BY HELEN LAMMERS-HELPS
(This is the second in a
series of articles on efficient office management)
Whether
you’re setting up a new office, or just want to improve on your old workspace,
office setup can be a daunting task.
Where
do you start? What do you need, and what should you look for? When done right,
creating an organized office space can make all the difference. Reduce stress,
increase your productivity and be kind to your body with a fresh start for your
office.
When
buying furniture, account for ergonomics, and how all the pieces of the office
will work together. Function should take precedence over style or price, though
finding items that fit all three shouldn’t be too difficult.
Minnesota
office organization expert Sue Rasmussen emphasizes that there are three key
pieces to most people’s office layouts, a good desk, a good chair and a filing
cabinet.
Make
sure your desk is large enough but also that everything you need is within
reach to prevent straining. Halifax professional organizer Colette Robicheau
suggests an L-shaped desk for extra workspace.
Chiropractic rehabilitation specialist
Dr. John Papa of New Hamburg adds that the desk should be at elbow height so
that arms are supported while keyboarding. Position the computer monitor so
that the upper-third is at eye-level for easy viewing, Papa advises.
Most importantly, be aware of your
posture and be sure not to slouch, distribute weight unevenly in your chair, or
roll your head too far forward or to the side. And don’t cradle the phone
between your head and shoulder. Use a headset or the speaker phone feature.
As
we spend increasing amounts on computers, tablets and smart phones for both
work and pleasure, the risks are becoming apparent. “Sitting - it’ll kill you,”
is the tagline around his lab, says Dr. Jack Callahan, who holds the Canada Research
Chair in Spine Biomechanics and Injury Prevention at the University of
Waterloo.
Callahan
has been studying chronic pain related to office work since 1996. The research
shows that those who spend the majority of their time sitting have a higher
rate of injury than those who perform mixed tasks, he explains.
Known
as Sedentary Disease, too much sitting is also associated with an increased
risk of heart disease, obesity, high blood pressure, diabetes and premature
death.
If
you’re sitting for more than two hours a day, Callahan recommends investing in
a good quality office chair. “Adjustability is really important,” says
Callahan. The back rest and arm rests should be adjustable as well as the height
of the seat, he explains.
What’s
known as the 90-90-90 position, feet flat on the floor and elbows at a 90
degree angle, is a good starting position but it’s also important to adjust
your position several times throughout the day.
For
himself, Callahan has invested in a chair that allows him to alter his position
between sitting and standing. These chairs have been shown to reduce pain and
discomfort, he explains. For every hour of work the best ratio seems to be
about 45 minutes sitting and 15 minutes of standing, he says.
And
if you’re using a laptop computer or a tablet it’s just as important to
maintain good posture. You shouldn’t be bent over, craning your neck to type on
it, explains Callahan.
For
laptops he recommends a second screen or a second keyboard (the cheaper option)
so you can maintain good posture. For a tablet he recommends having a stand and
keyboard if you’re going to use the tablet for inputting content as opposed to
just consuming content.
Even with the proper furniture and
equipment, it’s important to take breaks, says Papa. Repeating a simple
stretching routine throughout the day can prevent years of chronic pain.
Simply changing your work habits is
more than worth the pain and stress it can save you in the long-term, he points
out.
With
the right office equipment, the right setup, being aware of your posture, and
taking frequent breaks, you can increase productivity and reduce the risk of
chronic back pain.
