Are you sitting comfortably? Avoiding aches and strains when using IT

More and more people are finding that computers are part of their working lives. Yet they can lead to injuries, strains and irritations. Fortunately, you can take some simple precautions that will help to prevent these, as Sally Whittle explains.

Are you sitting comfortably? If not, you are certainly not alone. Research has found that one in three knowledge workers have taken time off work because of aches and pains. If you regularly use a computer at work, it pays to consider whether your working environment is good for your health.

Good practice makes good sense

A poorly organised workstation or a chair that doesn't provide adequate support could lead to painful conditions such as repetitive strain injury (RSI) or carpal tunnel syndome. Other common side-effects include shoulder stiffness, back ache and eye strain.

Creating a safe environment makes good business sense too. The cost of RSI to UK businesses is now more than £300 million every year. Managers also have a legal duty of care to their workers and must take appropriate steps to identify and address any health risks in the workplace, including poor workstation design or working habits.

“Very small changes can have hugely beneficial effects.” The good news is that ergonomics research clearly points out how employers and employees alike can make changes to ensure they are using technology safely, comfortably and effectively.

Indeed, very small changes can have hugely beneficial effects. Your employer may already have policies on workstation design and working habits that you should take note of. If they don’t - or if it’s a while since your last ergonomic assessment and you want to check your own habits - here are ten quick ways to improve your ergonomic safety:

1. Correct your keyboard position: When using your keyboard ensure your forearms are parallel to your thighs as this improves blood flow in your hands and arms and reduces the risk of muscle strain. Make sure the keyboard is centred on your desk so you use it facing directly forwards. If possible, learn to touch type as this puts less strain on your hands and, if you do a lot of typing, consider an ergonomic keyboard as these include gel supports for your wrists.

2. Choose an appropriate chair: Adjust your chair so that you’re in a slightly reclined position. This reduces lumbar pressure (strain on your lower back). A lumbar support can provide additional make you more comfortable and if your chair is made of wood or plastic, consider using a cushion – this will ensure that your weight is evenly distributed. Regularly change position to relieve pressure on muscle groups.

3. Remember your feet and legs: Shuffle slightly so that the backs of your knees aren't resting directly on the edge of your seat (you should be able to fit a closed fist between your knee and the edge of your seat) as this will reduce pressure on the nerves there. Sit at a height at which your arms and thighs are parallel. This may mean that your feet do not rest flat on the floor, if so, ask for a foot rest or height-adjustable desk. Try not to tuck your feet under your chair, as this reduces circulation and increases tension in the knees.

4. Don't strain to read documents: If your work involves transcribing information from paper, don't read from paper lying on your desk as this increases neck strain. Instead, use a vertical document holder that can be positioned at a comfortable height.

5. Relax your arms: Don't rest your arms on your chair's arm rests while you are typing. This creates pressure points and increases the risk of poor posture. Check the position of your keyboard by relaxing your arms at your sides and then bending your arms at the elbows. You should be able to reach your keyboard without moving your arms forward - if you can't, your keyboard is too far away and you're risking shoulder and arm strain. When using a mouse, your wrist should be straight and movement should come from the elbow. Rest your finger on the mouse button rather than hovering above it - which is a major risk factor for RSI and carpal tunnel syndrome.

6. Take care when using your telephone: Don't cradle the phone in the crook of your neck, as this is likely to cause problems by compressing the nerves in your neck and shoulder. Instead, hold the phone to your ear while sitting upright. Better yet, try and get a wireless or telephone headset if you make a lot of telephone calls.

7. Reduce the risk of eye strain: Position your monitor so it isn't too far away and be careful of reflected light - glare that makes you squint will lead to eye strain. Ambient office lighting should be glare-free and fluorescent lighting should be checked regularly to ensure that it doesn’t flicker. If you need additional lighting, use low-glare bulbs that won't cause reflections and don’t let them shine onto your monitor screen.
“If you put your arms out to the side and bring them together in front of you, you'll cover what's known as your 'comfort reach zone'. The things you use most often in your work should be within this space.”
8. Take regular breaks: Every 30 minutes, take a break from your computer – stand up and stretch. Changing activities regularly reduces the risk of stress, eyestrain, headaches and other aches and pains.

9. Sort out office and desktop clutter: Remove obstacles from under your desk to ensure you have space to sit comfortably. Make sure that items stored on shelves are at appropriate heights, so that heavier items can be retrieved from between waist and shoulder height. This minimises the risk of back strains.

10. Don't over-stretch: If you put your arms out to the side and bring them together in front of you, you'll cover what's known as your 'comfort reach zone'. The things you use most often in your work should be within this space so you don't have to constantly stretch or change your posture to work effectively.