Office Ergonomics: Important Considerations for Office Workstations – Part Two

Last month we started a conversation about building an ergonomic workstation. We discussed simple, albeit important, considerations for customizing one’s chair, computer monitor, and keyboard position. We also highlighted the importance of using a footrest under certain circumstances. While these adjustments often produce significant improvements for desk workers, there are several other ergonomic considerations worth discussing. In this month’s post, we’ll address other common pitfalls and how to avoid them.

Ergonomic Concerns Around Using a Laptop for Prolonged Periods

In an era where remote work and digital nomadism are becoming increasingly common, laptops have become indispensable tools for professionals across a variety of fields. Despite their convenience and portability, laptops pose significant ergonomic challenges when used for prolonged periods. Laptops are designed with portability in mind, which often comes at the expense of ergonomic considerations. Unlike desktop computers, where the monitor, keyboard, and mouse can be positioned separately for optimal ergonomic alignment, a laptop’s screen and keyboard are fixed in close proximity. This inherent design flaw forces users to compromise their working posture, leading to several postural issues. One of the most common ergonomic concerns with prolonged laptop use is increased stress to neck and shoulder structures. When a laptop is placed on a typical desk, the screen is usually too low, causing users to hunch forward and look down. This posture, when sustained for weeks, months, or years can have significant implications. A range of diagnoses from cervical spondylosis, headaches, shoulder impingement and more can be directly related to poor ergonomics. Furthermore, the integrated keyboard and touchpad of a laptop also present ergonomic challenges. The compact design often forces users to adopt awkward wrist and hand positions. Prolonged typing on a laptop keyboard can lead to excessive stress through wrist and elbow structures.

Strategies to Minimize Risks Associated with a using a Laptop

The best strategy: leverage external peripherals such as a keyboard, mouse, and monitor. An external keyboard and mouse allow users to position their hands and wrists more comfortably, reducing the risk of sprains/strain. An external monitor can be placed at eye level, reducing the need to hunch forward and look down, significantly reducing stress to neck and shoulder structures. Obviously, there are times when working from a laptop is necessary (many workers travel and need the portability of their laptop to accommodate their work demands). That said, having a primary office space that leverages external peripherals can minimize the day to day stresses applied to musculoskeletal structures, and allow for symptom-free, productive work when the worker must occasionally work from a laptop.

Another strategy to minimize risk is to incorporate regular breaks. While we’ll discuss “ergo breaks” in further detail in the paragraphs ahead, a simple consideration when using a laptop (or any computer) is to apply the 20-20-20 rule. In short, every 20 minutes, take a 20-second break to look at something 20 feet away. This helps to reduce eye strain and allows the eye muscles to relax. It also allows the eyes a chance to blink more (working from screens results in an approximate 66% reduction in blinking), therefore improving moisture and delaying eye fatigue. Additionally, this brief break allows for a quick postural “reset.”

Ergonomic concerns around Prolonged Phone Use

Phone usage, especially when prolonged, can lead to poor posture and discomfort. The biggest concern typically involves increased stress to the cervical spine. We’ve all seen the office worker resting their phone between their ear and shoulder while talking and typing. While this many not be an issue if performed for 5-10 minutes of a day, if this approach is implemented all day, musculoskeletal injury is likely. For those spending large amounts of time on the phone, a headset is a must. Not only does this allow the worker to be “hands free” (allowing them access to multitask on a computer while talking), but it ensures that the worker’s neck is kept in a neutral position as they work. Another consideration around phone usage is phone placement. For those answering a physical phone regularly throughout the day, it’s very useful to position the phone within the primary reach zone. That is to say, the phone can be easily reached from the workers chair while maintaining a bent elbow.

Ergo Breaks

What are Ergo Breaks? Short breaks taken at regular intervals to rest and stretch your muscles. These breaks do not need to be long, 20-30 seconds every 30 minutes or so. There is no “one size fits all” program. Rather, think about what you do during the 30 minutes of work and attempt to do the opposite. For those who sit at their desk typing for prolonged periods, an appropriate ergo break may involve standing up while reaching both arms overhead. Perhaps this is mixed in with a quick, gentle neck stretch. There are a variety of programs and ideas available online, but for those in need of a specific program, physical and occupational therapists are most qualified to build customized routines.

Why focus on Ergonomics?

We’ve spent a lot of time over the past 2 months discussing opportunities to improve worker health by leveraging ergonomics. Why the emphasis? Because employees and employers who prioritize ergonomics can expect to see:

• Enhanced Productivity: A well-designed ergonomic workspace can significantly boost productivity. When you’re comfortable and free from pain, you can focus better and work more efficiently. Reduced discomfort leads to fewer breaks and interruptions, allowing for sustained periods of high-quality work. Research indicates productivity, on average, increases by 66% when ergonomic investments are made.
• Improved Health: Ergonomics plays a crucial role in preventing musculoskeletal disorders, which are common in office environments. By reducing the risk of repetitive strain injuries, back pain, and other issues, an ergonomic setup promotes long-term health and well-being.
• Cost Savings: Investing in ergonomic equipment and practices can lead to substantial cost savings in the long run. Reduced absenteeism due to health issues and lower healthcare costs for treating work-related injuries are significant financial benefits for both employees and employers. In fact, research has suggested anywhere from a 2:1 to 10:1 return on investment for employers investing in ergonomic programs; meaning that for every dollar spent, there is a 2 to 10 dollar benefit derived.
• Employee Satisfaction: An ergonomic workspace shows that employers care about their employees’ well-being. This can lead to higher job satisfaction, lower turnover rates, and a more positive work environment.

To learn more about how Upstream Rehabilitation and our family of brands can assist with Workers’ Compensation, and how physical therapy plays an effective role in helping injured workers return to work, contact our Workers’ Compensation team today!

Resources

1. American Academy of Opththalmology. (2024). Computers, Digital Devices and Eye Strain. https://www.aao.org/eye-health/tips-prevention/computer-usage
2. University of Iowa Health Care. (2024). Computer vision syndrome. https://uihc.org/health-topics/computer-vision-syndrome
3. Mayo Clinic. (2023). Office Ergonomics: Your How-To Guide. mayoclinic.org
4. Occupational Safety and Health Administration (OSHA). (2023). Ergonomics. osha.gov
5. Occupational Safety and Health Administration (OSHA). (2023) https://www.safetymanualosha.com/ergonomic-breaks-rest-periods-and-stretches/
6. UC Berkeley – School of Public Health. The Economics of Ergonomics. (2021).  https://www.coeh.berkeley.edu/the-economics-of-ergonomics