Workstation ChecklistHealthshare Information for Guided Patient Management

Index

Introduction 2

Common problems when using a computer 2

Checklist

1. Display screens 3

2. Keyboards 4

3. Mouse or trackball 5

4. Software 6

5. Furniture 6

6. Environment 8

What should I do to avoid problems at work? 9

Avoiding eye strain & headaches 9

Exercises 9

Keyboard and mouse use 10

Contact us 13

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Relationships with work colleagues, particularly with the management team, can also affect how we think and feelabout the problem and can add to the musculoskeletal pain. The most commonly reported issues are high workdemand, time pressure and poor job satisfaction.

Neck, back and shoulder pain are the most common problems reported among computer users with wrist, forearmand finger pain also seen as well as headaches due to eye strain.

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IntroductionHealthshare is committed to improving your health and wellbeing. This information leaflet is produced by healthprofessionals who are expert in improving musculoskeletal conditions. The information is based on the latest availableevidence from research in the field. If you are not sure of any of the given information, please contact our physiotherapyhelpline for further information.

Common problems when using a computerMusculoskeletal problems in computer users are common due to:• Prolonged, stationary, low-level muscle work.• Prolonged sitting, sometimes in awkward positions.• Over-use of some joints and muscles.• Poor work-station set up.• Eye strain.

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The Checklist below is suitable for anyone to use to help reduce the risk of these problems at work. It is in line withthe Health and Safety (Display Screen Equipment) Regulations. We recommend that you work through the questionsabout your current workstation: “YES” answers require no further action; “NO” answers may need some attention tochange the way you are currently using your computer. You can record your suggestions in the 'Action to Take' column.This form also suggests different ways of reducing the risks. Remember that the checklist only covers the workstationand work environment. You may also need to think about risks from other aspects of your work.

Problems to look for YES N0

Are the characters clearand readable?

Make sure the screen is clean and thatcleaning materials are available.

Check that the text and backgroundcolours work well together.

Ways of reducing risk Action to take

Is the text sizecomfortable to read?

Software settings may need adjustingto change text size.

Is the image stable, i.e.free of flicker and jitter?

Try using different screen colours toreduce flicker, eg. darker backgroundand lighter text. lf the problems stillexist, get the set-up checked by theequipment supplier.

Is the screen’sspecification suitable forits intended use?

For example, intensive graphic workor work requiring fine attention tosmall details may require large displayscreens.

Are the brightness and/orcontrast adjustable?

Separate adjustment controls are notessential provided the user can readthe screen easily at all times.

Does the screen swiveland tilt?

Swivel and tilt may not be built in; youcan add a swivel and tilt mechanism.However, you may need to replacethe screen if:• swivel/tilt is absent or unsatisfactory;• your work is intensive; and/or• you have problems getting the

screen to a comfortable position.

Health

and Safety

Health

and Safety

1. Display screens

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Problems to look for YES N0

Is the screen free fromglare and reflections?

Use a mirror placed in front of thescreen to check where reflections arecoming from.

You might need to move the screenor even the desk and/or shield thescreen from the source of reflections.Screens that use dark characters ona light background are less prone toglare and reflections.

Ways of reducing risk Action to take

Are adjustable windowcoverings provided in anadequate condition?

Check that blinds work. Blinds withvertical slats can be more suitablethan horizontal ones.

lf these measures do not work,consider anti-glare screen filters as alast resort and seek specialist help.

Is the keyboard separatefrom the screen?

This is a requirement, unless the taskmakes it impracticable (eg. wherethere is a need to use a portablecomputer).

2. Keyboards

1. Display screens/contd.

Does the keyboard tilt? Tilt may not be built in but may beadded as an extra component.

Is it possible to find acomfortable keyingposition?

Try pushing the display screen furtherback to create more room for thekeyboard, hands and wrists.

Users of thick, raised keyboards mayneed a wrist rest.

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Problems to look for YES N0

Does the user have goodkeyboard technique?

Training can help to prevent:• Hands bent up at the wrist;• Hitting the keys too hard;• Overstretching the fingers.

Ways of reducing risk Action to take

Are the characters on thekeys easily readable?

Keyboards should be kept clean. lfcharacters still can't be read, thekeyboard may need modifying orreplacing.

Use a keyboard with a matt finish toreduce glare and/or reflection.

Is the device suitable forthe tasks it is used for?

If you are having problems, try adifferent device. The mouse andtrackball are general-purpose devicessuitable for many tasks, and availablein a variety of shapes and sizes.

Alternative devices like touch screensmay be better for some tasks (but canbe worse for others).

3. Mouse, trackball etc.

2. Keyboards/contd.

Is the device positionedclose to you?

Most devices are best placed as closeas possible, eg. right beside thekeyboard.

Try :• To prevent over-reaching;• Not to leave your hand on the

device when it is not being used;• To keep a relaxed arm and straight

wrist.

Is there support for yourwrist and forearm?

Support could be from the desksurface or the arm of a chair. If not, aseparate supporting device may help.

You should be able to find acomfortable working position withthe device.

Does the device worksmoothly at a speed thatsuits you?

See if cleaning is required (eg. ofmouse ball and rollers).

Check that the work surface issuitable. A mouse mat may beneeded.

Can you easily adjustsoftware setting for thespeed and accuracy ofthe pointer?

You may need training in how toadjust the device settings.

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Problems to look for YES N0

Is the software suitablefor the task?

Software should help you carry outthe task, minimise stress and be user-friendly.

Check if you have had appropriatetraining in using the software.

Software should respond quicklyand clearly to user input, withadequate feedback, such as clear helpmessages.

Ways of reducing risk Action to take

5. Furniture

4. Software

Can you comfortably reachall the equipment andpapers you need to use?

Rearrange equipment and papers tobring frequently used things withineasy reach.

A document holder may be needed.

Is the work surface largeenough for all the necessaryequipment, papers etc?

Create more room by moving printersand reference materials elsewhere.

lf necessary, consider new power andtelecoms sockets, so equipment canbe moved.

There should be some scope forflexible rearrangement.

Are surfaces free from glareand reflection?

Consider mats or blotters to reducereflections and glare.

Is the chair suitable? The chair may need repairingor replacing if you are uncomfortable,or cannot use the adjustmentmechanisms.

Is the chair stable?

Does the chair have a working:• Seat back height and tilt adjustment?• Seat height adjustment?• Swivel mechanism?• Castors or glides?

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Problems to look for YES N0

Is the chair adjustedcorrectly?

You should be able to carry out yourwork sitting comfortably.

Consider training in how to adoptsuitable postures while working.

The arms of the chair may stop yougetting close enough to use theequipment comfortably.

Move any obstructions from underthe desk.

Ways of reducing risk Action to take

5. Furniture/contd.

Is the small of the backsupported by the chair’sbackrest?

You should have a straight back,supported by the chair, with relaxedshoulders.

Are your forearmshorizontal and your eyes atroughly the same height asthe top of the computer?

Adjust the chair height to get yourarms in the right position, then adjustthe computer height, if necessary.

Are you feet flat on thefloor, without too muchpressure from the seat onthe back of the legs?

If not, a foot rest may be needed.

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Problems to look for YES N0

ls there enough room tochange position and varymovement?

Space is needed to move, stretch andfidget.

Consider reorganising the officelayout and check for obstructions.

Cables should be tidy and not a tripor snag hazard.

Ways of reducing risk Action to take

6. Environment

ls the lighting suitable,and not too brightor too dim to workcomfortably?

You should be able to control lightlevels, by adjusting window blinds orlight switches.

Consider shading or repositioninglight sources or providing locallighting with desk lamps (but makesure lights don't cause glare byreflecting off walls or other surfaces).

Does the air feelcomfortable?

Computers and other equipment maydry the air.

Circulate fresh air if possible. Plantsmay help.

Consider a humidifier if discomfort issevere.

Are levels of heatcomfortable?

Are levels of noisecomfortable?

Consider moving sources of noise,l ike printers. lf not, considersoundproofing or damping measures.

Can the heating be better controlled?

More ventilation or air-conditioningmay be required if there is a lot ofelectronic equipment in the room. Or,can you move away from a heatsource?

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What should I do to avoid problems at work?

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Check Use this form to check your work station is correctly adjusted for your convenience.

Adjust If not, adjust your computer work-station and your desk environment as recommended.

Break Take regular breaks from your work-station to avoid prolonged sitting.

Task variation Change your tasks where possible to avoid continuous loading on one particular group ofmuscles.

Exercise Go for a brisk walk during your lunch break to avoid the prolonged sitting posture.

Stay active Regular general exercise such as swimming, cycling, running or going to the gym isrecommended if your work involves sitting at a desk for more than a few hours.

Avoiding eye strain & headachesEnlarge the text, read offline, work in spurts, re-position your monitor, take relaxing breaks, adjust the monitor brightness& contrast settings or adjust the room lighting. In addition to this take regular eye tests and use corrective lenseswhere necessary. You may also find the exercises below helpful.

Eye exercises

a. Move your eye ball up and down, sideways and diagonally.

b. Repeat 10 times in each directions and take a break aftereach set of 10.

c. Repeat this every 2 hours

d. Also perform “Horizon scanning” - This means focusingon an object about 3 meters away for 15 seconds. You cando this every 30 minutes.

Neck exercises

a. Turn your head sideways - try to touch your shoulder withyour chin on both sides.

b. Bend your head sideways - try to touch your shoulderwith your ears.

c. Repeat this 10 times on each side every 2 hours.

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Chin retractions

Upper back stretch

Sit or stand straight. Slowly move yourchin forwards and backwards. Repeat10 times every 2 hours.

Wrist and forearm stretch

Shoulder shrug

Sit or stand up straight and bring your shoulders up towardsyour ears. Hold for a count of 3 Seconds. Relax and repeat 5times every 2 hours.

Shoulder Circles

Sit or stand up straight, circle your shoulders backwards andforwards five times, with your arms relaxed by the side. Repeatevery 2 hours.

Pectoral muscles stretch

Behind the back chest stretch

Stand upright and clasp your hands together behind yourback. Slowly lift your hands upward. Do not lean forward whilelifting your hands upward. Hold for 15 seconds. Repeat 3times.

Shoulder exercises

Rotating wrist stretch

Place one arm straight out in front and parallel to the ground.Rotate your wrist down and outwards and then use your otherhand to further rotate your hand upwards. Hold for 15 seconds.Repeat 3 times.

Reaching upper back stretch

Stand with your arms out in front and crossed over. Push yourhands forward as far as possible and let your head fall forward.Hold for 15 seconds. Repeat 3 times.

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Mouse position on desk

The over reach zone

The convenience reach zone

The easy reach zone

The over reach zone should always be avoided.

The convenience zone should not be used for the bulk of theday, although it may not be harmful if used in short period oftime.

The easy reach zone is the one to aim for at all times. Thiswill help to minimise any injuries caused as a result of overstretching.

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Viewing distancebetween 16-24 inches

Top of monitor ator slightly belowseated eye level

Home row of keysshould be at orslightly above elbowheight

Mouse should benext to the keyboardat the same height

Feet flat on floor

Thighs parallel tothe floor forming a90-degree anglewith lower leg

Lower backsupported

Arms relaxed atsides with upperand lower armsforming a 90-degree angle

Shouldersrelaxed

Keep wrists straight andfingers relaxed

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enquiry@healthshare.org.uk | http://healthshare.org.uk