionnaire might 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 requirements for office or computer equipment?

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

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

The office chair

This is the first thing that 50% of employees would like to change. It's also the first thing to be adjusted before the various settings on the work surface.

The chair should have :

• 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 staff 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 between the chair and the floor. It should be over 40 cm wide, between 4 and 15 cm high and tilted between 0 and 15°.

The work surface

The layout of the workstation is essential.
The desk is adjusted after the chair has been adjusted. Very popular with teams are height-adjustable desks that allow you to work in a seated or standing position.

A few points of reference:

Ask the supplier to allow you to 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, there are screen risers.
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 an arc;
• if there are four or more screens, a wheelchair is used to move easily from one to the other.

Polarity and brightness should be the same from one screen to the next: dark characters on a light background are recommended for optimum visual comfort.
Counter-example: the Mac update (Mojave 10.14) recently proposed a dark mode that is not recommended for eye comfort.

The distance between the eyes and the screen should be between 50 cm and 70 cm, depending on the size of the characters and the size of the screen.

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

NB: As far as screen backlighting is concerned, brightness is almost always adjustable, but when this is not the case (old computers), plug-ins can be downloaded to dim it.
Examples: desktop dimmer, f.lux.

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

Office Syndrome - Freepik

The keyboard

To limit wrist extension, the keyboard can be tilted but not raised, to maintain a neutral wrist position.
It also has a matt surface 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 be rested (10 to 15 cm from the edge).

The mouse

The size and shape can be adapted to the hand.
The new trend is for the mouse to be vertical, allowing the forearm to be in a neutral position.

j'informatique

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

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

Document stands

Document stands 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 user experience, without constraints.
The display should be clear and airy.
Accessible shortcuts make it easy to switch from one program to another.
When browsing the web, it is advisable to use several tabs rather than juxtaposing windows.

Telephone equipment

A headset allows you to keep your hands free and avoid twisting your neck, for example when taking notes at the same time on the computer.

Ergonomics with a laptop

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 teleworking.
It's a good idea to connect to an external screen as well as the various peripherals (keyboard, mouse).

Tip 4: Organise your work ⏰

Alternate screen work with other activities or take breaks: 5 minutes every hour if you do a lot of screen work, or 15 minutes every 2 hours.

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

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

Keep 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 the only one in charge 🚶‍♀️

Change your posture 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 looking after your posture will initially feel uncomfortable - that's normal!

Stretch. There are little stretching exercises especially for the office. Better still, do some sport during your break with your colleagues!

Make your adjustments:

• Your feet are flat on the floor or on a footrest;
• Don't cross your legs, and if you can't, switch sides from time to time;
• If you are standing: distribute your weight evenly over both legs, with your knees slightly bent and apart to relieve pressure on the joints;
  Osteopath's tip: swing gently from one leg to the other, but never rest on one leg for long periods of time;
• Your elbows are at right angles to each other or open at more than 90° (obtuse: 90° to 135°, no less), close to your body;
• Your thighs are parallel to the ground;
• Your shoulders are relaxed and your wrists supple;
• Your forearms are close to your body;
• Your hands are in line with the extension of your 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 wearers of progressive lenses).

The adjustments are interdependent, so 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 important to you.

As a company manager, if you pay attention to the ergonomics of the 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, centralising and coordinating your QHSE actions, and thus controlling occupational risks. They can also be used to monitor changes in standards and regulations to ensure a peaceful working environment and improved productivity.
Don't hesitate to consult our directory!