Workstation Ergonomics: How To Set Up Your Desk At Work Or At Home

If your back, neck, shoulders or wrists ache after a day at your desk, your workstation may be part of the problem. A chair that is too low, a monitor that is too high or a keyboard that is too far away can strain your body over time.

That is where ergonomics can help. Ergonomics means setting up your workspace to fit your body, rather than forcing your body to fit your workspace.

With a few simple changes, you can reduce strain, improve comfort and better support your body throughout the workday.

Key Takeaways: Workstation & Desktop Ergonomics

• Set up your workspace to fit your body, not the other way around.
• Adjust your chair, desk, monitor, keyboard and mouse to support a comfortable posture.
• Keep the top of your screen at eye level or slightly lower to reduce neck and shoulder strain.
• Take a movement break at least once an hour to relieve tension and reset your posture.

Why Desk Setup Matters: Work-Related Musculoskeletal Disorders

Working with a bad desk setup rarely hurts you in a day. It wears on you over months — which is exactly what makes it easy to ignore. Eventually, you may develop what experts call work-related musculoskeletal disorders (WMSDs).

WMSDs are injuries to the muscles, nerves, tendons, ligaments, joints and spinal discs. They often build up gradually from awkward posture, repetitive motions and long stretches in one position, rather than from a single accident.

Musculoskeletal disorders have historically accounted for a significant share of workplace injury and illness cases reported by the Bureau of Labor Statistics. They also can take longer to recover from than many other workplace injuries, said Kathleen Naylor, DO, a sports medicine physician with Franciscan Health. Small details add up.

“We actually see people come in with nerve injuries just from the sharp edge of a desk that compresses their forearms day after day,” Dr. Naylor said.

Warning signs worth taking seriously include:

• Numbness, tingling or burning in the hands or fingers
• Reduced grip strength
• Stiffness or swelling in the wrists, forearms, neck or back
• Reduced range of motion
• Dry, sore eyes or blurred vision after screen time

The 90-Degree Check

Dr. Naylor recommends a quick self-audit built around one number: 90 degrees.

• Elbows bent about 90 degrees, close to your body, with hands, wrists and forearms level and parallel to the floor.
• Hips and knees at about 90 degrees, feet flat on the floor — use a footrest if they don’t reach.
• Shoulders relaxed, not creeping toward your ears.
• Head level and forward-facing, with the top of the monitor at or just below eye level, about 20 inches from your eyes.
• Lower back, hips and thighs supported by the chair.

Quick Workstation Adjustments To Make Today

Start with the equipment you already have. A few small changes can reduce strain on your neck, shoulders, wrists and back.

Keyboard and mouse 

Place your keyboard and mouse so your wrists stay straight and level with your elbows. Keep both close enough that you do not have to reach.

Desk space 

Avoid setting equipment in corners where your elbows flare outward and create neck or shoulder tension.

Monitor height 

Place the top of your screen at eye level or slightly lower. If you cannot adjust your monitor, place it on books or a stand.

Chair setup 

Adjust your chair height so your knees stay at about 90 degrees and your feet rest flat on the floor.

“A good setup matches your body,” said Lauren Dorn, a certified ergonomic assessment specialist at Franciscan Health. “Move the keyboard tray or monitor to the position that fits you best.”

What To Look For In Ergonomic Equipment

If your setup still causes strain, your equipment may be working against you. You do not need to replace everything, but the right tools can make it easier to stay comfortable.

Monitor 

Consider an external monitor or laptop stand if you work from a laptop for long stretches.

Keyboard

Choose a keyboard that keeps your wrists in a neutral position. If you do not use the number pad, a compact keyboard can bring your mouse closer.

Mouse

Pick a mouse that fits your hand and sits close to your keyboard. A vertical mouse may help keep your wrist in a more natural position.

Chair

Look for adjustable height, seat tilt, back tilt and lumbar support.

How To Set Up A Home Office Workstation

The same principles apply if you work at home — you just have to improvise the furniture. Get creative about standing options: a kitchen counter (or even a non-running washer or dryer) can hold a laptop at a height that keeps your shoulders relaxed and your elbows at 90 degrees. Add more lighting than your screen provides, especially if you work with printed materials.

Laptops tend to pull your head down and forward, so use breaks to “neutralize your neck” — bring your chin and head back to a normal posture and look at something in the distance to rest your eyes. If you work standing, shift your weight between legs regularly, wear cushioned shoes, march in place now and then for extra steps, and take breaks to sit when you need them.

Common Work-From-Home Mistakes And Fixes

Remote setups can create hidden strain. Dorn shared three mistakes to avoid:

1. No dedicated workspace: "It's important to set boundaries," Dorn said. "Create a workspace where you can shut down your computer and walk away at the end of the day."
2. Poor posture on soft furniture: Pay attention to your head, neck, wrists and knees. "Do a full body check," Dorn said. "If you feel stiff, adjust your setup right away."
3. Laptop-only use for long hours: A laptop's keyboard and screen lock together, which forces your head down or your arms too high. Dorn advised to mix it up: "Use a Bluetooth keyboard, raise your laptop with books, and limit laptop-only time to shorter sessions."

If you work from a couch, use a separate keyboard when possible. Change positions often to reduce strain on your neck, wrists and back.

Adjust Your Phone Use

Phones affect posture, too. Keep your phone close enough to reach easily.

"If you use your phone often, try a headset or a case with a loop to take pressure off your pinky and wrist," Dorn said. Never hold your phone between your ear and shoulder.

At home, apply the same principle to television placement. If your TV hangs high on a wall, adjust the seating so your head stays neutral rather than tilted back.

Quick Stretches To Ease Neck And Shoulder Tension

As you work throughout the day, simple movements prevent tightness. Dorn recommended "ergo breaks," simple ways to relieve discomfort and tension.

• Tilt your head from side to side and hold when you feel tightness.
• Extend one arm with the palm up to stretch the forearm. Then turn your palm down to stretch the other side.
• Place both hands on your forehead and press gently to open the upper back.
• Turn your head left and right to release neck stiffness.
• Look at something far away, then something close and then far again to help reduce eye strain.

"Take time each hour for small stretches," Dorn said. "Not only does it help relax you, but it also helps clear your mind."

Take Breaks To Work Smarter

It's easy to get absorbed in your work and lose track of time.

“Motion is lotion, and you have to move,” said Dorn. “Schedule five- or 15-minute breaks to step away and move. Your body will feel better, and your mind will work better too.”