Workplace injuries aren’t just for those in manual handling roles, they happen right at your desk too! Chair disease and sedentary lifestyles are reducing our lifespan. To those who sit for more than 8 hours a day – this guide is for you.
If you spend the majority of your workday seated at the desk, you may be familiar with the symptoms of a poorly set-up workstation. Neck pain and stiffness, headaches, tight shoulders, an aching lower back, or even wrist pain – consider these the ‘check engine’ lights for your body. But here’s the good news: a few simple adjustments can make a world of difference!
Last week’s blog introduced the topic of Repetitive Strain Injuries (RSI) and why prevention is key. While we focus primarily on the exercise prescription at Specialised Health, we know that the right office setup can prevent discomfort, reduce fatigue, and keep you working at your best. That’s why we have consulted with an expert on the matter – physiotherapist Ally Reynolds – to get her tips and tricks on how to ensure your workstation is set up for success.
Check out our practical, 4-part checklist – and make sure to send this one around the office!
1. Head Alignment: Keep It Neutral
Have you ever considered how heavy your head is? If you knew that it weighed around 5kg, would you pay more attention to how it was aligned relative to the rest of your body?
The further forward that the head sits, the more effort is required from the neck muscles to hold it there —so keeping it aligned in a neutral position, i.e. ears in line with shoulders, is key to avoiding neck and shoulder strain.
Position your monitor at eye level. The top third of your screen should be at or just below eye level, so you’re looking straight ahead—not down or up. If you’re using a laptop, consider a laptop stand with an external keyboard and mouse to achieve this height.
Keep your screen about an arm’s length away. Too close, and your eyes will strain. Too far, and you’ll start leaning forward, pulling your head out of alignment. If you find you are straining your neck to view the screen, perhaps it’s time to get that eye test, or renew your current prescription if you already wear glasses.
Avoid repetitive neck flexion. If you’re frequently looking down at documents to transcribe data from a document to the screen, use a document holder to reduce unnecessary movement. This allows you to use your eyes only, and not your neck muscles to view the document and then the screen.
2. Shoulder Positioning: Stay Relaxed
Tight, raised shoulders are a recipe for discomfort. We often tense our shoulder muscles when we are stressed or focusing intently. A well-positioned workstation should allow your shoulders to stay relaxed and level. Think of pulling your shoulder blades down and away from your ears, and pull your shoulder blades towards your back pockets so they are flush with the back of the chair.
Adjust your chair height relative to the desk so your elbows sit at a 90 – 100 degree angle when typing. You want your forearms parallel with the floor and your elbows tucked in close to your sides – this helps to keep your shoulders pulled back. This may mean tucking your chair into your desk more.
Keep your mouse and keyboard close to the edge of the desk. If they’re too far away, you’ll constantly reach forward, leading to shoulder and upper back fatigue due to the additional strain on these muscles. Do a daily morning check of your mouse to ensure it’s close to you, as mice tend to run away by the end of the day!
Use armrests wisely, or not at all. They should support your arms lightly, without elevating your shoulders. If they’re too high, they’ll push your shoulders up, causing tension. Too low and you’ll find yourself slouching down to reach them. If they don’t feel supportive, or they prevent you from tucking yourself into your desk, then ditch them!
3. Lower Back Posture: Support Your Spine
An aching lower back is one of the most common complaints we hear from office workers. Interestingly enough, an aching upper back can also stem from insufficient support through the lower back! Having appropriate lumbar support in your chair is vital to support a healthy spinal posture throughout the day. Often people just don’t know how to adjust their current chair, so have a look now and learn how to adjust it for your needs, and not for the person who sat in it last!
Sit all the way back in the chair, and angle the backrest so that it encourages you to sit up tall. You should feel comfortable in an upright position, without feeling like you are being pushed towards the screen or having to reach forward for the keyboard.
Ensure that your chair offers lumbar support. Your lumbar curve back should be supported by the curve in the chair, with the apex of the curve aligning with the curve of your back (roughly belly button height, it’s higher than you think!). If your chair lacks lumbar support, consider adding a small cushion or rolled-up towel for support.
Keep your seat pan neutral and your knees at a 90-degree angle. Your feet should be flat on the floor or on a footrest, ensuring your thighs are parallel to the ground. This prevents your hips from tipping excessively forward or backward.
4. Wrist & Arm Positioning: Prevent Strain
Wrist and arm pain can creep up when your setup forces awkward angles during repetitive movements. Here’s how to keep your arms comfortable and pain-free:
Keep your wrists in a neutral position. Your wrists should be straight, not bent up or down, when typing. A keyboard tray or wrist support can help.
Position your mouse correctly. Your mouse should be at the same level as your keyboard and within easy reach, so you’re not overextending your arm. If your mousing arm is reaching out too far because of your keyboard length, consider a compact or ¾ keyboard. The shorter keyboard positions your mousing hand directly in front of your shoulder, reducing strain. A vertical mouse also is great for reducing strain on the forearm extensors and prevents carpal tunnel syndrome (nerve pain and weakness), by putting the hand in a more neutral position.
Move every 30-60 minutes to prevent chair disease! Some tips to keep you moving during your day at the office include: standing for all phone calls, holding a walking meeting, parking further away from your work to get your steps up, going for a walk at lunchtime, and removing your bin from under your desk so you have to use the main one further away. If you work from home, then do some light housework in your breaks or take the dog for a walk at lunchtime! The trick is to interrupt prolonged sitting with small bouts of movement.
Remember: Your best position is your next position. No matter how well you set up your workstation, sitting for long periods isn’t ideal. Stand up, stretch, and move every 30–60 minutes to allow your muscles to get some movement and fresh blood flow.
Final Thoughts: Small Changes, Big Impact
Whether you’re working in an office or from home, setting up your workstation correctly can prevent discomfort and long-term issues. Take a few minutes to adjust your workstation today—you’ll thank yourself later!
Let us know if these tips have helped!
Author: Yolanda van Vugt and Ally Reynolds