Office Ergonomics: Enhancing Productivity and Health

In today’s office work culture, many people spend hours at a desk every day. Whether you manage an office with hundreds of employees or are self-employed and work from home, setting up an ergonomic workspace can make all the difference. Not only does it boost productivity, but it also promotes health by reducing strain, preventing injuries, and avoiding pain throughout the day.

What Is Ergonomics?

Ergonomics is the science of designing workplaces and tools to fit the people who use them. The goal is to create environments that optimize comfort, efficiency, and safety. In an office setting, this involves investing in a high-quality desk, chair, and office equipment and arranging them to support your body’s natural posture and movements. Taking a few simple measures minimizes the risk of work-related musculoskeletal disorders (WMSDs) like back and neck pain and repetitive strain injuries (RSIs) like carpal tunnel syndrome.

Studies have shown that poorly designed workspaces lead to notable health issues. For example, the Washington State Department of Labor and Industries reports that WMSDs account for over 40% of workers’ compensation claims among office workers, resulting in about 70,000 lost workdays per year. These injuries often result from repetitive movements, awkward postures, and prolonged sitting, all of which can be mitigated by good ergonomic practices.

The Importance of Office Ergonomics

A well-designed workspace is a comfort feature that promotes workplace health. Here’s how an improper work environment can cause discomfort.

Headaches & Eye Strain

One of the most common problems in an office setting is computer vision syndrome, which affects people who spend long hours staring at screens. Symptoms include headaches, eye strain, blurred vision, and dry eyes. These issues are often caused by poor lighting, screen glare, and improper monitor positioning.

Neck and Back Pain

Neck, upper back, and lower back pain are prevalent among office workers. Common culprits include prolonged sitting in an uncomfortable chair, practicing poor posture, and working at a desk that’s too high relative to the seat.

Wrist, Hand & Shoulder Injury

Prolonged keyboard and mouse use can strain the wrists, hands, and shoulders. Carpal tunnel syndrome is a common outcome caused by repetitive strain on the median nerve, which runs through the carpal tunnel in the wrist. Improper wrist positioning when typing increases pressure within the carpal tunnel, compressing the median nerve. Over time, this can lead to inflammation, swelling, and symptoms like tingling, numbness, and pain in the fingers and hand.

Hip and Leg Discomfort

Many people overlook the importance of hip and leg support in an ergonomic setup, but sitting for long periods can cause stiffness and pain in the hips and legs, especially if your chair doesn’t offer adequate support. The pressure on your thighs restricts circulation and may lead to deep vein thrombosis (DVT).

Features of an Ergonomic Office

Creating an ergonomic office means carefully selecting and arranging your furniture and equipment to support health and productivity. Here’s a breakdown of what to look for in each component to maximize comfort and efficiency.

Office Chair

An ergonomic office chair is the foundation of a comfortable and healthy workspace. The ideal chair should have a cushioned seat and breathable fabric. Adjustable height, seat depth, backrest angle, and lumbar support allow you to customize the chair to your needs. Armrests are also crucial. Position them so your arms can rest comfortably with your elbows at a 90-degree angle while typing and using your mouse.

Pay attention to the chair placement relative to your desk. Your feet should be flat or supported by a footrest if your feet don’t comfortably reach the floor, with your knees at a 90-degree angle. The chair’s height should allow you to sit with your forearms parallel to the desk surface. The ideal chair should also roll and swivel so you can make quick adjustments with minimal muscle strain.

Office Desk

Your office desk should be the proper height for your arms to rest comfortably while typing. If your desk is too high or too low, you may experience strain. Desirable features include a keyboard tray, thoughtful storage, and built-in charging ports.

Sit to Stand desks are a popular ergonomic option, allowing you to alternate between sitting and standing throughout the day. This flexibility helps reduce the risks associated with prolonged sitting, such as back pain and decreased circulation. When using a Sit to Stand desk, ensure that your monitor, keyboard, and mouse are at the correct height in both sitting and standing positions.

Monitor

Proper monitor placement prevents eye strain and neck pain. Your monitor should be positioned directly in front of you, at least an arm’s length away. The top of the screen should be at or slightly below eye level, allowing you to view the screen comfortably without tilting your head up or down.

If you use multiple monitors, place the primary monitor directly in front of you, with the secondary monitor slightly off to the side. This setup helps reduce neck strain caused by excessive head turning.

Lighting

Good lighting reduces eye strain and helps maintain focus. A combination of natural and artificial lighting works best. Position your desk near a window to take advantage of natural light, but be mindful of glare on your screen. Placing your monitor perpendicular to the window minimizes glare.

Artificial lighting should include a mix of ambient and task lighting. Overhead lights provide general illumination, while an adjustable desk lamp aims the light where you need it most. Look for dimmable fixtures to adapt to different tasks and times of day.

Keyboard & Mouse

Your keyboard and mouse selections affect hand, wrist, and arm health. Your keyboard should be positioned so your wrists remain straight, with your hands at or slightly below elbow level. A negative tilt keyboard tray achieves the desired position.

As for your mouse, look for one that fits comfortably in your hand and allows for smooth, precise movements. Position it close to the keyboard to minimize reaching and prevent shoulder strain. Using mousepad and keyboard wrist rests also helps maintain a neutral wrist position and reduces strain.

Hands-Free Headset

A hands-free headset is a valuable tool if you spend a lot of time on the phone. It lets you keep your hands free and maintain good posture while talking. Look for a headset with adjustable volume controls and comfortable ear padding. A wireless option provides additional flexibility, allowing you to move around your workspace without being tethered to your desk.

Optimizing Office Ergonomics

Now that you’ve outfitted your office with ergonomic furniture, it’s time to make the most of your investment. Proper posture and workspace habits decrease fatigue, discomfort, and physical strain. Here are five productivity tips to optimize your ergonomic setup:

1. Maintain a clean and organized workspace: Clutter leads to awkward postures and movements. Keep your workspace tidy and arrange your desk so frequently used items are within arm’s reach.
2. Watch your posture: Sit straight with your feet flat on the floor or supported by a footrest to evenly distribute your weight across your hips. Scoot back as far as possible in the seat to take advantage of the lumbar support. Rest your elbows on the armrests and relax your shoulders. Keep the weight of your head directly above your neck with your chin tucked slightly. Finally, keep your elbows tucked in and maintain a neutral wrist position while typing or using your mouse.
3. Take regular breaks: Sitting or standing in the same position for too long causes fatigue and discomfort. Take short breaks every 30 minutes to stretch your neck, shoulders, wrists, and legs. Walk around for a minute, and change your posture when you return. For instance, if you’ve been sitting, change to a standing position for a while.
4. Rest your eyes: Follow the 20-20-20 rule, which suggests looking at something 20 feet away for at least 20 seconds in 20-minute intervals. You can also simply close your eyes for 20 seconds. This practice reduces eye strain by giving your eyes a break from focusing on a screen. Set a timer to remind yourself​ to incorporate these breaks into your routine.
5. Stay hydrated: Drinking water maintains your energy levels and keeps your muscles hydrated. Keep a reusable water bottle at your desk and get up to refill it often for a chance to stretch your legs.

Create Your Perfect Workspace

Office Furniture Expo has been Atlanta’s go-to office furniture superstore since 1981. Our Team is committed to promoting workplace health with high-quality office furnishings and accessories. With over 100,000 sq. ft. of Showroom space, we offer a vast selection of new, gently used, and special-order furniture to meet your needs. Whether you’re setting up a corporate office or a home workspace, we have the expertise and inventory to help you create the perfect ergonomic setup. Browse our furniture selection or contact us today to speak with one of our design experts.