 How will the computer be used?

 who will be using the computer?  - If the computer will only be used by one person then the
arrangement can be optimized for that person's size and shape, and features such as an
adjustable height chair may be unnecessary. If it's going to be used by several people, you will
need to create an arrangement that most closely satisfies the needs of the extremes, that is the
smallest and tallest, thinnest and broadest persons, as well as those in between these extremes. 
 how long will people be using the computer? If it's a few minutes a day then ergonomic issues
may not be a high priority. If it's more than 1 hour per day it is advisable that you create an
ergonomic arrangement. If it's more than 4 hours then you should immediately implement an
ergonomic arrangement.

 What kind of computer will be used?  

 Desktops - most ergonomic guidelines for computer workstation arrangements assume that you
will be using a desktop system where the computer screen is separate from the keyboard. 
 Laptop computers are growing in popularity and are great for short periods of computer work.
Guidelines for laptop use are more difficult because laptop design inherently is problematic -
when the screen is at a comfortable height and distance the keyboard isn't and vice versa. For
sustained use you should consider purchasing either:

 an external monitor
 an external keyboard, preferably with a negative-tilt keyboard tray
 both, and
 a docking station

and then arranging your workspace to create a good workstation layout. See "5 tips for using a Laptop
Computer".

 What furniture will you use? Make sure that the computer (monitor, CPU system unit, keyboard,
mouse) are placed on a stable working surface (nothing that wobbles) with adequate room for proper
arrangement. If this work surface is going to be used for writing on paper as well as computer use a flat
surface that is between 28"-30" above the floor (suitable for most adults). You should consider attaching a
keyboard/mouse tray system to your work surface. Choose a system that is height adjustable, that
allows you to tilt the keyboard down away from you slightly for better wrist posture (negative tilt), and that
allows you to use the mouse with your upper arms relaxed and as close to the body as possible and with
your wrist in a comfortable and neutral position. 

Thinking about a sit-stand workstation, see below.

Thinking about a height-adjustable split workstation, see below.

 What chair will be used? Choose a comfortable chair for the user to sit in. If only one person is using
this the chair can even be at a fixed height providing that it is comfortable to sit on and has a good
backrest that provides lumbar support. If more than one person will be using the computer, consider
buying and a chair with several ergonomic features. Studies show that the best seated posture is a
reclined posture of 100-110 degrees NOT the upright 90 degree posture that is often portrayed. In  the
recommended posture the chair starts to work for the body and there are significant decreases in postural
muscle activity and in intervertebral disc pressure in the lumbar spine. Erect sitting is NOT relaxed,
sustainable sitting, reclined sitting is.

Chair armrests - Having armrests on a chair can be helpful to aid getting into and getting out of the chair.
Also, the armrests can be useful for the occasional resting of the arms (e.g. when on the phone, sitting
back relaxing). However, it is not a good idea to permanently wrest the forearms on armrests while you
are typing or mousing because this can compress the flexor muscles and some armrest can also
compress the ulnar never at the elbow. Ideally, it should be easy to get the armrests out of the way when
you need to have free access to the keyboard and mouse. These days most office chairs have armrests
and many of them have adjustable height armrests, so look for a chair that is a comfortable fit to you and
that has broader, flatter, padded armrests that you can easily move out of the way if needed is the best
approach. If you are able to occasionally rest your hands on the keyboard on a palm rest and if you have
a comfortable chair that does not have any armrests then this is also quite acceptable.

 What kind of work will the computer be used for? Try to anticipate what type of software will be
used most often.

 Word processing - arranging the best keyboard/mouse position is high priority.

 Surfing the net, graphic design - arranging the best mouse position is high priority.
 Data entry- arranging the best numeric keypad/keyboard is a high priority.
 Games - arranging the best keyboard/mouse/game pad is a high priority.

 What can you see? Make sure that any paper documents that you are reading are placed as close to
the computer monitor as possible and that these are at a similar angle - use a document holder where
possible. 
The computer monitor should be placed:

 directly in front of you and facing you, not angled to the left or right. This helps to eliminate too
much neck twisting. Also, whatever the user is working with, encourage him/her to use the screen
scroll bars to ensure that what is being viewed most is in the center of the monitor rather than at
the top or bottom of the screen.
 center the monitor on the user so that the body and/or neck isn't twisted when looking at the
screen. However, if you are working with a large monitor and spend most of your time working
with software like MSWord, which defaults to creating left aligned new pages, and you don't want
to have to drag these to more central locations, try aligning yourself to a point about 1/3rd of the
distance across the monitor from the left side.
 put the monitor at a comfortable height that doesn't make the user tilt their head up to see it or
bend their neck down to see it. When you are seated comfortably, a user's eyes should be in line
with a point on the screen about 2-3" below the top of the monitor casing (not the screen). Sit
back in your chair at an angle of around 100-110 degrees (i.e. slight recline) and hold your right
arm out horizontally, your middle finger should almost touch the center of the screen. From that
starting position you can then make minor changes to screen height and angle to suit. Research
shows the center of the monitor should be about 17-18 degrees below horizontal for optimal
viewing, and this is where it will be if you follow the simple arm extension/finger pointing tip. You
actually see more visual field below the horizon than above this (look down a corridor and you'll
see more of the floor than the ceiling), so at this position the user should comfortably be able to
see more of the screen. If the monitor is too low, you will crane their neck forwards, if it's too high
you'll tilt their head backwards and end up with neck/shoulder pain. 
 bifocals and progressive lens - even if you wear bifocals or progressive lens, if you sit back in
your chair in a reclined posture (with you back at around 110 degrees) that is recommended for
good low back health, rather than sitting erect at 90 degrees, and if you slightly tilt the monitor
backwards and place this at a comfortable height you should be able to see the screen without
tilting your head back or craning your neck forwards. Postural problems with bifocals can occur if
you sits erect or even hunched forwards. The problem with low monitors is that they cause neck
flexion and suffer more from glare. Recent studies have shown that the best position for a
computer monitor is for the center of the screen to be at around 17.5 degrees below eye level.
Try to align your eyes with the top of the viewing area of the screen, and this should put the
center about right geometrically.
 viewing distance - the monitor should be at a comfortable horizontal distance for viewing, which
usually is around an arms length (sit back in your chair and raise your arm and your fingers
should touch the screen). At this distance you should be able to see the viewing area of the
 monitor without making head movements. If text looks too small then either use a larger font or
magnify the screen image in the software rather than sitting closer to the monitor.
 screen quality - use a good quality computer screen. Make sure that the text characters on your
screen look sharp, and that they are a comfortable size (you can change the screen resolution to
find a comfortable and clear character size). If you can see the screen flickering out of the corner
of your eye you should try increasing the refresh rate of your monitor (with a PC you can change
monitor resolution and refresh rates using the Monitor control panel in your Settings folder, with a
Mac you can use the Monitor control panel). You can also consider using a good quality glass
anti-glare filter or an LCD display (like a laptop screen).
 eye checkup - there are natural changes in vision that occur in most people during their early
40's. It's a good idea to periodically have your eyes checked by a qualified professional.
 If any screen adjustments feel uncomfortable then change them until the arrangement feels more
comfortable or seek further professional help.
 Use a document holder that can be comfortably seen:
o use an in-line document holder that sits between the keyboard/keyboard tray and screen
and is aligned with your body midline so that all you have to do is look down to see the
documents and raise your eyes to see the screen.
o use a  screen-mounted document holder and position this to the side of your screen that
is your dominant eye
o use a  freestanding document holder and position this next to the side of the screen and
slightly angle it so that it follows a curve from the side of the screen.

 Posture, posture posture! Good posture is the basis of good workstation ergonomics. Good posture
is the best way to avoid a computer-related injury. To ensure good user posture:

 Watch the user's posture!

o Make sure that the user can reach the keyboard keys with their wrists as flat as possible
(not bent up or down) and straight (not bent left or right).
o Make sure that the user's elbow angle (the angle between the inner surface of the upper
arm and the forearm) is at or greater than 90 degrees to avoid nerve compression at the
elbow.
o Make sure that the upper arm and elbow are as close to the body and as relaxed as
possible for mouse use - avoid overreaching. Also make sure that the wrist is as straight
as possible when the mouse is being used.
o Make sure the user sits back in the chair and has good back support. Also check that the
feet can be placed flat on the floor or on a footrest.
o Make sure the head and neck are as straight as possible .
o Make sure the posture feels relaxed for the user.

 Keep it close!

 Make sure that those things the user uses most frequently are placed closest to the user so that
they can be conveniently and comfortably reached.
 Make sure that the user is centered on the alphanumeric keyboard. Most modern keyboards are
asymmetrical in design (the alphanumeric keyboard is to the left and a numeric keypad to the
right). If the outer edges of the keyboard are used as landmarks for centering the keyboard and
monitor, the users hands will be deviated because the alphanumeric keys will be to the left of the
user's midline. Move the keyboard so that the center of the alphanumeric keys (the B key, is
centered on the mid-line of the user).
 make sure that the phone is also close to you if you frequently use it.

 A good workstation ergonomic arrangement will allow any computer user to work in a neutral,
relaxed, ideal typing posture that will minimize the risk of developing any injury. An ideal keyboard
arrangement is to place this on a height adjustable negative-tilt tray. An ideal mouse arrangement is for
this to be on a flat surface that's 1-2" above the keyboard and moveable over the numeric keypad. If you
want a surface at the level of the keyboard base then make sure that this can also be angled downwards
slightly to help to keep your hands in wrist neutral while you are mousing, and keep your elbow is as close
to the body as possible while you work. Check out the 10 tips for using a computer mouse.
 Where will the computer be used? Think about the following environmental conditions where the
computer will be used:

 Lighting - make sure that the lighting isn't too bright. You shouldn't see any bright light glare on
the computer screen. If you do, move the screen, lower the light level, use a good quality, glass
anti-glare screen. Also make sure that the computer monitor screen isn't backed to a bright
window or facing a bright window so that there's the screen looks washed out (use a shade or
drapes to control window brightness).
 Ventilation - make sure that you use your computer somewhere that has adequate fresh-air
ventilation and that has adequate heating or cooling so that you feel comfortable when you're
working.
 Noise - noise can cause stress and that tenses your muscles which can increase injury risks. Try
to choose a quiet place for your workstation, and use low volume music, preferably light classical,
to mask the hum of any fans or other sound sources.
o Take a break! All Ergonomists agree that it's a good idea to take frequent, brief rest
breaks: Practice the following:
 Eye breaks - looking at a computer screen for a while causes some changes in
how the eyes work, causes you to blink less often, and exposes more of the eye
surface to the air. Every 15 minutes you should briefly look away from the screen
for a minute or two to a more distant scene, preferably something more that 20
feet away. This lets the muscles inside the eye relax. Also, blink your eyes
rapidly for a few seconds. This refreshes the tear film and clears dust from the
eye surface.
 Micro-breaks - most typing is done in bursts rather than continuously. Between
these bursts of activity you should rest your hands in a relaxed, flat, straight
posture. During a micro-break (< 2minutes) you can briefly stretch, stand up,
move around, or do a different work task e.g. make a phone call). A micro-break
isn't necessarily a break from work, but it's a break from the use of a particular
set of muscles that's doing most of the work (e.g. the finger flexors if you're doing
a lot of typing).
 Rest breaks - every 30 to 60 minutes you should take a brief rest break. During
this break stand up, move around and do something else. Go and get a drink of
water, soda, tea, coffee or whatever. This allows you to rest and exercise
different muscles and you'll feel less tired.
 Exercise breaks - there are many stretching and gentle exercises that you can
do to help relieve muscle fatigue. You should do these every 1-2 hours.
 Ergonomic software - working at a computer can be hypnotic, and often you
don't realize how long you've been working and how much you've been typing
and mousing. You can get excellent ergonomic software that you can install on
your computer (free download available at http://www.magnitude.com). The best
software will run in the background and it will monitor how much you've been
using the computer. It will prompt you to take a rest break at appropriate
intervals, and it will suggest simple exercises.
o What about ergonomic gizmos? These days just about everything is labeled as being
"ergonomically designed" and much of the time this isn't true and these so-called
ergonomic products can make things worse. If you're thinking about buying an
"ergonomic product" as yourself the following 4 questions:
 Does the product design and the manufacturer's claims make sense?
 What research evidence can the manufacturer provide to support their claims?
Be suspicious of products that haven't been studied by researchers.
 Does it feel comfortable to use the product for a long period? Some ergonomic
products may feel strange or slightly uncomfortable at first because they often
produce a change in your posture that's beneficial in the long-term. Think of
some products as being like new shoes that initially may feel strange but then
feel comfortable after being used for a while. If a product continues to feel
uncomfortable after a reasonable trail period (say at least a week) time then stop
using it.
 What do ergonomics experts say about the product? If they don't recommend it
don't use it.

There are many computer-related "ergonomic" products, the most common ones
being:
 "ergonomic" keyboards - most of these are keyboards where the
alphanumeric keys are split at an angle. For a non-touch typist this
design can be a disaster! The split design only addresses issues of hand
ulnar deviation, and research studies show that vertical hand posture
(wrist extension) is more important. There is no consistent research
evidence that most of the split-keyboard designs currently available really
produce any substantial postural benefits. For most people a regular
keyboard design works just fine if it's put in the proper neutral position.
 "ergonomic" mice - many of these mouse designs or alternative input
device designs can work well to improve your hand/wrist posture.
However, it's important to check that you can use these with your upper
arm relaxed and as close to your body as possible. Overreaching to an
"ergonomic mouse" defeats any benefits of this design. Check out the 10
tips for using a computer mouse.
 Wrist rests - these were very popular a few years ago, but research
studies haven't demonstrated any substantial benefits for wrist rests. In
fact, a wrist rest can actually increase pressure inside the carpal tunnel
by compressing the undersurface of the wrist (take a look at your wrist
and you'll probably see blood vessels that shouldn't be compressed!).
Studies by Dr. David Rempel at the University of Berkeley, California,
show that pressure applied to the underside of the carpal tunnel is
transferred into the tunnel itself via the transverse carpal ligament and
that intracarpal pressure doubles with a wrist rest compared with floating
the hands over a keyboard. If you choose to use a wrist rest, using one
with a broad, flat, firm surface design works best, and rest the heel of
your palm on this NOT your wrist. Try not to rest while you're actually
typing, but rest in between bursts of typing movements. Avoid soft and
squishy wrist rests because these will contour to your wrist, restrict the
freedom of movement of your hands,  and encourage more lateral
deviation during typing. Look at the surface of a typical wrist rest that's
been used and you'll see that it gets eroded away, which means that the
user has been sliding their wrists over the surface which also
compresses the blood vessels often visible at the wrist.  Remember, your
hands should be able to glide above the surface of a wrist rest during
typing, don't lock them in place on the rest while you type.
 Support braces/gloves - There is no consistent research evidence that
wearing wrist supports during computer use actually helps reduce the
risk of injury. If you do like wearing a wrist support make sure that it
keeps your hand flat and straight, not bent upwards. There is some
evidence that wearing wrist supports at night in bed can help relieve
symptoms for those with carpal tunnel syndrome.
 Forearm supports/resting forearms on chair arms - Generally it's not
necessary, nor a good idea, to rest the forearms on any support while
typing because of the potential for restriction of circulation to the finger
 flexor muscles in the forearm and compression of the ulnar nerve at the
elbow. If the keyboard/mouse are appropriately arranged they should be
accessible with the user's arms in a neutral position (close by the body
and with the upper arm hanging in a relaxed way) which does not pose
any significant neck or shoulder load. If forearm supports are required it
is usually a sign of a poor ergonomic arrangement.
 Sit-stand Workstations - the use of a height adjustable worksurface for
sitting and standing work is becoming fashionable. However, there is
scant evidence that sit-stand furniture has cost effective benefits. The
evidence suggests that there may be a reduction in back discomfort, but
the research for this has not used adequate comparison groups (e.g.
testing people who stand for the same time at the same frequency
without doing keyboard/mouse work). There is no evidence that sit-stand
improves wrist posture when keying or mousing. Logically, the real
benefit of sit-stand is just that, changing between sitting and standing.
But standing in a static posture is even more tiring than sitting in a static
posture, so movement is important. We recommend that the most cost
effective way to obtain the benefits from sitting and standing is for people
to sit in a neutral work posture and then intermittently to stand and move
around doing other things, like filing papers, making phone calls, getting
coffee, making photocopies etc.) rather than trying to keyboard or use a
mouse while standing.
Recent research suggests that electronic sit-stand workstations, that can
be quickly adjusted, allow each worker to modify the height of their
worksurface throughout the day, and this may reduce musculoskeletal
discomfort and improve work performance.
 Height adjustable, split worksurfaces -  with respect to wrist posture,
the issues are the same for height adjustable, split worksurfaces and sit-
stand worksurfaces:
 If the surface is too low the hand will be in greater extension
 If the surface is too high the elbow will be in sustained flexion
 If it's a flat surface then it's just the same argument as is used
above for a negative-slope keyboard tray arrangement. 

You can't set a flat worksurface at an appropriate height for the 5 main
tasks of office work - keyboarding, mousing, writing, viewing documents
and viewing the screen- these all require different heights for an optimal 
arrangement. A negative-slope keyboard tray system serves as the
height and angle adjustment mechanism for the keyboard, and the
mouse platform serves as the height and angle adjustment for the mouse
when attached to a worksurface that is set for writing height. Monitor
height is best adjusted by a separate monitor pedestal rather than trying
to move a whole worksurface. There are a number of new split
worksurface designs that may work quite well to achieve optimal monitor
positioning.

Software tools for workstation

How to Build a Computer Workstation

When space is at a best in home or office, building a PC workstation into an unutilized or

underused closet can be good solution. Gathering of a useful and smart custom built-in PC desk
is likely with only some power tools and cheap materials available at home development stores.
Though, as construction methods utilized are vital, planning is even important to get an efficient
workstation.

Instructions

1. Step 1

Decide best possible dimensions. Establish PC on an open table. Change position and spacing
of keyboard, mouse and monitor to decide good position for typing and mouse requirements.
Evaluate this design for width and depth, with height. Put PC tower and printer to both sides of
monitor. You won't need to install tower or printer above or under the desk level as these places
are not suitable, particularly when you want to access to back of tower or to insert paper to
printer. Measure all tools together to get overall "best" dimensions for major tools.

2. Step 2

Eliminate any closet doors. Measure closet dimensions and compare these dimensions to “best
case” plan for width and depth of workstation. You want to raise or reduce the width of
workstation to contain the reality of closet space. Remember that you can expand the
workstation desk level outside of boundaries of closet a little if needed to raise required depth.
Shelves must stay in closet.

3. Step 3

Find any wall studs in the closet. Take 2x2 or 2x4 lumbers and cut it to width and
depth of closet area. Using wall studs, or bolts and anchors, tightly connect these wooden
"cleats" to walls, both at the sides of closet and along the back. Ensure that they are level.
These cleats form supports for desk surface and any shelves. Account for thickness of desk or
shelf material when spacing the cleats vertically.

4. Step 4

Notch a ¾-inch plywood to create desk surface. Cut 1-inch diameter hole through desktop for
any cables important to other devices. Screw the desk top onto cleats, from bottom edge of
cleat up and somewhat into desktop material, using a counter sink or long screws. Make
shelves a little narrower than desk width for head clearance and screw these to cleats above
desktop. For deep desk tops you want to include inverted "L" shaped support brackets under to
provide desktop added strength through a cantilever.
5. Step 5

Determine how to give power and Ethernet cables to cabinet. If you cannot install an
appropriate electrical outlet in cabinet, make a hole through sidewall or back of closet near the
baseboard to access electricity from a near outlet, using an extension cord. Paint or finish
workstation to suit. Change the closet doors if probable or wanted.

Ergonomic Guidelines

The following guidelines are intended to help supervisors understand and reduce health
risks associated with computer workstations. Since no two bodies are identical, different
styles, models, and sizes of furniture and accessories may be needed. Since a wide variety
of products are available to suit individual and departmental needs, no specific product
recommendations are made here. Consult with the Purchasing Office for the latest
product information. The best results are usually achieved when the individual is
involved in the selection process.

o The work surface should be of sufficient area to accommodate the computer and
all associated materials. There should be adequate space beneath this surface for
the operator’s legs and feet.
o The keyboard and mouse should be directly in front of the operator at a height
that favors a neutral posture (23 to 28 inches). When placed at standard desk
height of 30 inches, keyboards and input devices are too high for most people.
Raising the chair solves this problem for some individuals. An adjustable
keyboard platform with mouse deck is usually the best solution. The objective is a
posture with upper arms relaxed and wrists straight in line with the forearm. Wrist
rests may also help and are built into most keyboard holders. For some people
alternative keyboard and mouse designs may need to be considered.

o The monitor should be positioned at a distance of approximately arm’s length and

directly in front of  the operator. The top of the screen should be no higher than
eye level. A monitor placed on top of the computer can easily be lowered by
relocating the computer. Many flat-screen monitors are height adjustable,
stackable monitor blocks can be used to achieve the desired height. Adjustable
monitor arms enable easy height adjustment for workstations with multiple users.
 o A well designed chair will favorably affect posture, circulation, the amount of
effort required to maintain good posture, and the amount of strain on the back.
Desired features of a chair include: pneumatic seat height adjustment, back height
adjustment, seat depth adjustment (either by moving the back of the chair or
moving the seat pan), 360 degree swivel. Tilt is not necessarily recommeded, and
if a chair has tilt, it should also be equipped with tilt lock. Armrests are not
recommended for computer use.
o Additional accessories can improve operator comfort. Document holders can
minimize eye, neck and shoulder strain by positioning the document close to the
monitor. A footrest should be used where the feet cannot be placed firmly on the
floor. Task lamps will illuminate source documents when room lighting is
reduced.
o Glare should be eliminated through methods that include reduction of room
lighting; shielding windows with shades, curtains or blinds; positioning the
terminal at a right angle to windows; and tilting the monitor to avoid reflection
from overhead lighting. Glare screens are not normally necessary.
o All computer users should receive basic training in potential health effects that
may result from poor posture and work habits, early warning symptoms,
workstation adjustment, and other self-help protective measures. Supervisors
should receive similar training to easily recognize problems and know what
corrective measures to take. Training sessions are available through EHS.

Procedures for New Employees

Once an individual has accepted an offer of employment at M.I.T., he or she must visit the
Office of Employment Services to complete the following procedures before being put on the
payroll. New employees will be contacted by the assistant to the Human Resources Officer with
whom he or she interviewed for information regarding these procedures.