User Advice
Introduction
The prolonged use of display screen equipment can result in physical and psychological problems if the workstation is incorrectly adjusted to suit the user or the environment is poor. However, there are some simple steps that can be taken to prevent these problems, which involve adjusting the workstation and/or the environment to suit the user.
Getting comfortable
q Adjust your chair and the screen to find the most comfortable position for your work.
q As a broad guide, your forearms should be approximately horizontal and your eyes the same height as the top of the screen.
q Make sure you have enough work space to take whatever documents or other equipment you need.
q Try different arrangements of keyboard, screen, mouse and documents to find the best arrangement for you.
q A document holder may help you avoid awkward neck and eye movements.
q Arrange your desk and screen to avoid glare, or bright reflections on the screen. This will be easiest if neither you nor the screen is directly facing windows or bright lights. Adjust curtains or blinds to prevent unwanted light.
q Make sure there is space under your desk to move your legs freely. Move any obstacles such as boxes or equipment.
q Avoid excess pressure from the edge of your seat on the backs of your legs and knees. A footrest may be helpful, particularly for smaller users.
Keying in
q Adjust your keyboard to get a good keying position. A space in front of the keyboard is sometimes helpful for resting the hands and wrists when not keying.
q Try to keep your wrists straight when keying. Keep a soft touch on the keys and don’t overstretch your fingers. Good keyboard technique is important.
Using a mouse
q Position the mouse within easy reach, so it can be used with the wrist straight.
q Sit upright and close to the desk, so you don’t have to work with your mouse arm stretched. Move the keyboard out of the way if it is not being used.
q Support your forearm on the desk, and don’t grip the mouse too tightly.
q Rest your fingers lightly on the buttons and do not press them hard.
Reading the screen
q Adjust the brightness and contrast controls on the screen to suit lighting conditions in the room.
q Make sure the screen surface is clean.
q In setting up software, choose options giving text that is large enough to read easily on your screen, when you are sitting in a normal, comfortable working position. Select colours that are easy on the eye (avoid red text on a blue background, or vice-versa).
q Individual characters on the screen should be sharply focused and should not flicker or move. If they do, the screen may need servicing or adjustment.
Figure 1 – Ideal Workstation Set-Up
Posture and Breaks
q Don’t sit in the same position for long periods. Make sure you change your posture as often as practicable.
q Some movement is desirable, but avoid repeated stretching to reach things you need (if this happens a lot, rearrange your workstation).
q Most jobs provide opportunities to take a break from the screen, e.g. to do filing or photocopying. Make use of them. If there are no such natural breaks in your job, your employer should plan for you to have rest breaks. Frequent short breaks are better than fewer long ones.
Using a Laptop
Laptop and other types of portable computers tend to have smaller keys and screens than full size display screen equipment (DSE). As a result, they encourage poor posture and tend to be less comfortable to use for long periods of time. Increasing levels of muscular skeletal disorders, back, neck and wrist pain are occurring due to the widespread use of portable computers.
If portable computers have to be used for extended periods of keyboard work at a time, managers should ensure that a docking station, with a full size monitor and keyboard are provided. This will allow for suitable posture and visual distances to be achieved thereby preventing the onset of muscular pains, spasms and fatigue or even possible long-term injuries.
IF a laptop is essential for business purposes ensure:
q It is only used when it is appropriate to do so and for which it was designed i.e. occasional use.
q It is placed on a firm surface.
q The position of the keyboard should allow for relaxed shoulders and horizontal forearms.
q The screen of the laptop should be at an adequate height and angled to:
o Keep reflections and glare are kept to a minimum.
o Ensure a correct posture is achieved and the head does not have to be noticeably inclined.
q It is not used for prolonged periods of time – use greater than one hour is inadvisable. An appropriate and adjustable chair is used.
q Short frequent breaks are taken - during breaks the opportunity should be taken to stretch and gently exercise the trunk, upper limbs and neck.
Whenever possible, connect a standard keyboard, mouse and monitor to provide better working arrangements.
Figure 2 – Ideal Laptop Set-Up
If you are working away from the office, then the following advice should be followed:
Working in Hotels:
q Many hotels will provide a suitable area for laptop uses. These may include public laptop areas.
q Usually there will be a table and suitable chair to use within your room.
q Do not use a laptop when sitting on an easy chair or sofa, working with a laptop on your lap or whilst stretching out on a bed - such posture will cause strains to your neck and shoulders.
Working with a laptop in cars:
Where possible, this should be avoided; however on occasions where this may be unavoidable the following guidance can be adopted for the short periods you may need to use a laptop within a car.
q Never use a laptop when driving.
q Use the passenger’s seat when using your laptop to allow a great space for movement and adjustment of your chair.
q Limit the time you use to a maximum of 30 minutes a day.
Working with a laptop on train and planes:
Where possible, this should be avoided; however on occasions where this may be unavoidable the following guidance can be adopted for the short periods you may need to use a laptop on a train or plane.
q Adjust your seat to ensure upright.
q Request a seat with additional space, such as exit routes or bulk-heads.
q Try to avoid using fold down tables attached to the rear of chairs.
q If on a train, use the fixed table and seating.
q Limit the time you use to a maximum of 30 minutes a day.
Manual Handling:
q Limit the amount of files and additional equipment you have to carry with your laptop – only take essentials.
q Where possible courier such items to your destination.
q Minimise hardcopy files by using electronic documents.
q Evaluate the most comfortable method for transporting your laptop equipment, such as the use of rucksacks or wheeled trolley bags.
Safety & Security:
q Take sensible precautions when carrying a laptop to prevent becoming a target of crime.
q Plan the journal and be conscious of high risk situations, such as lone working, walking through isolated areas, etc.
q Never leave your laptop on view within your car, always ensure your laptop is locked in the boot of your vehicle when driving.
q Remove the laptop from your vehicle when unattended.
q Reduce attention by avoiding obvious signs and labels that you are carrying a laptop, such as branded hardware logos.
Remember: If in doubt – stop work and talk to your manager.
DSE User Guide Page 2 of 4