Ergonomics
Ergonomics is the applied science of equipment design for the workplace, intended to maximize productivity while reducing operator fatigue, injury, and discomfort. Ergonomics focuses on designing the job, equipment, and workplace to fit the worker (instead of forcing the worker to conform to the equipment or job). Proper ergonomic design is necessary to prevent repetitive strain injuries, which can develop over time and lead to long-term disability.
Spending hours staring at your screen and sitting uncomfortably can cause long-term musculoskeletal symptoms. Performing repetitive tasks or lifting heavy items repeatedly can also cause a strain on your legs, back, and neck. You may not feel it immediately, but if your posture is not corrected or your habits are not addressed, the compounding effect over several years can cause long-term health issues.
Practice good ergonomics to place less strain on your body and lower the risk of developing musculoskeletal symptoms. Improving the ergonomics of your workspaces, both at the office and at home, may also increase your productivity as an employee.
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Ergonomics for Remote Work
Many employees use computers for extended periods in the evenings, over the weekend, or even during the work week if they have a hybrid or remote schedule. Ergonomics may be one of the last things on an employee’s mind when shifting to remote work; however, working remotely does not negate the importance of proper ergonomics.
One of the keys to keeping any serious problems at bay is to monitor any pain or discomfort in the body and to address it as soon as it is noticed instead of waiting until it’s too late.
If an employee is struggling to create a well-equipped, ergonomic workstation, UTD Occupational Health & Safety can help. The document below is designed to give useful information on how to properly design an ergonomic remote workstation.
Proper Lifting Techniques
Follow these tips to avoid compressing the spinal discs or straining the lower back when lifting:
- Keep a wide base of support
- Your feet should be shoulder-width apart, with one foot slightly ahead of the other (“karate stance”)
- Squat down, bending at the hips and knees only
- If necessary, put one knee on the floor and your other knee in front of you, bent at a right angle (half-kneeling)
- Maintain good posture
- Look straight ahead and keep your back straight, chest out, and shoulders back. This helps keep your upper back straight while maintaining a slight arch in your lower back.
- Slowly lift by straightening your hips and knees (NOT YOUR BACK!)
- Keep your back straight, and don’t twist as you lift
- Hold the load as close to your body as possible
- Ideally, at the level of your belly button/navel
- Use your feet to change direction, taking small steps
- Lead with your hips as you change direction
- Keep your shoulders in line with your hips as you move
- Set down your load carefully, squatting with the knees and hips only
- Do not attempt to lift by bending forward
- Never lift a heavy object above shoulder level
- Avoid turning or twisting your body while lifting or holding a heavy object
- Never lift with your back!
Monitors
The computer monitor should be directly in front of the keyboard. The height should be such that the chin is parallel to the floor and the monitor is approximately arm’s length away from the user. If more than one monitor is used, ensure that they are positioned as closely together as possible so that the user does not have to twist their neck more than 30 degrees to view the far sides of either monitor.
To help prevent glare, the screen(s) should be tilted to a 90-degree angle with the overhead lights; in some cases, tilting the top of the screen forward slightly will help reduce glare even further (depending on the situation). Avoid positioning computer monitors where the user faces a window, as the bright light coming in from a window can create too much contrast with the computer screen and cause eye fatigue.
If an employee works from paper documents frequently, use a document holder instead of placing the document flat on the desk surface. The holder should be positioned at the same height and distance as the computer screen and as close to the monitor as possible. Placing a reference document on the desk and/or further away from the employee than the screen forces the eyes to refocus every time the document is referenced, which can cause eye fatigue.
The document below is designed to give useful information on how to self-evaluate a computer workstation to ensure proper ergonomics.
Input Devices
The keyboard should be positioned so that the hands can access the keys while holding the elbows naturally next to the body and the forearms parallel to the keyboard. The mouse and other input devices should be close to the keyboard to reduce excessive reaching and shoulder stress. The keyboard or chair should be adjusted so that the forearms, wrists, and hands are in a straight line (neutral position) while using the keyboard.
Ergonomic devices, such as a vertical mouse or “wavy” ergonomic keyboard, may allow more neutral positions than their traditional counterparts.
Other input devices, such as trackpads, numeric keypads, microphones, trackballs, joysticks, and more, should be positioned so the user has the most natural body positioning and does not require excessive reach or stretching to use.
For assistance with selecting or positioning input devices, contact the UTD Occupational Health & Safety team.
Posture
Proper posture should be maintained while working to reduce stress and strain on your body. Potential causes for musculoskeletal disorders are illustrated in the graphic on the left, which include overhead work, twisting and carrying loads, contact stress, and hand-arm vibration.
While seated, proper posture includes a 90-degree or greater angle at the hips and knees and the feet resting flat on the floor (or a footrest). The knee and hip angles should not stay fixed while seated. Employees should vary their seated posture periodically. The head and neck should be in an upright position. The shoulders should be relaxed and the elbows should hang naturally next to the body. Allow ample leg and knee clearance under the desk to maintain proper posture.
While conducting tasks that require standing, lifting, or other positions, be conscientious of maintaining as neutral a posture as possible. If the task requires awkward postures, poor shoulder or wrist positions, or other positions that place additional stress on the body, ensure that the employee rotates tasks so that they are not required to maintain awkward positioning throughout their entire shift.
The best way to alleviate the frequency of musculoskeletal disorders is to strike a good balance between occupational demands and staff capacity. Ideally, this is done by ergonomically changing workspaces to best suit each employee.
Are you interested in improving your posture and overall wellness, but don’t know where to start?
Chair yoga can help with many aspects of your wellness, including posture, balance, and circulation.
Contact OHSafety@utdallas.edu to learn more or schedule a chair yoga section for your department or group.
Chair
Your office chair should allow approximately three finger-widths of clearance behind the knees when you are seated against the backrest. The backrest should support the lower back; a lumbar pillow (or rolled blanket) can be used to provide adequate support. The chair adjustments should be utilized to achieve the proper ergonomic position.
Adjustable armrests on a chair are not mandatory, but the armrests of the chair should be at a height that will not force the employee to raise or lower their shoulders while resting their elbows on them. However, adjustable armrests are ideal, as they allow adjustments for any worker who sits in the chair. Armrests that are not only height adjustable, but width and depth adjustable, allow the user to make any tweaks needed to achieve a natural posture on the arms, shoulders, and elbows.
UTD has many resources on campus that can help you either adjust your current office chair or obtain a chair that will fit you best. For more information on furniture procurement, please visit UTD’s Furniture Procurement Process webpage. Below are documents that outline commonly recommended ergonomic items at UTD.
Microbreaks
Any time you work uninterrupted at the computer for long periods, take microbreaks (lasting two to three minutes) every 45 to 60 minutes. Studies have shown that changing tasks and postures periodically significantly reduces the number of complaints and symptoms of pain and discomfort associated with repetitive tasks such as computer work. The microbreak does not have to be a rest break, as the employee could just begin another task that does not require the same posture and position as typing does (i.e. virtual meeting, standing up, or speaking to a colleague).
Frequently Asked Questions
What is ergonomics?
Ergonomics is the applied science of equipment design, for the workplace, intended to maximize productivity while reducing operator fatigue, injury, and discomfort.
How do I request an ergonomics assessment?
Please fill out the Ergonomics Assessment Request online form to request an assessment. You can schedule a time convenient for you via our department’s Booking page.
Is the assessment free?
Yes! There is no cost to you to have an ergonomic assessment conducted.
What does the evaluator check for during the assessment?
During the assessment, the evaluator observes risk factors such as repetition, awkward postures, and equipment fit while working or studying. It would be best to work how you normally would when being assessed to offer accurate recommendations.
How long does the assessment take?
Assessments typically last 30 minutes but could take up to 60 minutes depending on the number of workspaces and tasks being assessed.
What happens after the assessment?
After the assessment, the assessed individual will receive the findings and potential product recommendations specific to reducing ergonomic risk factors.
Who is responsible for purchasing any recommended ergonomic items?
Ergonomic product recommendations are to be funded by the department of the assessed individual. Based on your departmental budget and other factors, procurement is not guaranteed and will be decided by the department. While UTD Occupational Health & Safety does not furnish ergonomic equipment, an ergonomic assessment will allow you to identify what beneficial changes can be made to an existing setup while providing professional recommendations about ergonomic equipment that may be presented to your supervisor or department head for consideration.
How many times can I sign up to have an ergonomic assessment done?
As many times as you would like!
Can I request an assessment even if I do not have any pain or discomfort?
Yes! It is always better to be proactive to prevent or mitigate any discomfort or pain you could potentially develop as a result of your workspace.
Recommendations & Resources
Desktop Setup Infographic
Ergonomic Office Chair Infographic
Proper Lifting Technique Infographic
