Quick Links:

• Physically Friendly Workplace
• Take a Break and Stretch!
• Healthy Computing
• Smathers Libraries Ergonomics Guidelines
• Library Human Resources
  Home Page
• Staff Development and
  Training Home Page

Library » Human Resources » Training » Office Ergonomics

Office Ergonomics

What is Ergonomics?

Ergonomics is defined as the science of fitting the worker to their job.  If there is a mismatch between the physical capacity of the worker and the requirements of the job, a number of problems can arise.  Chief among these are work-related musculoskeletal disorders (WMSDs).  Workers who carry out tasks utilizing repetitive motion, perform tasks in awkward positions, utilize a great deal of force in the course of the work day, or who must repeatedly lift heavy objects are those individuals that are most at risk for developing WMSDs.

University of Florida Office Ergonomics*

Common problems affecting hands, arms and shoulders:

Desk top keyboard. Using a keyboard on a desk is common for many computer users. In this position it is difficult to maintain the wrist in a neutral position. The forearms sag as they tire and put the wrists into greater extension. The arm weight may then be supported on the sharp edge of the desk. Many desktop keyboard users have to work with their elbows flexed; this can compress nerves at the elbow and restrict blood flow to the hands. Working with the forearms sloping up increase muscle loads in the upper arms, shoulders, and neck. Working in this position for extended periods often leads to muscle fatigue.

Conventional keyboard tray: Using a conventional keyboard tray can increase postural problems for users. Working with the keyboard steeply angled makes it difficult to maintain the wrist is in a neutral posture. The forearms sag as they tire and greater strain is placed on the wrists.

Desktop mouse: Repeated or prolonged over-reaching for a mouse can place strain on the shoulder. This frequently happens when a conventional keyboard tray is used without a mouse tray. The keyboard tray requires that one sit farther back from the work surface~ this requires one to lift their arm up and out to use the mouse.

Tips to create a comfortable and ergonomically sound workstation:

Arrange your equipment so that you can work with a natural and relaxed posture. Place frequently used tools (e.g., phone, document holder, mouse, dictionary, etc.) within easy reach. One should arrange the work area to avoid frequent twisting or reaching. The work posture for computer use thought to best reduce ergonomic stresses is achieved when the keyboard and mouse are below seated elbow height and the keyboard base is gently sloped away from the user. This allows the hands to remain in a neutral posture during typing.
In this position the arms, shoulders, neck and back can relax, especially
during brief rest pauses. The feet should rest firmly upon the floor .

Adjust your chair first. Your chair should be adjustable and stable. I! should provide good support of the lower back. Play with your chair and learn all the features that allow adjustment.

• Adjust the height of the chair so that your feet are firmly on the floor. Extend your lower legs slightly forward so that the angle between your thighs and lower legs is 90 degrees or more. Your chair height should result in your weight distributed evenly over the full seat surface. Be sure that you have enough space between the top of your thighs and the underside of your workstation.
• Keep your body in a relaxed yet upright position. Use the entire seat and backrest to support your body. The backrest of your chair should support the inward curve of your lower back. Adjust the backrest slightly backwards. The angle formed by your thighs and back should be 90 degrees or more.
• The arm supports should support the forearms comfortably while typing. Adjust the height of the armrests or forearm supports so that when your arms are resting on them your shoulders can relax.

 Next adjust your Keyboard and Mouse. The goal is to have the hands and wrists remain in a neutral posture during typing and prevent over-reaching when using the mouse.

• Place the keyboard and pointing device (e.g., mouse, trackball, etc.) directly in front and close to you.
• Adjust the keyboard as low as possible without resting it on your legs. Your shoulders should not be elevated during keyboard use. Adjust the slope of the keyboard so that your wrists are straight and relaxed. They should not be bent back while typing. This may require that the keyboard be sloped slightly away from you. If you use a mouse, place it at the same height as the keyboard and right next to it. Grasp the mouse lightly and loosely and keep your wrists straight.
• In general, your elbows should be near your body and your forearms approximately parallel to the floor. If you do not have armrests, your upper arms should hang comfortably at your sides.
• Type with your hands and wrists floating above the keyboard. Use a wrist pad only to rest your wrists between typing. A void resting your wrist on sharp edges.
• Avoid twisting your wrists sideways to press hard-to-reach keys. Instead, move your whole arm. Keep from bending your wrists, hands, or fingers sideways. Press the keys gently; do not bang them. Keep your shoulders, arms, hands, and fingers relaxed.

• Adjust the monitor height so that the top of the screen is at or slightly below eye level. Your eyes should look slightly downward when viewing the middle of the screen. The monitor should be approximately an arm length away.
• Position whatever you are looking at most of the time (either the monitor or source documents) directly in front of you. U se a document holder placed next to the monitor if you frequently refer to source documents. A slantboard may be appropriate if you must make notes on the papers you work with.
• Place the monitor at right angles to windows or other bright light sources to minimize glare and reflections. Tilt the monitor so the top slightly overhangs the bottom to reduce ceiling light reflection on your screen. If reflected light still makes it hard for you to see your screen, try an anti-glare filter.
• Rest your eyes periodically by focusing on an object at least 20 feet away. Blink often.
• Adjust the monitor's brightness and contrast controls to enhance readability. Clean your monitor regularly. Use a lint-free, non-abrasive cloth and a non-alcohol, neutral, non-abrasive cleaning solution or glass cleaner to minimize dust.

*Prepared by UF Environmental Health and Safety, portions of this document adapted from the University of California,
Berkeley Ergo Tips and Cornell Ergonomics Web. For more information or assistance with ergonomics issues at the
University of Florida please can 352-392-1591