Computer Workstations

Introduction

Individuals who use computers for extended periods of time may experience eye fatigue and pain or discomfort in the hands, wrists, arms, shoulders, neck or back. Poor work habits, poor workstation design, or improper use of workstation components usually cause these symptoms. In most cases, corrective measures are relatively simple and inexpensive.
Scope and Application

Although the guidelines described in this program can benefit anyone who uses a computer, they are primarily intended for departments with individuals using desktop computers. Most of the guidelines will not apply to laptop computers, which are designed only for short-term use and cannot be sufficiently adjusted.
Program Description
Workstation Assessment

A survey of actual computer use will help supervisors determine which workstations and individuals should be targeted for further evaluation. Highest priority should be given to those individualswho experience symptoms and spend more than 2 hours per day at a computer. The workstation evaluation should be completed with the individual at the workstation following the ergonomic guidelines below.
Ergonomic Guidelines

The following guidelines are intended to help supervisors understand and reduce health risks associated with computer workstations. Since no two bodies are identical, different styles, models, and sizes of furniture and accessories may be needed. Because a wide variety of products are available to suit individual and departmental needs, no specific product recommendations are made here. Consult Procurement for the latest product information. The best results are usually achieved when the end user is involved in the selection process.

The work surface should be of sufficient area to accommodate the computer and all associated materials. There should be adequate space beneath this surface for the operator's legs and feet.

The keyboard and mouse should be directly in front of the operator at a height that favors a neutral posture (23 to 28 inches). Placement at the standard desk height of 30 inches is too high for most people. Raising the chair solves this problem for some individuals. However, an adjustable keyboard holder with mouse deck is usually the best solution. The objective is a posture with upper arms relaxed and wrists straight in line with the forearm. Wrist rests may also help and are built into most keyboard holders. For some people alternative keyboard and mouse designs may need to be considered. Consider split keyboards and track balls, touch pads, or other pointing devices.

The monitor should be positioned at a distance of approximately arm's length and directly in front of or slightly to one side of the operator. The top of the screen should be no higher than eye level. Stackable monitor blocks can be used to achieve the desired height. Adjustable monitor arms enable easy height adjustment for workstations with multiple users.

A well-designed chair will favorably affect posture, circulation, the amount of effort required to maintain good posture and the amount of strain on the back. An adjustable seat back is best for support in the lumbar region. The user should be able to adjust seat height and seat pan angle from a seated position. Armrests are optional.

Additional accessories can improve operator comfort. Document holders can minimize eye, neck, and shoulder strain by positioning the document close to the monitor. A footrest should be used whenever the feet cannot be placed firmly on the floor. Task lamps will illuminate source documents when room lighting is reduced.

Glare should be eliminated by reduction of room lighting; shielding windows with shades, curtains or blinds; positioning the terminal at a right angle to windows; and tilting the monitor to avoid reflection from overhead lighting. Glare screens are not normally necessary.
Roles and Responsibilities

If computer workstations are routinely used in your department's operations, the following division of responsibilities for assuring operator health and safety is recommended:
Department

Survey the workplace to identify individuals at risk.
Plan ahead for workstation improvement expenses (desks, chairs, computer accessories, etc.) in annual budgets.
Get approval from IT, if necessary.
Order needed workstation components.

Supervisor

Coach computer operators on work station adjustment, proper posture, and ways to release muscular tension.
Arrange workload to provide for alternative work breaks.
Be aware of and watch for signs and symptoms of injury.
Refer employees with injury symptoms to Human Resources, Benefits Office.
Request help from referral sources as needed.

MC-ES

Evaluate workstation ergonomics upon request.
Supply training aids or brochures upon request.

Individual

Adjust work station components to maintain a neutral posture.
Use accessories as recommended.
Change work procedures to reduce hazards.
Report work station and physical problems to supervisor promptly.

For More Information

In this program we have presented the prevailing recommendations for the design and use of an ergonomically correct computer workstation. A radically different placement of the monitor well below eye level is advocated by some experts and is used in several of IT's training locations here at the College. If you are designing a new workstation or redesigning an existing one, you may want to investigate alternative configurations. Remember, conventional ergonomics will not be right for everyone.

For this reason, we encourage you to search the Internet not only for useful products but for the latest research information. One website that provides a lot of information and links is http://rsi.unl.edu, dealing with computer related repetitive strain injury. The section on prevention addresses the ergonomic issues involved.

Although there are no federal regulations covering ergonomics, OSHA has developed an excellent advisory under its e-tools, Ergonomic Solutions Computer Workstations. Here you will find additional guidelines, many illustrations and a checklist for assessing your workstation.

A Computer Workstation Self-Audit Checklist also is available through MC-ES. The checklist and accompanying key (in Microsoft Word 6.0) may be downloaded and either printed as is or customized to meet the needs of the particular user. It is available from our Forms page.

Lastly, you may want to consult our "Safety Program - Ergonomics" for information on MSD (musculosketal disorders) hazards. The page includes exercises for releasing the muscular tension that develops from long periods at the keyboard.
Contacts

If you have questions, need help evaluating your computer workstation, or want handouts or other training aids, contact the Environmental Safety Office at (240)567-4308 or by e-mail.