Workstation setup

The following five aspects (the 5 W's) are vital to prevent work-related RSI:

Work

Create a balanced task load with sufficient variation over the day and sufficient individual organizational opportunities. A broad and diverse job has the following characteristics:

• implemental duties as well as work preparation and support
• varying difficulty levels
• independence in the choice of work order, work pace or work method
• contact possibilities with colleagues and/or third parties.

Working hours

Provide regular natural breaks and limit the total number of computer work hours per day to a maximum of six. Natural breaks are the result of varied work that includes non-computer-based tasks. Varying and/or pausing from computer work is vital in order to prevent RSI-related symptoms. The lack of physical exercise that results from computer work can be remedied. Three levels of breaks are possible:

• very brief pauses at the workstation (a few seconds up to several minutes)
• planned short breaks when the workstation is left and/or activities are performed elsewhere (5 to 10 minutes)
• limiting the duration of the work (in hours).

Work pressure

Prevent peaks in work pressure by anticipating expected periods of high work pressure. The best way to deal with high work pressure is by providing employees with sufficient organizational opportunities. Although work pressure is an objective invariable, it is partly subjective in nature. Is it caused by the relationships with colleagues and managers, by the employee’s character (assertiveness), by the task (deadlines) or by the coordination of the employee’s capabilities and the task requirements (need for training)? Each cause requires a different approach.  

Way of working

Ensure that the work is performed in the least burdening way possible. To this end employees must be provided with sufficient information about how to use the work place optimally and how to respond in a relaxed manner to work pressure.  

Workstation

Provide ergonomically sound workstations, including matters such as lighting and climate. Keep the location of the monitor in mind when setting up a workstation. Monitors must be placed in such a way that reflections on the screen or large differences in contrast are prevented as far as possible. To this end, the desk should ideally be placed at right angles to the window, in other words, parallel to the incoming daylight and preferably at a distance of one metre from the window. It is also important to take into account the direction of direct sunlight at different times of the day. If this is not possible, for example due to a lack of space or if the daylight still causes nuisance, shading (for example vertical blinds) must be installed.  University staff can online test their workstation here.

Chair

A properly adjusted chair can reduce the burden on the lower back and neck. To this end, the chair must provide sufficient support to your body and be adjustable to your working posture. Only then are the natural curves in your back retained to the extent possible and can you take up your ideal working position.

Seat height

The seat height depends on the length of your lower legs and the height of your shoes. A seat that is installed too high can result in excessive pressure on your thighs, which may result in pinched nerves and veins and cold feet, fatigue and pins and needles in your legs. The angle between the lower leg and the upper leg must be 90 degrees.

Backrest

If you use your backrest correctly, your back muscles are allowed to be less active and will thus be able to sustain the activity longer. The hollow of your lower back (the loins) needs the most support in order to maintain the natural curvature of the back. The seat and the backrest must be at an angle of 90 degrees. If the backrest is tilted backwards, you will constantly need to apply force to prevent yourself from sliding off the chair. The seat depth is usually adjustable too. Your seat depth is correct when you can place a fist between the seat and the back of your knee. Last but not least, you also need enough room for your buttocks; therefore, there must always be some space between the backrest and the seat.

Armrests

Armrests are important to reduce the pressure on your shoulders and spine. If the armrests are too long they may hinder you in performing your work. Adjust them so that your upper arms are relaxed and resting on the armrest at right angles with your forearms.  

Desk

Your work posture is to a great degree determined by the combination of your desk and your chair. If your desktop is too low, you will tend to lean forward. This will result in a bent working posture and too much pressure on the back and shoulder muscles. A desk that is too high may cause shoulder problems. Two types of desktops are distinguished when working with a computer:

• a desktop for reading and writing activities
• a desktop for computer work