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Which Desk? Which Chair?
There are so many choices for equipment. How do we decide which desk or chair to buy? As both authors and users of equipment, we have a bias. We encourage you to become attuned to your preferences by noticing your body’s response when you use the equipment.
Although examples of various desks, chairs, monitors, and mice are useful to let you know you have options, one size really does not fit all people equally. You will want to notice what works and what doesn’t. Is it comfortable, is it uncomfortable, or does it hurt? Brand matters less, price matters less—how you use equipment matters most.
In this section we will walk-through some of the same approaches we use to help clients and coworkers. We draw the information from experiences working in settings as varied as corporate offices, hospitals, gourmet food chains, gambling casinos, and university classrooms. Almost everywhere, people complain of a general sense of fatigue. It’s encouraging to find that when we improve our ergonomics, our physical and mental energy often improve dramatically. If we don’t have to work as hard to perform essential tasks, that makes it easier to get work completed, relieving a major drain on our energy.
The New Workstyle
A new approach to workstyle has been developed in Western Europe, initially in Holland, that is used now in Scandinavia and Great Britain as well. This workstyle
- reverses the trend toward inactivity in the office with an approach that allows greater comfort and freedom of movement.
- uses ergonomic principles to promote health and minimize strain injuries associated with computer work.
- is designed to be more physically active, including the use of sit-stand desks and chairs for “active sitting” like the one shown in figure 22.1.
- factors in flexible employment that enables employees to work from home some of the time. In the Netherlands, approximately half of the workforce works at home at least one day per week.
- includes consistent breaks, lunch time, and vacations, made available to employees as an aspect of this more flexible workstyle.
- is facilitated by proactive government regulation to optimize employee health by defining work hours, stipulating the physical space needed for each employee, and limiting the intrusion of work matters into employees’ home life.
In the industrial nations of the West, more than 60 percent of the population will experience lower-back problems at least once in their lives. This type of health issue provides the rationale for a more dynamic approach to work. These innovations are phased into work life, just as one would increase physical activity gradually for maximum success.
Figure 22-1 An adjustable chair and a sit-stand desk provide the basis for a more active workstyle. (Photo courtesy of Backshop NL)
Optimizing Your Chair
To optimize your desk, place the keyboard on the desk surface; then pull up your chair and adjust the chair height to a comfortable level. You want an arrangement in which you can rest your forearms on the desktop, while placing your fingers on the keyboard, so your arms form the letter “L” with your forearms and wrists resting on the tabletop. This enables you to take the weight off your arms and shoulders while you’re using your hands. Then you’re no longer fighting gravity while you’re typing. This is a more energy-efficient way to work, compared with using a keyboard tray, which does not allow you to fully relax your arms. What’s working well in figure 22.2:
- The woman’s knees are at a right angle, like the letter T.
- She has good back support, which positions her to sit up straight.
Figure 22-2 A traditional chair like this works well for most people (1) if it is adjusted correctly and (2) if workstyle includes frequent microbreaks (stretching while seated) and periodic movement breaks (getting up and moving around). (Photo courtesy of Backshop NL)
- The monitor is at eye level.
- Her hands and forearms are level.
- The armrests are at the right height.
The challenge here is that she could become captured by the chair. If we develop a habit of staying seated without stretching or moving around, we are more likely to develop aches and pains. If we don’t move, gravity will wear us down.
More Tips on Adjusting the Chair
Explore your chair’s adjustment functions. If you’re not sure how to adjust it, look for videos on YouTube or a downloadable manual.
- Seat height. Adjust the chair height so the angle of your hips and knees is about 90 to 100 degrees (level or slightly lower at the knee, while your feet rest easily on the floor). Both your heels and the balls of your feet should touch the floor. Note: There is a device called a goniometer that can measure the angle of objects as they move relative to one another, such as the angle of the seat relative to the floor, or the angle of your knees as they bend relative to the floor. An inexpensive goniometer is less than $10.
- A foot support. Use a footrest, stool, or box beneath your feet.
- Seat angle. Adjust the seat so that it tilts slightly downward at the front by perhaps ½ inch (so it will not create pressure on your spine or your thighs, constricting circulation). Be sure there is about 1½ to 2 inches between the back of your knees and the front edge of the seat.
- The seat pan. Many office chairs are too big for people who are petite. The seat pan is too deep, so when they try to rest against the back support, they are in a slouching position. If the seat is too wide, they must extend their elbows to use the armrests, and often the armrests are the wrong height. If your seat is almost a fit, you can adjust it with pillows. When you’re trying out a choice of chairs, ideally you want one that allows you to sit all the way to the back of the chair. There should still be an inch or two of space behind your knees.
- Back support. Most people need back support to reduce some of the strain of sitting erect. Adjust the height of the back support so that it supports your back just beneath the shoulder blades. If there is not enough support, explore using a small back pillow, foam pad, or a rolled-up towel taped in place.
- Armrests. Adjust the armrests so you do not have to raise your shoulders or lift your elbows to rest your arms on the armrest. In many cases, it is better to remove the armrests if they are too high, if they interfere with resting your arms in your lap, or if they prevent the chair from being close enough to the desk. Most armrests are bolted or screwed onto the bottom of the seat and can easily be removed. For many people the armrests are too high. One solution is to bring a pillow from home. In other cases, the armrests have hard edges that cause discomfort. This may be corrected by attaching a piece of foam or taping over the sharp edges.
- Leg room. You want to have enough foot or legroom underneath your desk or workstation. The moment you place your feet in a fixed position for an extended period of time, circulation is reduced, causing chronic muscle tension. You want to be able to stretch your legs and wiggle your toes. Remove anything that interferes with freedom of leg and foot movement. Often that’s the only place where you can put your bag, your briefcase, or backpack—or store files, notebooks, or important papers.
Cost-Effective Ergonomics
You don’t necessarily need to spend more money to optimize your office furniture and achieve a healthy outcome. What’s more, some furniture, although attractive, will not solve the problem. Many people are put off by expensive advanced functions, so you want to strike a happy medium. Some of the simple, inexpensive chairs are actually better designed from an ergonomic standpoint than the big, fancy, expensive ones. An advanced, fully featured chair can cost $1,000. However, there are basic, reasonably priced chair or stool options that start at $100 that are perfectly serviceable.
What if there’s no budget? We believe that employees need to think outside the box. There is the expectation that the boss always has to supply the equipment. In theory, they may be right. However, if they’re at risk of injury, that changes the priorities. It’s more important to avoid injury.
Putting things in perspective. Consider the actual costs of work-related health issues. This is now a massive problem with daunting statistics.
- Worldwide, lower-back pain has the highest burden of disease related to years lived with disability. Unlike cancer or cardiovascular disorders, although lower-back pain is not fatal, the burden of chronic pain is greater, because it can last a lifetime.
- Back pain is among the top five conditions people take to their physician.
- These are not rare conditions. The direct and indirect costs are estimated to be between $50 billion and $200 billion per year. The individual cost is estimated to be between $1,000 and $20,000.
Upgrading an Existing Chair
Typically, a lumbar support for the lower back can be purchased in a back store or online. Note that the pillow should be firm and supportive.
Correcting the angle of the hips and the pelvic bones provides support for comfortable, erect posture. Without that support, there is the tendency to slump, putting pressure on the back between the shoulder blades, with the potential for back pain.
Figure 22-3A Without good back support and correct seat angle, we’re tempted to collapse into a letter “C” posture with our hips at the wrong angle. This position may increase back and neck pain. (Copyright BackJoy Orthotics LLC)
Figure 22-3B A seat insert supports more erect posture, reducing the risk of back pain. It provides support for the pelvic bones which improves the alignment of the spine. (Copyright BackJoy Orthotics LLC)
Affordable Ergonomic Chairs
Often, the armrests can be taken off an existing chair, since all you really need is a good seat and good back support. Removing the armrests completely provides much more freedom of movement. Armrests also limit the ability of the chair to move underneath the desk or tabletop. Check to see if you can move your arms backward so they are not constrained. Taking a break in a chair with no arms can be surprisingly relaxing. Simply place your hands in your lap and rest your back against the chair.
Figure 22-4 A basic adjustable chair like this maximizes the opportunity for stretch breaks, reducing the risk of injury, and is usually affordable. (Photo courtesy of Backshop NL)
Options for “Active Sitting”
Another approach to simple seating is an inexpensive circular wooden stool. This is an effective option that is surprisingly comfortable. We realize that most people would hesitate to bring a stool to work, even if they had permission, because they don’t want to look different. However, if you have ever experienced carpal tunnel syndrome, repetitive strain injury, or chronic neck or back pain, you realize the importance of a preventative measure such as an appropriate chair. Economical secondhand office chairs and stools can usually be found on Craigslist.org.
Figure 22-5 Optimizing a stool: A firm, narrow, wedge-shaped pillow with a small angle puts your knees slightly lower than your seat. All these tweaks are up to the individual. You may need to try a couple of different options to find the one that works best for you. (Source: Erik Peper)
Whimsical Approaches to Active Sitting
On the ball. If you’re working at a desktop workstation, you might want to consider setting aside that stuffy old chair and alternate sitting in your chair with sitting on a large bouncy ball, an exercise or balance ball. Enjoy bouncing, wiggling, and rocking on the ball. The appropriate ball diameter depends upon your individual height, as well as the keyboard and desk height. The size can be increased or decreased depending on how much you inflate the ball and your position in relation to the keyboard. Ball sizes:
- If you are over 6 foot 3 and have long legs, try a 75-centimeter (30-inch) diameter ball.
- For those between 5 foot 2 and 6 foot 2, a 65-centimeter (26-inch) ball.
- Folks under 5 foot 2 may try a fully inflated 55-centimeter (22-inch) ball or a partially inflated 65-centimeter (26-inch) ball.
You want a ball made of burst-resistant materials. When you sit on the ball, let your hips be slightly higher than your knees. Keep track of your ball—even though your coworkers may think you’re eccentric, they will almost all want to use it. Note: Most burst-resistant balls are rated to support up to 300 pounds and cost between $25 and $50.
Other options include different types of flexible stools as well as kneeling chairs. With these chairs there are some concerns about knee problems, which are arguably worse than back pain. Stay tuned as the equipment evolves with our understanding of more dynamic ways to work.
Figure 22-6 Ball chairs come in a variety of styles, are comfortable to use, and avoid the problem of sitting statically at the computer. (Photo courtesy of Backshop NL)
Choosing a Chair
Can employees adjust the chair themselves? During workplace consultations, one observation is that the fancier the chair, the less likely that people will know how to operate it. Sometimes the adjustments are hidden from view, but in other cases there are simply too many complicated settings. Fortunately, good ergonomics is not just about money. Rather, it is more about making adjustments that match the individual’s needs, which reflects a kind of precision performance-based ergonomics.
The politics of buying a chair. When new office equipment or furniture is considered, everyone seems to be attracted to labels like “executive furniture” that shine with polish and prestige. Yet providing expensive equipment for some folks and not others can complicate office politics.
More expensive is not necessarily better. Large, well-padded executive-style chairs (and other traditional office chairs) tend to be confining and may be an unrecognized cause of strain injuries. These chairs can be so cozy that people take fewer stretch breaks, with disastrous results over the long term.
Captured by the furniture? The more immobilized we are, the less the opportunity for movement and flexibility, and the more we risk eventual injury. Many people love these expensive, fancy chairs. But the chair tends to act like a cocoon, surrounding them, insulating them, and limiting their ability (and motivation) to take little stretch breaks. (See chapter 14 on microbreaks for more on this topic.) Employees who use these cocoon-like chairs will want to use an app such as a break app, which will remind them periodically to stretch a little.
One size does not fit all. Medical researchers, such as Sackett, have used the term precision medicine to describe health practices that are tailored for the individual rather than an approach in which one size fits all. We feel that precision ergonomic practices (PEP) are a key concept. Namely, we need to adjust the furniture and equipment to the individual and not the individual to the furniture. For example, although chair manufacturers have worked very hard to make a chair that universally fits most people, those who are either very petite or have a generous build need to use furniture and equipment that fits their individual body type.
Too big, too small, or just right? Is the chair for Papa Bear right for Mama Bear or Baby Bear? Is the chair for Baby Bear right for Mama Bear? Clearly the furniture for a large person who is 6 foot 6 and a small person who is 4 foot 8 needs to be different. It’s almost impossible to adjust the same chair for someone who weighs 320 pounds and someone else who weighs 87 pounds.
Check the scale of the chair. For people who are trim and petite, chairs are almost universally too tall, too wide, and generally too large. In addition to the fact that their feet may not touch the floor when they’re at the right height for their desk or table, there’s also the problem of the size of the seat itself, and as a result, a lack of back support.
Think in terms of three sizes. Even if you select only one specific model of chair, it’s very helpful to think in terms of at least three sizes (for small, medium, and large-framed individuals). The following are a few ideas on furniture selection, based on how you, your chair, and your desk interact.
Re-envisioning the Desk
Sit-Stand Desks
This unit provides an easy alternative to sitting, enabling you to stand while you work periodically through the day.
Benefits. The data on this approach suggest that people are less fatigued and more productive when they vary between sitting and standing. Investment in one of these units also makes sense if the desk is being shared by more than one person of a very different height or build. Specific benefits, identified in the research of Gibbs and colleagues, include
- a measurable increase in energy and reduced fatigue
- improved concentration and focus
- increased productivity reported by people who spend most of the day typing
- improved circulation, helping to clear the muscles of waste products that make us tired and sore
- burning more calories, and more optimal weight, which could translate into reduced risk of diabetes
Getting started. It is important that employees accustom their bodies to the exertion of standing, just as one would phase in any form of exercise, activity, or exertion. Ideally, begin by working standing for an hour, and if you find that’s too long, you can adjust your work pattern to fit your experience.
Figure 22-7 Three strategies to support productivity: a sit-stand desk, use of a laptop stand, and a second external monitor. (Photo courtesy of Backshop NL)
Figure 22-8 An individual worktable maximizes desktop space and freedom of movement. (Photo courtesy of Bakker Elkhuizen)
The Specs
The European Union standards for good ergonomics provide a helpful baseline:
- Desks. 32 inches deep × 48 inches wide (80 × 120 cm). A generous-size desktop will accommodate the use of a standing-desk riser, a laptop stand, and extensive work materials.
- Worktables/desks. Range of height adjustment: 24–33 inches (60–82 cm), which is sufficient for 90 percent of all users.
- Sit-stand tables. Adjustment range: 25–48 inches (62–120 cm). Sit-stand desks contribute to a higher level of work comfort, relieve back complaints, and increase concentration, found in one study to result in a 53 percent increase in productivity.
Figure 22-9 Using a sit-stand riser to support a laptop. (Photo courtesy of Backshop NL)
Affordable tables with legs of various heights are available at Ikea, on Amazon.com, and from suppliers of ergonomic equipment. You will want a table with a flat top, without wood trim at the bottom of the tabletop, and no drawer. If there is wood trim and a drawer, the table is usually too high, since the table has to be higher for you to fit under it.
Options for a Desk
The desk and chair work together. You want the desktop to be at elbow level, so you can rest your forearms on the desktop when you are using the keyboard.
Adjustable desk. If the desk can be adjusted in height, begin by raising or lowering it to the correct height when you are sitting comfortably in your chair. See the Quick Start Guide at the end of this chapter. (Also see Appendix A for more tips on optimal desk arrangements for your desk, chair, and computer.)
Fixed-position desk. If the desk cannot be lowered or raised, then optimize your work space with an adjustable chair.
Chair. Arrange the height of the chair so that you can rest your elbows on the desktop without raising your shoulders or winging your elbows out while you type. Almost all office chairs are adjustable in height. If there’s no budget for a chair, take a look at the suggestions for using a pillow on the chair to make it more supportive: either a firm pillow for the seat or a pillow for the small of your back to make it more comfortable.
Classic wooden worktables. In the United States, offices most often use desks, whereas in Europe, offices tend to use tables with no drawers, because that maximizes the space of the desktop. When the desktop is at the right height, that enables you to rest your arms on the table while you type, conserving precious energy. A generous desktop will enable you to use two monitors, found to increase productivity and useful for a broad range of tasks.
An existing table. If you already have a wooden table, but the height is wrong for a computer worktable, consider trimming the legs using a wood saw or metal hacksaw, or raising the height of the chair relative to the desk. In a work environment, this type of change can only be done with permission.
A new table. When buying a table for a small business or for your home work space, a tabletop can be purchased separately from the legs at retailers such as Ikea, where you may also find table legs that are specific to the height that you want. Mixing and matching tabletops and legs is an inexpensive solution that’s attractive for a single user or two users who are close in physical size. Another affordable option is to get an inexpensive wooden table and then give yourself permission to trim the legs to the height you want. These tables currently are in the $60 to $100 range and go up from there.
An inexpensive sit-stand riser. If you’re interested in using a standing-desk riser, you’ll want to be sure that when you purchase a new desk, the new desktop is large enough to accommodate a riser comfortably.
Adjustable sit-stand desks. Investment in one of these units makes sense if you want to alternate sitting on a chair, sitting on a stool, or standing. This is also a useful option if the desk is being shared by two people of very different height or build. These desks are designed so you can preset more than one height, enabling users to quickly switch from one height to another. That could be an investment close to $500. The electric or automatic desk has a mechanism that works with the press of a button. That’s more ideal if the desk is shared. You can browse a variety of designs using a search term such as “sit-stand desks” or “adjustable computer desks.”
Desktops. Make it a point to notice how you interact with the furniture and equipment. You want the greatest amount of real estate on your desktop as possible. Standards developed in the European Union recommend a minimum size of 32 by 48 inches. If you’re buying any type of desk, there should no drawer below the desktop because that would impinge on your legs and put your arms at the wrong angle. Similarly, keyboard trays are less in use now, found to cause tension and fatigue in arm muscles. A large desktop enables you to use a larger monitor or two monitors.