Setting up an ergonomic workplace. Pain-free working practices for a permanently healthy back. medi. I feel better.

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1 Setting up an ergonomic workplace Pain-free working practices for a permanently healthy back medi. I feel better.

2 Setting up an ergonomic workplace Pain-free working practices for a permanently healthy back Prolonged sitting in front of the computer can damage the spine. People, who work in offices and spend most of their time concentrating on the screen, often suffer from back pain. In many cases, an incorrect sitting position or unsuitable office furniture and equipment can be the cause. A properly set up workplace, which optimally puts into practice all the various aspects of ergonomics will enable you to work more productively and keep your back pain permanently under control. Read in this ebook what is behind the term ergonomic workplace, how you can set up your workplace so you will have less back and neck pain, what dynamic sitting means, how you can recognise the ideal ergonomic office furniture and how you can take the strain off your back with practical tips and simple exercises to achieve a pain-free everyday working life. 2 medi ebook: Setting up an ergonomic workplace

3 Introduction: ergonomics at the workplace Many people at work spend most of their day sitting at their desk, frozen in a static position and hardly moving around at all. Over time this can lead to muscular tension in the back and neck and a vicious circle begins - of pain, postural guarding and then even more pain caused by more muscular tension. Arranging the workplace ergonomically makes a major contribution to ensuring a relaxed day at work. But what does that mean exactly? In brief, ergonomics at the workplace means adapting all the furniture and equipment to suit the person who uses it. In other words, an ergonomic workplace should be arranged in such a way that the furniture, the tools of the trade and the ambient conditions - such as lighting, room temperature etc. - protect the employees from damage to health. The term ergonomics is derived from the ancient Greek words ergon (work) and nomos (rule, law) and describes the science of conformity to the laws of nature for human and automated work 1. The crux is that members of staff feel comfortable in their workplace, suffer less stress and are free to move around. An ergonomic workplace is of importance for both employers and employees. 3 medi ebook: Setting up an ergonomic workplace

4 Finding a suitable chair People who work in offices often spend more than eight hours a day sitting in front of the computer and mostly in the same posture. This increases the load on the back and heightens the risk of suffering permanent harm to the spine. This explains why an office chair is so immensely important. The optimum chair must be individually adaptable, support the natural contours of the spine and protect against a faulty posture. The height of the seat of an ergonomic office chair should be infinitely variable and offer additional adjustment options for the back and armrests. Ideally, the seat tilt and seat depth should also be adjustable. The ideal office chair must also encourage users to move around and alter their posture. Office chairs with synchronous seating dynamics actively support dynamic sitting. This means that the sitting posture can vary dynamically between forwards and backwards. The backrest follows the spine during this movement. The pressure exerted by the backrest can be adjusted. New office chair models have ball and socket joints that also offer three-dimensional seating dynamics. This means that office workers are not only able to move backwards and forwards, but to the side as well. This movement while seated relieves the load on the back. The natural impulse to move is not hindered, but is actively encouraged. Furthermore, the ideal office chair should also have so-called seat-depth springing that gives the body a soft landing when the person sits down. 4 medi ebook: Setting up an ergonomic workplace

5 The optimum setting (seat height, depth, inclination) Adjust the chair so that the thigh and calf are at 90 to each other. The soles of the feet should be flat on the floor. When sitting, the thighs should be horizontal or slope gently downwards. The seat depth should be set in such a way that the back can lean against the backrest, while the hollows of the knees project at least four finger s breadth beyond the front edge of the seat. This ensures an adequate blood supply. The backrest should not be set too high or too low, but must project at least 20 centimetres above the seat, so that it can exert its supportive function. It is even better, if the backrest supports the spinal column up to the shoulder blades. The convexity of the backrest should ideally be at belt height to stabilise the lower back. To ensure adequate freedom of movement, the distance between the thighs and the table surface should be one hand width. You also need enough room to be able to roll around a little with the chair. If you use armrests, they should be set, so that the shoulder girdle is relaxed. The upper arms and forearms form an angle of about 90 or more. 5 medi ebook: Setting up an ergonomic workplace

6 Alternative seating Besides classic office chairs, there are a number of other seating alternatives that can prevent harm to the spine and the intervertebral discs. Saddle seats or swing chairs promote dynamic sitting by ensuring movement and thus strengthen the back. While these seats are good to use as a complement to conventional chairs, they do harbour the risk of incorrect loading. For this reason, they may only be used occasionally and cannot replace an ergonomic office chair completely. Saddle seats Saddle seats can strengthen the back and relieve loading of the intervertebral discs and spinal column. In contrast to conventional chairs, the angle between the upper body and thigh is not 90, but can be as much as 135. This means that you sit 20 to 30 centimetres higher than on a standard office chair. The result: an upright posture and better distribution of the body weight. Although saddle seats do have some drawbacks, they still find a use in the office as an occasional alternative to an ergonomic office chair. However, they will require a height-adjustable desk, because the table usually needs to be higher than a conventional desk. Swing chairs Swing chairs combine the comfort of an office chair with the health benefits of a stability ball. Thanks to their special construction, swing chairs support active sitting without the user losing his/her balance. However, sitting on swing stools requires a little practice. Saddle seats 6 medi ebook: Setting up an ergonomic workplace

7 Desks for sitting and standing One decisive feature of an ergonomic desk is the individual setting of its height. An adjustable table enables the user to change position more often and prevents postural problems, because it can be adjusted perfectly to the person s height. A height-adjustable desk also offers the option of working while standing or sitting. In both positions, the arms should lie horizontally on the desktop. This relaxes the shoulders and neck. Programmable heights that move the table automatically are practical. This does away with the need for fine adjustments each time the table is raised or lowered. Plenty of room for all activities The optimum desk is at least 80 centimetres deep and 160 centimetres wide. The required size depends on which office materials and equipment the employee actually needs. For example, if they use several screens they may well need a larger desktop. On the other hand, a smaller desk may be sufficient in exceptional cases. The table must also offer adequate legroom, so the height should only be adjusted once the chair has been set up ergonomically. Sufficient space should also be available for storing personal office materials and documents. The surface should prevent reflection. Plastic and wood surfaces are well suited. In the ideal case, the desk should have cable ducts to prevent tripping hazards. Standing improves communication Often underestimated: a raised desk improves communication between colleagues, because you can easily stand together with another person in front of the screen and talk about any problems much better than when one person is sitting in front of it and the other has to bend down. Furthermore, office staff who work standing are more likely to walk to a colleague to talk about something, because they don t have to get up out of their chair to do so. 7 medi ebook: Setting up an ergonomic workplace

8 Desktop and arrangement The desktop must be large enough to permit the working materials to be arranged flexibly. This means that the screen, keyboard, mouse or other utensils can be placed on any part of the desktop without protruding over the edge of the surface. It is best to arrange the working materials according to their frequency of use. Working materials that you use often should be placed as centrally as possible in your field of vision and within easy reach. Things you only use from time to time should be placed at the edge. Optimising the screen position The screen should stand where the employee can see it directly without having to constantly twist or bend. A swivel-type monitor arm ensures additional flexibility. This allows the user to position the monitor individually to suit his needs. The distance between the user and her monitor should be between 60 and 80 centimetres. The upper edge of the monitor should be at eye level or slightly below. This way, the user s gaze is directly slightly downward, the first line of text is considerably lower than the eyes. If you use two screens at the same time, it is best to use two of the same type and place them close together. The screen is correctly positioned when no reflections are possible. The direction of gaze runs parallel to the windows and the lighting. Direct light from the front or from behind should be avoided. 8 medi ebook: Setting up an ergonomic workplace

9 Ergonomic requirements on the keyboard Keyboards are part of the standard equipment for every office workplace these days. Those who write a lot reach up to 80,000 characters a day. As a result, the hands, fingers and arms are forced into a configuration that can lead to muscular tension and pain over time. An ergonomic keyboard adapts to the natural position of the hands and its special shape prevents a forced posture. As opposed to the classic, straight keyboard, an ergonomic keyboard is angled and slopes. The keys are arranged at an angle or are arched. A split ergonomic keyboard can also achieve positive health effects. There are also models with built-in mouse alternatives and keyboards with a separate number pad. Both variants avoid longer distances that can harm the back and the neck and shoulders in the long term. Keyboards with a touch pad can be operated with a single finger, so it is no longer necessary to reach for the mouse. A number pad that can be placed separately from the keyboard makes it possible to work with the mouse far closer to the keyboard. Keyboards with an integrated hand rest can take further stress off the wrists, because the hands are no longer bent downwards in a harmful, unhealthy position. Switching to an ergonomic keyboard requires a certain familiarisation period, but users generally become accustomed to it within a few days. One of the minimum requirements on an ergonomic keyboard is that it can be positioned separately from the screen. The keyboard should also be inclinable, whereby, according to the computer monitor working regulations, a slope of up to 15 is recommended. The fitted height, measured at the middle row of keys, must not exceed 30 millimetres. The keyboard should be robust and offer a sufficiently large area on which to rest the hands. It should also have a low reflection surface. The lettering on the keys must contrast sharply with the background. 9 medi ebook: Setting up an ergonomic workplace

10 The right mouse and mouse alternatives Use of a conventional mouse can lead to unnatural twisting of the hand. The consequences of this range from pain in the wrist and muscular tension in the whole arm to complete immobility of the hand. This is then called mouse arm or RSI. The use of an ergonomic mouse at the workplace is important to prevent overstrain of the muscles. Ergonomically designed mouse An ergonomically designed mouse is adapted to fit the hand as well as possible and allows comfortable, relaxed operation. Positioning the mouse as close to the keyboard as possible is recommended and reduces the external rotation of the arm. All the input devices, the keyboard as well, should normally be as close as possible to the body. A wireless mouse does not restrict the user s freedom of movement and makes it possible to use the whole desktop. There must also be good contact between the mouse and the mouse pad, so that the click movements are transferred quickly and precisely to the computer. Here an optical mouse has a clear advantage over a mouse with trackball technology. Ergonomically designed mouse Ergonomic special mouse A vertical mouse, joystick and stylus mouse pens are alternatives to the classic mouse. These ensure a more neutral position and, with it, less strain on the hand, arm and shoulder regions. When buying a mouse, it is important to know whether the user is left- or right handed. Because an ergonomically shaped mouse is suitable for one side only. Furthermore, users generally need a certain familiarisation period before they can use a vertical mouse, joystick or stylus mouse pens properly. Touch pad and trackball As a rule, notebooks have an integrated touch pad in the middle of the keyboard, which is operated by swiping fingers over its touch-sensitive surface. The closeness to the keyboard avoids external rotation of the arm. However, a touch pad should not be used on its own, because it also has ergonomic disadvantages. The hand has to be turned parallel to the touch surface and must be lifted up off it when it is not being used. The situation is similar with trackballs, in which the navigation is done by moving a ball. The use of an additional ergonomic mouse is recommended for longer periods of use. Vertical mouse 10 medi ebook: Setting up an ergonomic workplace

11 Special case: working with a notebook Some firms offer their employees a notebook to work on in addition to a stationary computer. These can be used on business trips or are convenient when working from home. But it must be remembered that the screen of a notebook is very small compared with a stationary monitor and the keyboard is positioned very close to the screen. This is not the ideal ergonomic situation. Thus everybody, who uses a notebook over a longer period of time and doesn t use it exclusively when out and about, needs additional equipment. Use an ergonomic notebook stand and an external keyboard and mouse as often as possible. Connect your notebook to a separate monitor. If this is not possible, make sure beforehand that the screen of your notebook is large enough. AGR seal of quality Campaign for Healthy Backs The German charitable society Campaign for Healthy Backs e. V. has minted a seal of quality for back-friendly products to help consumers get a clearer idea of what they should buy. The AGR seal of quality marks products for the office and everyday living, such as office furniture, special seating furniture and neck support pillows that have proved their back-friendly construction. An independent test jury with experts from various medical disciplines (doctors, orthopaedic specialists, sports scientists and physiotherapists) assesses the products. If the product does not fulfil the defined criteria, the jury specifies the necessary modifications. If the product passes the second test, it is finally given the AGR seal of quality. Any manufacturer who violates the award criteria is sanctioned. The German magazine ÖKOTEST assessed the AGR seal of quality as Very good and the information portal Label online, which is supported by the Federal Ministry of Justice and Consumer Protection, also considers it to be highly recommendable. 11 medi ebook: Setting up an ergonomic workplace

12 Dynamic sitting What exactly does dynamic sitting mean? In summary, dynamic sitting means moving while sitting. Sitting dynamically means the sitting position on the office chair changes often. Ideally the upper body is held straight and changes between three sitting positions: upright, leaning forward and leaning backwards. This constant weight shift, which is a form of natural exercise for the back muscles, reduces the risk of muscular tension and thus prevents back pain. Regular movement also promotes the circulation to the muscles and increases the supply of nutrients to the intervertebral discs. The continually changing position also ensures an adequate blood supply to the musculature. Four rules for ergonomic sitting: 1. Sit actively and dynamically. Avoid a static sitting posture. 2. Use all of the seat of your chair. 3. Sit upright and use the backrest. 4. Use your armrests to relieve tension on your shoulder girdle. 12 medi ebook: Setting up an ergonomic workplace

13 The office as a gym: exercises at the workplace Office staff can do exercises during the working hours to improve their general well-being and prevent back pain. These workouts do not take much time and they strengthen the back. 1st exercise Hold your hands out in front of your body, intertwine your fingers and turn your hands outward. Stretch your arms straight upwards and make your spine as long as possible. Then repeat the movement forwards and curl your spine up. Let your head droop slightly and stretch your intertwined hands horizontally away from your body. 13 medi ebook: Setting up an ergonomic workplace

14 2nd exercise Tilt your head to the right. Stretch your left arm slightly downward and turn your inclined head a little to the left. Hold this position for two to three breaths. Then repeat the movement on the other side. 14 medi ebook: Setting up an ergonomic workplace

15 3rd exercise Place your left hand on your right knee. Stretch your right arm backwards and twist your upper body around its own axis to the right. Turn your head around as well and look over your right shoulder. Then repeat the movement on the other side. You will find further effective back exercises here: 15 medi ebook: Setting up an ergonomic workplace

16 Practical tips for a symptom-free working day at the office These simple tips will help you get through the day at the office and prevent harmful effects on your back. Take plenty of short breaks of a few minutes each during working hours. During these breaks, stand up or stretch. Do something else if possible. From time to time, just gaze out of the window into the distance. Do not eat at your desk. Deliberately separate work time from breaks. Go for a short walk during your lunch break. Sit upright and avoid a rounded back. Stand up from time to time. Stick to the rule: spend 60% of your time sitting, 30% standing and 10% moving around. We recommend you spend 15 minutes every hour standing. Take the stairs, not the lift. Stand up or wander around when you re on the telephone. If you can, leave the office while you re on the phone and go for a short walk. Suggest to your colleagues that you sometimes hold your meetings standing up. This is not just good for the back, but it also promotes communication and the team spirit between colleagues. Leave the car at home now and again and cycle to the office. Get off the bus a stop earlier and walk the rest of the way to work on foot. Alternatively, you can stand on public transport instead of sitting. Create a noise-free work environment. If this is not possible, shield yourself from your surroundings with earphones. Some employers also offer so-called silent rooms for concentrated work. Use this offer. Give yourself a firm foundation: a hearty breakfast gets the body moving and a light lunch prevents digestion coma, i.e. tiredness after a heavy meal. Drink plenty: drinking a lot is not only good for quenching thirst, it s also healthy. Use a smart wristband to motivate yourself and better monitor your activity. In the evening, you can check how much you moved around during the day and set yourself a reminder to have a break and walk around at regular intervals. 16 medi ebook: Setting up an ergonomic workplace

17 Summary Back pain can be averted before it even begins, if the office furniture and equipment obey ergonomic principles. Ergonomic furnishing and hardware make a major contribution to preventing postural problems and relaxing tense back and neck muscles. Talk to your employer about the benefits of dynamic sitting and ergonomic office furniture and equipment. With this ebook, you have all the important arguments at hand. But please remember that you too can contribute a lot to having a healthy back. Follow the practical tips for a symptom-free everyday working life and you will soon become aware of positive changes. Take time out occasionally for a small workout too. It is not always easy to overcome your inner couch potato but your back will thank you for it. Useful links: References 1 Ergonomics, Further information: medi UK Ltd. Plough Lane Hereford HR4 0EL enquiries@mediuk.co.uk Tel: Fax: Please note our disclaimer at 17 medi ebook: Setting up an ergonomic workplace