How to set up your workstation The aim of this guidance document is to provide you with the necessary information to correctly set up your workstation, that everything is positioned and adjusted and if you find a problem see if you can fix it yourself by making simple adjustments. What is a workstation? A workstation comprises of all the computer equipment of keyboard, monitor, mouse and also includes chair and additional office equipment such as telephone filing trays etc. The immediate environment around your working area is also part of your workstation. If you do not set up your workstation correctly for you it can cause long term problems with your arms, shoulders or back. The correct setup might not feel right straight away, however by adopting correct posture, layout of equipment etc can minimise the risks to your health later. Step by step guide to setting up your workstation It is important that you make necessary adjustments each time you use the computer if you are sharing a workstation (hot desking). A workstation should be located ideally to avoid glare or bright reflections on the monitor. This is easiest if neither you or the screen is directly facing windows or bright lights and that curtains or blinds are fitted and used to prevent unwanted light. 1. Firstly adjust your chair height so that when you put your fingers on the middle row of the keyboard your forearms and hands are horizontal with your elbows vertically under your shoulders and no angle at your wrist. You should sit with your back straight and your feet should be flat on the floor, if they are not then you may benefit from a foot rest. Your knees should be level or slightly lower than your hips. Adjust the backrest height so that it supports the lower back (at belt level). 2. Adjust the height of your monitor so that you are looking horizontally and not down at it, generally this means that the top of the screen is at eye level. Many people have their monitor too low which can cause problems to the back of the neck. If your monitor does not have height adjustment, the monitor can be raised by placing on a riser stand. Check the distance of your monitor it should be between 50‐60 cm away so that the muscles that focus your eyes do not have to work too hard. Also your monitor should be directly in front of you so that you avoid twisting. 3. Adjust your keyboard for a good keying position it should be positioned away from the edge of the desk allowing enough space to rest your hands and wrists in front of the keyboard. Your mouse or trackball should be placed as close to your keyboard as possible so that you do not have to use your mouse arm stretched. 4. Position any additional equipment on your desk e.g. telephones, paper trays, reference material in accessible places and try to avoid reaching and twisting. If you often refer to documents whilst typing you may find a document holder of benefit. This should be positioned at the same height and distance as your monitor. 5. It is important that you build into your day either breaks or changes of activity, a mix of screen and non screen work. If long spells in the same position are unavoidable, then deliberate exercises can help to avoid discomfort and fatigue. You should take the breaks before you feel fatigue as the aim is to use breaks to avoid fatigue not to recover from it. It is recommended to take short regular breaks of 1‐2 minutes every 20 minutes and take extended breaks as necessary. Injury prevention analysis: The following information outlines common areas where aches and pains that can be experienced by DSE users and recommends actions to alleviate the symptoms. Many aches and pains can be relieved by changing your posture or work patterns.  Back of neck: Often caused by looking down at your documents or keyboard. What you can try is to use a document holder, improve keyboard skills or check monitor height.  Side of neck: Looking to one side can cause this problem. What you can try is to locate documents and screen directly in front of you.  Top of shoulders, outside or front of the shoulders: Pains in these areas can be caused by the fact that the keyboard is too high or arms are unsupported. What you can try is to raise chair, use footrest, rest palms on front of desk, or reduce desk height (if adjustable).  Lower back: This is brought about by inadequate lumbar support. What you can try is to adjust backrest height and angle to give firm support, remove arms from chair, and remove any obstructions under desk (e.g. drawers).  Upper back: Problems in this area is caused by twisted posture. What you can try to do sit straight on, locate documents, screen and keyboard in front of you.  Right arm, wrist or shoulder: This can be caused by having an arm outstretched and unsupported. What you can try is to move the mouse closer, use single surface desk, use keyboard or mouse wrist rest.  Left arm, shoulder or neck: This can be caused by reaching for the telephone or cradling the telephone on shoulder. What you can try to elevate this is to bring the phone closer or use a headset.  Leg discomfort, swollen feet: This problem arises from the underside of thighs being compressed against the chair seat. What you can try is to use a footrest or reduce desk and chair height.  Headaches: Caused by one or a combination of the following; poor posture, visual problems, noise, stress, glare and high workload. What you can try to do is rearrange work area, install a screen filter, close blinds, shut door, vary tasks, take regular breaks, smooth out work flow, reduce time on computer and have an eye test.  Eye fatigue, temporary short sightedness: This could be caused by visual problems, screen too close, poor image quality or glare and screen reflections. What you can try that will help you with this is rearrange work area, screen filter, close blinds, vary tasks, take regular breaks and have an eye test. Still have a problem? Talk to your Line Manager, who can arrange for a DSE assessment and if necessary a referral to The University Occupational Health Service.