Working with computer

monitors

Working with computer monitors could cause develop by repeating the same motions too
various health complaints such as headaches, frequently while working. These motions are
neck pains, with similar symptoms in the common in certain professions, for example,
wrists, arms, back and eyes. This folder
in painters, packers, plasterers, musicians,
explains the origins of health complaints and
how one can recognise and perhaps prevent hairdressers and people who work with
such symptoms. Additionally, you will find monitors. The chances of developing health
information on what to do if you experience complaints are greater with heavy workloads,
such problems. poor posture and incorrect work procedures.
A combination of work and hobbies, such as
What causes have health complaints?
Much research has gone into finding the painting your house or surfing the Internet,
nature and cause of such disorders. At could cause health complaints. Whether one
present, we know that health complaints can actually develops complaints will depend on
one’s physical fitness and work procedures. deadlines or when the task at hand requires
Some people suffer such disorders; others do more from you than you can handle. Other
not. At first, the pain goes away, only to return causes are work relationships with colleagues
and managers and frequent interruptions
at a later stage when it continues during the
during work. If you suffer from these, discuss
evening and, ultimately, beyond the weekend. the problem areas with your manager and try
Recuperation is often time consuming and the
symptoms reappear quickly.

The following sections describe what you can

do to prevent or limit health complaints.

Health complaints and Working with

Computer Monitors

In tackling health complaints for people who

work with monitors, the following aspects are
important:

 Work tasks
 Working times
 Workload
 Workstations
 Work procedures
to resolve them together Occasionally
experiencing work pressure is not a problem.
Work tasks and times This works to dispel the
To reduce possible symptoms, it is important day’s boredom. In such situations, try to do
to alternate regularly between working with your work in a relaxed manner. If this does not
monitors and other tasks. Examples of other work, a training course in ‘learning to cope
with the pressures of work’ could help.
activities include answering the telephone,
delivering the post, holding progress Workstations
discussions or making photocopies, reading
Arrange your workstation so that you can
and writing. For those who cannot alternate assume a relaxing working posture. Points of
tasks, it is important to take a ten-minute interest are the desksize, the chair, the
break once an hour. Taking half-hour breaks position and settings of the monitor, along
would be even better! If it were possible to with the keyboard, mouse, incoming daylight
alternate between working at a monitor and and the location of lighting fixtures. It is also
important to organise the material on one’s
doing other jobs, then a short break every two
desk, so there are no unnecessary items and
hours would be desirable. Tasks involving the so you do not have to search endlessly for the
use of computer monitors should not exceed items you need. Below is a discussion of things
five or six hours a day. to bear in mind when buying or using various
work materials. This folder includes a checklist
Workload for an individual assessment of how to set up
your workstation.
Various factors can cause one to feel the
pressures of work. The pressure of work 1.1.1
occur, for example, when the work is tied to The Desk
Your desk should be spacious enough to armrests, along with the required
accommodate a monitor with a keyboard and
a mouse. In addition, should provide sufficient measurements.
space for other materials. When working with
computer monitors, the lower arms should 1.1.2
have ample room to rest on the desktop. The Monitor
Nowadays desktop monitors are increasingly
larger. Besides larger screens, such monitors
have greater depths. The required reading
In order to work directly in front of the distance is also greater. The recommended
viewing distance for a 15-inch monitor is
monitor, it is important that there are no between 55 and 75 centimetres; for a 19-inch
obstacles under the desk that restrict leg screen, between 70 and 95 centimetres. In
movement or keep you from stretching your general, one can say that the larger the
monitor, the deeper the desk should be. In
legs. You should be able to sit with your chair such cases, a standard desk of 80 centimetres
close to the desk, so you don’t have to sit on will not be wide enough. When desks are
wider or deeper, they could interfere with the
the edge of your seat. This requires a desk walking space around your desk. Before
whose right side is at least 60 centimetres and buying a new monitor, find out whether you
really need such a monitor for the work that
a desk chair with short armrests. There are you do.
additional requirements for the layout of CAD
workstations. Although these are not
Place the monitor directly in front of you, with
discussed here, you can obtain information on
the top edge of the screen at eye level.
these requirements from the AMD.
Smaller monitors will have to be elevated.
Larger monitors can usually be placed on a
The Desk Chair desk without raising the height.
A good desk chair will have vertically
The ideal contrast is one in which no daylight
adjustable seats and armrests. The seat depth
or light from other sources reflects on the
should be capable of being adjusted by the
screen. Looking directly into the light will
seat itself. Some chairs also have horizontally
make reading from the screen more difficult.
adjustable armrests. Adjust the chair to
provide adequate support for your thighs, the The Keyboard and Mouse
small of the back and your arms. Make sure In general, standard, rectangular qwerty
that the back support does not interfere with keyboard is satisfactory. Avoid hitting the keys
your shoulders. The adjustment you choose with too much force. This could cause
problems.
should depend entirely on your height and
posture. Slender people should always choose
chairs with horizontally adjustable armrests. The mouse should fit comfortably in the hand.
This means that the distance between the This is usually the case if the mouse is not too
armrests can be reduced. A more active sitting thick or when it is symmetrical in shape with
posture is possible using chairs with synchro- no sharp edges. The speed of the mouse
mechanisms (wobble position). However, not should be aligned to personal use and the
everyone finds this comfortable. Desk chairs cord should be sufficiently long. Regularly
should meet the minimum standards of the clean the mouse mechanism to avoid
Dutch standard (NPR 1813, 2004). Among unnecessary hand or arm movements. It is
other things, this standard prescribes the difficult to say whether a so-called ergonomic
adjustment reach of the seat, chair back and mouse, a trackball, or pen would be more
suitable for you personally. If necessary,
consult your company doctor or your ARBO Consider using a document holder beside
consultant. or under the screen. This will do away
with the need to bend the neck for long
Notebook/laptop periods.
If you work longer than two hours a day with a  Do not clamp the telephone between your
notebook / laptop, additional accessories such head and shoulder. You should wear a
as a laptop support and a separate keyboard headset for frequent telephone use.
and mouse are required.  Try to adopt a relaxed working position.
 Alternate your normal work regularly with
Other Risk Factors
other tasks.
Avoid working in cold air currents. Do not
 Switch hands regularly when using the
position your desk too close to a window or
mouse.
other supply air defuser. If noise is a problem
 Take short breaks now and then and do
at your place of work, try to find out what
relaxation exercises.
causes it. Consult your colleagues and
supervisors on ways to solve the problem.
Summary: ‘How can you prevent health
complaints?
Work Procedures Alternate work with monitors regularly
Here are several brief tips for developing good with other tasks!
work habits. Take short breaks every hour, but more
 First, adjust your chair to suit your height. frequent shorter breaks are better. There
Do not worry about the height of your are also software programs available that
desk. The thighs should be horizontal and can remind those who work with monitors
your feet on the floor directly in front of to take breaks.
you. Regularly do relaxation exercises for the
 Adjust the seat depth of the chair and the neck, shoulders and arms. See the
height of the chair back and armrests. examples from the instruction form.
Make sure that the backs of the knees Never work longer than six hours a day
remain free with good support in the with computer monitors.
small of your back. The armrests should When there is excessive workload, consult
not push the arms up. your supervisor to find a solution. A
 Then adjust the desk chair for the correct supplementary possibility is training in
working height. The armrests will be at ‘learning to cope with the pressures of
the same level as the desktop. If your feet work’.
do not rest flatly on the floor, use a
footrest. Do not use the frame of the chair Seek assistance if you have trouble
as a foot support! relaxing.
 Your lower arms should rest on the Adopt a relaxed working position and
armrests or on the desktop. Make sure work procedures.
that this does not push your shoulders up. Make sure your workplace is well
 Keep your hands and wrists in a neutral
arranged. Use this folder as a guide and go
position, if possible. Do not turn your
through the checklist to assess ways of
hands too much in one direction or the
working with computer monitors.
other and do not lift your hands when
using the mouse or typing.
 Do not use excessive pressure when
hitting the keys! Treat the first physical symptoms
 Sit straight and make sure that the seriously. Early symptoms can be treated.
monitor is not too low or too high. The top
edge of the screen should be at eye level.
Where can you obtain additional
information?
How can the AMD help you?
AMD internetpagina: At the request of managers, AMD can provide
http://www.ru.nl/amd/ the following:
Arbocatalogus Universiteiten: 1. Group briefings and instruction about
http://www.vsnu.nl/Subsites/Arbocatalog computer monitors.
us/KANS.htm 2. Courses on how to cope with stress.
Arbocatalogus Universitair Medische 3. Workplace research in the area of layout
Centra: and work position.
http://www.dokterhoe.nl/artikel/2/fysiek
e-belasting/25/wat-doet-uw-
umc/63/arbocatalogus-kans-rsi If you have symptoms or questions, you
RSI patiëntenvereniging: http://www.rsi- should contact your
vereniging.nl/
RSI startpagina: http://www.rsi.pagina.nl
CHECKLIST FOR ASSESSING AND TAKING STEPS TO IMPROVE MONITOR WORKSTATIONS

This checklist is a tool for assess your workstation. If you would like a more detailed evaluation,
please consult the AMD checklist at the following Web site:
www.kun.nl/amd/welzijn/amdbeeldschermlist.htlm.

These lists were especially developed for people who work with computer monitors.

The Desk Chair

Yes No
1. Is the sitting height vertically adjustable?
2. Can the sitting depth be adjusted with the seat?
3. Is the back support vertically adjustable?
4. Can the armrests be positioned at elbow height?
5. Can the chair be pushed right up to the desk?
6. Does the chair provide sufficient support to the small of the back?
7. Is the desk chair stable and does it have five wheels?

Improvement Steps
If you answered any of the first four questions with ‘no’, check to see whether the operating
mechanism is defective. If possible, have the mechanism repaired or replaced. On request, the
supplier can arrange to repair or replace the chair. If you answered several questions with ‘no’, ask
the Occupational Health & Safety (OHS) officer (Preventiemedewerker Arbo & Milieu (PAM)) in your
department for assistance. If it is necessary or desirable to have a new chair, it should meet the
minimum requirements of the Netherlands Standard (NPR 1813, 2004). Requests to repair or replace
chairs should be made via your manager or administrator.

Desktops for Working at Computer Monitors

Answer the following questions and then decide which measures you could take yourself to improve
the arrangement.

Yes No
1. The monitor and keyboard are positioned in a straight line to each other:
2. There is at least 10 centimetres of space in front of the keyboard:
3. The mouse is next to the keyboard, within easy reach:
4. The desktop provides sufficient work space:
5. The desktop can be adjusted to proper working height:
6. There is sufficient leg and foot space under the desk:
7. The telephone and mouse are on either side of the keyboard:

Improvement Steps
If you answered these questions with ‘no’, try to make minor changes in the setup so that you can
answer the above questions in the affirmative. For example, the desktop is not deep enough so that
the keyboard cannot be placed in front of the monitor. If you can place two desks together or move
your desk slightly away from the wall, it may be possible to obtain the desired depth. Take care that
the monitor does not fall off the desk!
 Make sure that the mouse and keyboard cables are long enough. You could extend the cables or
reposition the PC.
If you are fairly tall, adjust the desktop to the proper working height. For example, place blocks of
wood under the desk legs and make sure that the gas spring of your chair can reach this height. If
you share your workstation with others, simple vertical height adjustment of the desktop is
essential! Ask the OHS officer (AMCP-er) in the department for support.
Reposition your workstation if table legs or drawers restrict legroom. Remove any unnecessary
materials from under your desk.

The Working Posture

A relaxed working posture is important to prevent complaints. Check whether this is possible in your
situation by answering the following questions.

Yes No
1. Do you often sit obliquely in your chair?
If no, go to question 2.
1.1. The working space for your keyboard and mouse is too limited:
1.2. The monitor no longer fits in your workstation:
1.3. The data to be entered are lying diagonally on the desktop:
1.4. The space under the desk makes it difficult to sit straight:
1.5. You are bothered by daylight or lamps:

Improvement Steps
If you answered one or more sub-questions with ‘yes’, check to see whether you can change your
way of working so that you can answer ‘no’ to the above questions. Make the changes in
consultation with your office colleagues.

Some possible improvements:

Increase the working depth and working space around the monitor. Place the monitor and
keyboard in a straight line. Also see the AMD information folder on working at computer
monitors.
Use a document holder beside or under your monitor.
Remove unnecessary materials from under the desk. Relocate the workstation so that table legs
or drawers will not get in the way.
Make sure you change desktops if the height of your desk, including the supporting structure, is 5-
cm or less from the position of your legs.
Place the monitor squarly to the window. Use a screen or shade to keep out daylight. Tilt the
monitor to avoid having lamps reflected on the screen. This will reduce the nuisance.
Also make sure that the work on your desk is well organised.
Yes No
2. Do you often raise your shoulders?
If no, go to question 3.
2.1. The chair is too low with respect to the desktop:
2.2. The armrests push my arms up:
2.3. The chair is too far from the desk:
2.4. Telephoning and monitor work go hand in hand:
2.5. Your workstation is draughty or cold:
2.6. There is much work pressure or problems in the working environment:
Improvement Steps
If you answered one or more of the sub-questions with ‘yes’, check to see whether you could change
your work procedures.

Some possible improvements:

First, adjust the desk chair properly. See the AMD information folder about working with
computer monitors. Use a footrest if the desktop is too high.
Make sure that your desk chair faces a straight part of the desk so it can be pushed close to the
desk. If the armrests are too long, the chair should be replaced. Also see the section entitled ‘The
Desk Chair’.
Use a headset if answering the telephone is a main activity.
Switch hands regularly when using the mouse.
Do not sit in front of a window or beneath a ventilation supply air defuser (grill).
Consult with your supervisor about organising the work.
Yes No
3. Do you often sit at your monitor in a stooped or slumped position?
If no, go to question 4
3.1. The keyboard is too low or too far away:
3.2. The desk chair cannot be pushed close to the desk:
3.3. The lower arms only receive support in this position:
3.4. The monitor is too low or tilted up:
3.5. Your view of your screen is obstructed:
3.6. You find this working position comfortable:

Improvement Steps
If you answered ‘yes’ to the first four points, it is important that you reassess the chair settings and
the workstation setup. Also see the sections on desk chairs and desktops.

Some other possible measures:

Find out whether your view of the screen is obstructed. There could be multiple causes. One
common problem is a strip light directly above a monitor. Such lighting is actually designed for
reading and writing. In this situation, you should have the fitting relocated or relocate your
monitor workplace. Take suitable action or ask for assistance from the OHS officer (PAM).
Sitting in a forward-leaning position is habitual and many people find it comfortable. It requires
only limited use of back and stomach muscles and seems less tiring. Nevertheless, this posture
puts additional loads on other muscles and joints. This also increases pressure on neck and back
vertebrae. Try not to work for long periods while leaning forward and avoid extremely bent
positions.

Yes No
4. Do you often place your feet under instead of in front of the chair?
If no, go to ‘In Conclusion’.
4.1. The space under the desk is too limited to stretch my legs:
4.2. The back support seems to push you forward in your seat:
4.3. My legs are too short to place my feet flat on the floor:
4.4. You find this posture comfortable:
Improvement Steps
If you answered one or more of the sub-questions with ‘yes’, find out which measures you could take
and implement them in consultation with your office colleagues.
Some possible measures:

Make sure you have sufficient free leg and foot space. Also see the points of interest under
number 1.
Adjust the back support properly. It should not be too high! The small of the back needs proper
support. The upper back and shoulders do not require direct support.
Use a footrest.
Check to see why you find this posture comfortable. Are you leaning too far forward? Do you
otherwise have difficulty reading the text on your computer screen? Is this an alternating working
position?
Resting your legs under the seat of the chair too often will pinch the blood vessels in the legs. In
time, this could lead to complaints.

In Conclusion
If you cannot discuss your questions with the OHS officer (PAM) or if you have additional questions,
you can consult AMD’s OHS adviser. Your department head can arrange for a workstation inspection.
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OCCUPATIONAL HEALTH & SAFETY
AND ENVIRONMENTAL DEPARTMENT
(AMD): COMPREHENSIVE EXPERTISE

As the University’s health & safety and

environmental department, the AMD supports
the Radboud University and the University
Medical Centre in all issues and commitments
relating to working conditions, sick leave, the
environment, radiation, and Genetically
Modified Organisms (GMOs). The AMD aims
to promote those matters that have a positive
impact on the university’s and the hospital’s
primary process and to prevent or eliminate
those that have a negative impact.

The AMD’s services are comprehensive and

require specialized expertise in many areas. Its
sphere of activity encompasses 13,000 staff

and 18,000 students. The presence of 1,000

patients and their visitors also affects the kind
and the extent of its services.

Publication
January2013
Health & Safety and Environmental
Department
Http://www.ru.nl/amd
Electronic helpdesk: helpdesk@amd.ru.nl

PO Box 9101
6500 HB NIJMEGEN
Phone: 024-3615400

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