Computer Ergonomics Sections

Getting a comfortable set-up

Ergonomics plays an important role in the workplace, affecting both our health and our productivity. 

Considering ergonomics when setting up your workspace offers a range of benefits. Broadly speaking, it’s good for: 

• Health 

It offers solutions that will help to alleviate some of the strain placed on your problem areas 

• Relationships  

Team members will feel that their wellbeing is a priority

• Business 

People are less likely to be off work due to sickness and more likely to be productive at work

• Staff retention 

People are more likely to achieve job satisfaction in a workplace they’ve been made to feel comfortable in

 

Making adjustments to your workspace 

All employers have a duty of care to their employees. They should be acting to prevent discrimination in the workplace, including discrimination against those with a health condition or disability. 

They should also provide reasonable adjustments where possible to make sure all team members can carry out their responsibilities comfortably and without risking their health or safety. 

Where comfort and health are a concern due to arthritis, there are a number of possible solutions. However, it’s important to remember that these solutions are not “one size fits all” — what works for one person may not work for another. 

Some aspects of your workspace that it might be beneficial for you to change include: 

• Your desk 
• Your chair 
• Your monitor 
• Other office furniture 
• Your keyboard and mouse 

 

The right solution for you will depend on your condition and the areas that it affects. It’s important to communicate openly with your employer about your needs and make them aware of the solutions available so they know what to take into consideration when searching for the right solution for you. 

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Seating

If your seating isn’t set up to suit your needs, it can cause you to sit in awkward positions with incorrect posture. This can lead to discomfort, back pain and upper limb disorders. 

Common seating issues include: 

• Lack of lumbar support 
• No armrests 
• Uncomfortable padding 
• Inability to adjust height or tilt 
• Wheels vs. legs – not being able to roll or rolling too freely 
• Swivel movement too sensitive or too stiff 

Solution – Finding the right chair for you

Workplace seating is often overlooked, but is one of the main contributing factors to discomfort and flare-ups. 

When searching for your ideal work chair, ask yourself the following questions: 

1. Will the chair be comfortable over long stretches of time? 

It’s important to remember that, in most roles, you’ll be required to work from your desk for a large portion of the day. 

Whilst it’s key to take regular breaks to move around and stretch your muscles, you’ll spend a lot of time sitting down. Be sure to keep this in mind when assessing your seating options – what’s comfortable for 15 minutes may not be comfortable for a number of hours throughout the day. 

2. Does the chair provide adequate lumbar support? 

Try to find a chair that’s fully adjustable in terms of being able to change the height and tilt of the seat and backrest in order to suit your needs. It’s important to find a chair that provides adequate support for the thoracic spine without restricting upper-limb movement. 

3. Is the seat pan deep enough to prevent strain on the legs and lower back? 

The size of the seat itself needs to be wide enough to accommodate people with a larger build. 

It also needs to be deep enough to allow taller people to sit comfortably without placing strain on the legs and lower back, whilst not being so deep that shorter people can’t use the backrest. 

4. Is the padding suitable? 

As a minimum, there should be at least 2cm of foam padding on your seat. In some chairs, the padding is moulded to support the base of the spine and to gently cup the outer edge of the thigh. 

There are a range of models available, all providing different types of padding in different areas to relieve pressure from certain parts of the body. Be sure to explore all of your options and consider the main areas you experience discomfort when selecting your new chair.  

5. Does the chair have armrests, and are they adjustable? 

Whilst having armrests on your chair can make working at your desk more comfortable, they aren’t essential and in some cases can actually make your posture worse, encouraging you to lean to one side if they’re not set to the appropriate height. 

The main drawback of having a chair with armrests is that they tend to collide with the desk before you’re close enough to establish a good working posture. As a result, armrests should be short (i.e. no deeper than your torso). 

Your armrests should also be height adjustable and padded to allow for a comfortable working position. 

6. Does the chair allow for comfortable movement? 

You should also consider how much/little you’ll need to be able to move around in your chair (i.e. would you prefer a chair with wheels or a chair without?). 

If you’re opting for a chair with wheels, there are a few other things you’ll need to take into account: 

• • Size 

If the wheels are small and you’re working on a carpeted floor, they’re more likely to get stuck and become difficult to move.

• • Flooring 

If the flooring beneath your desk is hard, such as laminate flooring or linoleum, and you require more stability when moving from a seated to a standing position, you should avoid using a chair with wheels. 

• • Control 

If controlling the movement of your chair is something you’re concerned about, you could try placing a hard or soft mat under your desk to help with controlling the movement of the wheels on your chair. Self-locking wheels can also present a challenge, so make sure your new chair doesn’t have this feature. 

7. Will you require a footrest to work comfortably at your desk? 

When working at your desk, you should be able to place your feet flat on the floor with your knees bent at a 90-degree angle. 

If this position doesn’t come naturally for you due to your current workspace set-up, it might be worth introducing a footrest to use at your desk. This can help you to maintain a good posture by taking the strain off your thighs.

 

Take the right measurements to find the perfect fit

When it comes to finding the right chair for you, it’s important to consider all of your options and, where possible, try before you buy. 

If you’re purchasing a chair online, taking the following measurements can help to determine whether or not a chair is the perfect fit: 

• Popliteal fossa to buttock 
• Seat pan to apex of lumbar curve
• Elbow height to seat pan
• Hip width 

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Desk

Working at a desk that isn’t appropriate for your height or suited to your preferences can present a number of challenges. 

• A desk that’s too low can cause you to stoop while working. It can also mean leg space is cramped, which will be uncomfortable for long periods of time, and may make it difficult to move around in your chair (for example, if the arm rests of your chair are the same height as your desk, you’ll be unable to swivel or pull your chair in close to your desk) 
• A desk that’s too high or wide can mean you having to abduct your arms to reach your work
• A curved desk may create an asymmetrical posture if your computer is parallel to you 
• A small desk may not leave you with enough space to work comfortably, especially if you need to use a computer and complete paperwork or use tools at the same desk 

 

Solutions 

When it comes to perfecting your workspace set-up, there are a few things you can do to make sure your desk is right for you. 

Desk height 

When setting your desk to the right height for you, the general rule of thumb is: 

• When sitting comfortably at your desk, the flat of your hands should be level with your work and your elbows should be held at a 90-degree angle. 

If you find that your desk is too low, installing desk raisers may be an option. However, it’s important to select the right type for the design of your desk (i.e. a desk with adjustable, cantilever legs will require different raisers to a desk with traditional, fixed legs). 

Another option can be to adjust the height of your chair and raise yourself to working height. However, it’s important to make sure that in doing so you don’t then adopt an awkward or uncomfortable working posture. 

When sitting at your desk, your back should be straight and well supported by your chair, and your feet should be flat on the floor. If this position is impossible due to the height of your workstation, consider introducing a footrest which will allow you to keep the correct position.

 

Built-in features

Some desks are designed with a built-in bar for foot support. Where this is the case, be sure to double-check that the foot support doesn’t obstruct or restrict your movement and will allow you to sit comfortably whilst maintaining good posture. If you feel the built-in support may be more of a hindrance, it may be necessary to consider other desks. 

Other built-in features, like drawers, storage cupboards, or keyboard shelves, can also present a similar challenge. Where there are built-in features that may make it difficult to maintain good working posture or to work comfortably, see if there is an option to have these removed. If not, you may need to look at a different type of desk. 

 

Positioning  

When selecting and setting up your desk, it’s important to consider which hand is your dominant hand, as this will help you get your positioning right. 

Positioning is especially important when using a curved or corner desk. When working at a curved desk, you should try to make your torso parallel to the flattest part of the curve, with the curved edges surrounding you evenly on both sides. This will help you to maintain good alignment whilst preventing you from having to overstretch to reach areas of your workstation. 

When working at a corner desk, be sure to position yourself so that your body is facing into the corner where the two sides of the desk meet. This will again ensure you’re able to reach all areas of your workstation with minimal stretching or movement. 

If you’re finding it challenging to maintain good posture and work comfortably at your curved or corner desk, speak to your employer about switching to an oblong desk instead. 

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Using a computer

A lot of the issues that come with poor working posture are down to the computer monitor and its positioning. 

Working with an inadequate computer monitor can lead to headaches and discomfort in the neck and shoulders. 

Other issues associated with computer monitors include: 

• Poor screen resolution (forcing you to sit too close to the screen, or to lean in or squint to see)
• Monitor glare and reflection (often linked to poor workspace lighting) 

When checking the settings of your computer monitor, it’s key to first address other aspects of your workspace set-up. For example, you should first seat yourself comfortably and make sure any issues with your chair or desk are resolved before you address any potential issues with your computer monitor.

 

Solutions 

• Position yourself correctly 

The distance between you and your screen should be dependent on your eyesight (and adjusted for use with glasses). It should not be dependent on the depth of your desk. 

• Position your monitor correctly 

Your monitor should be positioned so that it’s parallel to you, allowing you to keep your torso, hips, legs and feet aligned. 

As a general rule of thumb, the top of your monitor should be level with your eyes when you’re sitting in a comfortable, supported position. The height of your monitor might differ slightly if you wear varifocal or bifocal glasses, but in any case, you should try to avoid leaning in to peer at your screen as doing so can lead to headaches and discomfort in the shoulders. 

If you have reduced range of motion in the C-spine, you may find that the rule of thumb for monitor height doesn’t apply. 

If your monitor is too low and is not built with an adjustable stand, you could introduce a monitor riser to make sure you can set your screen to the optimal height. (Adjustable monitor risers are preferable for those who desk-share or hotdesk). 

• Select an appropriate screen size 

The screen should be large enough to display your work (i.e. large documents should not be made too small to see because the screen isn’t large enough). 

Where this is the case, you may be able to adjust the image by adjusting the zoom in the software you’re using, or adjusting the zoom on the monitor display. However, this can often mean having to scroll horizontally or vertically to view the full document or image.

• Adjust the display to suit your needs 

The contrast between on-screen text or images and the on-screen background should be set to a ratio that makes text easy to read without being so dark that you naturally lean forward to see the display better, or so bright that you run the risk of getting a headache. 

All computer monitors have settings which allow you to adjust the brightness and contrast ratio of the display, so you should test different options to find the setting that suits you best. 

When working with on-screen documents, be sure to select a font type and size that ensures the document is easy to read. 

 

Keyboard

Using a keyboard that’s not well-suited for you can lead to: 

• Shoulder discomfort (from incorrect posture or tension) 
• Wrist discomfort (by causing the wrists to be used or positioned in ulnar deviation – usually dictated by the size of your keyboard) 
• Tenderness in the fingertips and joints of the hand  

 

Much like issues associated with the computer monitor, problems with the keyboard can often be mitigated by addressing other aspects of your workspace set-up, for example your seating and working posture. You may find that making adjustments in these areas can resolve any issues you’re having with your keyboard without having to replace the keyboard itself. 

Solutions 

There are a number of factors to consider when selecting the right keyboard for you: 

• Keyboard width 

The width of your keyboard should be similar to that of your chest, but it’s important to remember that the wider the keyboard, the further your hands will have to travel while typing, which can lead to fatigue. 

Opting for a narrow keyboard can offer some benefit, as narrow keyboards don’t usually have a number pad, meaning you’ll be able to place your mouse closer to the keyboard and have better control over the angle of your wrist and elbow while using it. 

A curved or split keyboard can help to reduce the degree of ulnar deviation at your wrist, while a ‘tented’ keyboard can reduce the amount of pronation required. 

• Keyboard depth 

When working at a computer, you should always try to keep your wrists and hands hovering above your keyboard, rather than resting your wrists on the keyboard/desk and reaching for the keys with your fingers. 

Opting for a keyboard which is a little deeper can help you to avoid resting your wrists unnecessarily while typing. 

If the wrist is a problem area for you, you can choose to use a wrist rest, but this should only be used where extra support is needed, and you should always make sure the wrist rest is set to the same height as your keyboard. 

Using floating armrests may also help to resolve some posture issues and increase comfort while working, but bear in mind that your movement will be more restricted. 

• Keyboard slope 

Whilst there are several configurations available, including keyboards that slope from the back to the front and from either side, sloped keyboards require greater wrist extension while typing and are therefore best avoided. 

One key exception is in cases where the user needs to see the keys as they type. In this instance, the keyboard should be tilted to reduce neck flexion. 

• Design of the keys 

There are also different options available for the shape and weight of the keys. Whilst most keyboards have flat keys, on some the keys are concave, and it really boils down to personal preference when it comes to deciding which is best for you. 

The main thing to keep in mind when selecting your keyboard is to make sure the keys aren’t too heavy or difficult to type with. Choosing a keyboard with softer, lighter keys can reduce DIP and PIP joint pain when typing. 

• Keyboard positioning 

Once you’ve found the perfect keyboard, you then need to make sure it’s positioned correctly on your desktop. 

Your keyboard should sit central and parallel to your torso, and close enough for you to reach and use comfortably. Using armrests is fine, but you shouldn’t be tempted to rest your wrists on the desk – your wrists and hands should hover over your keyboard to allow maximum movement while typing. 

• Alternative technology 

If using a keyboard to type continues to pose a challenge, you might consider using alternative technologies, such as microphone dictation or speech to text software. However, it’s important to bear in mind that this might not be the most practical solution in shared offices, and you’ll also need to first check that your computer is compatible with such software before gauging whether or not this is a viable option for you. 

 

Mouse 

Most of the time, finding a mouse that’s comfortable to use will come down to personal preference, and the only way to properly gauge whether or not it’s a good fit is by trying it out first. 

When using your mouse, you should try to avoid resting your arm on your desk or armrest unnecessarily, as staying in this fixed position over time can cause pain and discomfort in your shoulders and neck. 

 

Solutions 

When on the hunt for your new mouse, ask yourself a few key questions: 

1. Does it support your hand and wrist at the right angle? 

If the angle is too severe (i.e. ulnar deviation or hyperextension of the thumb at the metacarpophalangeal joint)  this may lead to joint strain and pain over time. 

2. Is there any nerve compression (at the Guyon’s canal, carpal tunnel or cubital tunnel)? 

A mouse which allows your hand to sit at a slight angle (i.e. not flat) will often be more comfortable and place less stress on your hand and forearm. 

3. Does it cause pressure on any bony parts of the hand or wrist? 

The ideal mouse will lift the heel of your hand just clear of the desk whilst offering a large enough surface to rest your palm on, without digging in or adding pressure to any areas of your hand where bones or tendons are more pronounced.

4. Does it move across the work surface easily?

Is the mouse easy to grip and light enough to move across your desktop? If moving the mouse is something you struggle with, you might consider buying a mouse with a built-in roller ball that can be operated with your finger or thumb and used to navigate the cursor on the screen. 

5. Is it the right size?

Your mouse should fit comfortably into and provide ample support for the arch of your hand. 

6. Will you be using a wrist rest? 

If so, you’ll need to keep this in mind and consider how it might alter your hand posture and positioning.

 

Wrist rest

Whilst wrist rests can help with providing additional support to your forearms while typing, they can also cause as many problems as they solve. 

If you’re considering using a wrist rest at your desk, be wary of: 

• Shoulder discomfort 
• Nerve problems in your hands 
• Ulnarly deviated wrists and fingers 

Wrist rests often encourage the user to bear additional weight on their forearms, which can increase pressure on the wrist and cause poor posture at the shoulders and neck. 

Finding the right mouse that supports the arches of your hand and is comfortable to use should mitigate the need for a wrist rest. 

Solutions 

Should you decide to use a wrist rest at work, follow the tips below to make sure you can use it safely and correctly. 

1. Your wrist rest should help with spreading weight and pressure across your wrists 
2. Wide, thick gel rests work well close to the keyboard, whilst bean bag-type rests are well-suited for providing extra support to a single wrist 
3. The outer material of the wrist rest should be kind to the skin to help avoid any irritation

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Writing

Writing with arthritis can be difficult, which is why most of those living with arthritis opt to use assistive technology (such as a computer, laptop or tablet) to complete their work. 

Some of the most common complaints associated with writing are: 

• Hand pain 
• Poor writing style / handwriting that becomes hard to read 
• Reduced writing speed due to pain or discomfort 
• Difficulty gripping the pen 
• Pain felt when resting the pen on a bony part of the hand 
• Pins and needles in the hand, wrist or arm 
• Shoulder or neck pain 
• Fatigue 

If you’re living and working with arthritis, it’s important to recognise that there can be a host of challenges outside of those presented by your condition that make writing more difficult. It’s a good idea to identify the root cause of the problem so that you can work on a solution that suits you. For example: 

• Your overall working posture (considering your whole body, neck and head) may be limiting your ability to write comfortably 
• Hand posture can present a problem if you have numbness or lack dexterity in your hands
• You may be living with an associated condition, such as median or ulnar nerve compression/irritation, which makes tasks like writing more difficult 

 

Solutions 

If you’re required to write as part of your job, there are a number of strategies you can use to make this aspect of your work a little bit easier. 

1. Choose the right pen 

There are so many options available when it comes to writing instruments, and it really is a case of trial and error to find the right one for you. 

The key thing to keep in mind when selecting your pen (or pencil) is to make sure it glides easily across the paper. Something like a gel pen or ballpoint will glide and write easier than a fountain pen. 

You’ll also need to assess the grip of the pen. Pens with thicker barrels and a padded grip close to the nib are usually the go-to style for those with arthritis. 

If grip is something you struggle with due to your condition, you might consider using a pen halter. In extreme cases, changing the method altogether and using a specialist finger pen or custom-made, hand-based grip device might be the best solution for you. 

2. Change the angle of the surface you’re writing on 

If you’re finding writing to be uncomfortable, one of the solutions you can try is changing the angle that you’re writing at, as this will also affect your head and next posture. 

One of the ways to do this is to use a writing slope (which is best if it’s adjustable, so that you can trial and test a slightly sloped writing angle and a more severe slope). 

3. Take regular breaks 

It’s important to acknowledge that your writing pace may not be what it used to, particularly if you’ve felt the impact of your arthritis come on in recent years, or if you’re currently experiencing a flare-up. 

Whilst it can be frustrating to have to write slower than you would like to, it’s important to listen to your body and work within your limits. 

Writing can cause a lot of stress on the joints and muscles in your hand, so be sure to take breaks often to avoid becoming fatigued. 

4. Use assistive technology 

There is a host of technology available to us now that can replace the need for writing altogether; for example, using speech to text software, or a dictaphone. 

Of course, in some cases, the notes you record with your voice will also need to be recorded on paper or in a document on the computer. If this step is causing you concern, consider speaking to your colleagues to see if anyone in your team is available to help you type/write up your notes.

 

Document holder / writing slope 

Some office work might require you to work with printed documents on your desktop and documents or files on your computer simultaneously. 

Where this is the case, it’s really important that you get the positioning of your documents (and your monitor and keyboard) correct, as: 

• If the document is placed in front of the keyboard 

You’ll need to reach over it in order to type, which can lead to shoulder, neck and back pain over extended periods of time. 

• If the document is placed to one side of the keyboard 

You’ll be adjusting your posture often as you turn to look down at the document, and then return to working on your screen. 

 

Solutions

One solution might be to use a document holder. When selecting your document holder, be sure to look for one that’s large enough and strong enough to hold the documents you’re working with. 

When considering size, you’ll also need to make sure it can be placed within your workspace in a position that’s comfortable for you. 

In searching for the right document holder for you, consider those which will provide: 

1. A height-adjustable holder next to the screen for light papers, such as when you’re required to type minutes.
2. An inline holder for large documents (especially helpful if the documents are referred to a lot and are occasionally written on).  
3. An inline holder/writing slope for documents that are referred to often and written on. 

Whichever you opt for, your reading/writing slope or document holder should be adjustable in terms of angle and height.

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Using a laptop

Whilst having a laptop can be convenient, enabling you to work from home and reducing the need to write or carry around documents, it also presents a number of challenges and can encourage you into some bad habits. 

Broadly speaking, using a laptop can cause pain/discomfort due to: 

• Its weight 

If you’re on the move a lot for work and required to carry your laptop with you, it can add a lot of extra weight to your bag or briefcase. 

• Promoting poor posture 

Being entirely portable, laptops can encourage us to work in places and positions that are not ideal. If you work remotely, having a laptop as your main working device might lead you to adopt some negative habits, including working from your sofa, or perhaps heading out and working from a coffee shop (which won’t have a desk set up to suit your needs). 

It can also be tempting to work with your laptop on your knee, which will promote poor posture and cause discomfort and fatigue over time. 

• Causing poor hand posture 

Without a dedicated workspace set up for you to use your laptop, you may end up with poor hand/typing posture, which again will cause complications and discomfort over time. 

 

Solutions 

There are a number of solutions you can implement to make sure you can continue to use a laptop safely and without putting your joints under strain. 

1. Choose the right size 

When choosing your laptop, it’s important to strike the right balance between screen size and weight. Whilst lightweight is always preferable for those with arthritis, reduced weight can often mean reduced screen and keyboard size, which can make working more difficult. Sometimes opting for a laptop that’s slightly heavier, but offers larger screen size and a wider keyboard, might be the best choice. 

2. Invest in carrying equipment 

There are a number of options available for protecting your laptop and carrying it around. Some use a shoulder bag, others use a briefcase. Some use a rucksack, or even a small flight bag on wheels. Whichever option you choose, make sure your laptop is comfortable to carry, and remember the bag will need to have enough space for charging cables and additional hardware as well. 

3. Don’t neglect your posture 

Using a laptop unlocks the door to flexible working — both in terms of time and location. Whilst it can be tempting to work from anywhere at any time (on the sofa, on the train into work, etc.) you should take care not to neglect your posture. 

Try to work from a chair that provides you with ample support and allows you to keep your feet flat on the floor, and always consider the positioning of your back, neck, shoulders, elbows and wrists while working at your laptop.

4. Use additional hardware 

Poor posture when using a laptop can often be linked to the angle and height of the screen, as well as the positioning of the keyboard. As laptops combine the screen and the keyboard into one handy piece of hardware, it can often be difficult to get both correctly set up to suit your needs — when the screen is the right height, you might find that your laptop is positioned awkwardly, and vice versa. 

To combat this, try putting your laptop on a laptop stand (to correct the screen height) and using a separate keyboard and mouse (at desk level, to allow you to maintain good posture). 

5. Optimise your docking station 

It may be that your employer has supplied you with a docking station to use with your laptop when you’re in the workplace. These can be useful for helping you work more comfortably with your laptop, but be sure to speak with your manager if you find that the cables are difficult for you to plug in.

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Using a telephone

A lot of desk-based roles will require you to use a telephone. This can present a number of challenges, especially as using the telephone can often lead to a change in posture: 

• Lengthy or frequent phone calls 

Having to hold the telephone to your ear for long periods of time can lead to pain and discomfort in your hand, wrist and arm. It can also lead to fatigue.

• Multi-tasking 

You may often find that you need to use your computer while on the telephone. To do so, a lot of people might choose to rest the phone on the shoulder and hold it in place by tilting their head to one side, so they’re hands are free to type. 

This might be fine to do temporarily or every so often, but it’s important to recognise the impact this will have on your posture — doing this frequently or for long periods could lead to shoulder, back and neck pain. 

• Dialling 

If your condition affects the dexterity in your hands and fingers, you may find it difficult to dial telephone numbers on the keypad. 

• Difficulty hearing 

If you often find it difficult to hear the person on the other end of the line, you might be doing things subconsciously to try and remedy that, such as pressing the phone closer to your ear, holding your head to one side, or leaning closer to the base. All of these can affect your posture, put additional stress on your joints, and lead to pain or fatigue. 

 

Solutions 

There are a number of solutions you can use to make using the telephone easier and more comfortable. 

• Use a headset 

Using a headset can be really beneficial if you: 

• • Spend a lot of time on the phone 
  • Often have lengthy phone calls 
  • Find it difficult to hold a phone 
  • Need to use the computer while on the phone 

When looking for a headset, keep in mind that it will need to be compatible with the phone system you’re using. If you’re unsure about what to look out for, speak to your manager or a member of the IT team. 

You should also make sure that: 

• • The ear pieces are comfortable (and have replaceable covers) 
  • The headset isn’t too heavy 
  • The headset is compatible with your glasses or hearing aid 

Most suppliers will have options for wired and wireless headsets. It’s advisable to choose a wireless headset as this will help to keep your workspace clear and will provide more freedom and flexibility over your posture.

• Adjust the volume 

If you have difficulty hearing while using the telephone, speak to your employer about using a phone with an amplifier. Another option is to use a noise-cancelling headset. 

For more helpful advice and information on hearing loss, visit the RNID website. 

• Test the buttons

When searching for a new telephone, be sure to test out the buttons. A telephone with larger buttons may be the best option, and it’s important to check how difficult they are to press down, too. 

If you’re shopping online, dig into the reviews to see if anyone else has had any issues with dialling numbers or navigating the menu on the telephone. 

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