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Skills and Entrepreneurship
The desk setup mistakes costing millions in sick days
by Louise Shipley
Poor desk setup might seem like a minor workplace issue, but across the UK and Europe, it’ s contributing to millions of lost working days every year.
Conditions such as back pain, neck strain and upper limb disorders are now among the most common causes of sickness absence in deskbased roles, often linked to poor workstation design and a lack of appropriate ergonomic office equipment.
Musculoskeletal disorders linked to deskwork tend to develop incrementally rather than suddenly. Without early intervention, minor workstation issues can compound over time and contribute to extended absence.
Here are ten of the most common desk setup mistakes costing businesses time, productivity and money.
1. Monitors positioned too low or too high
Neck and upper back pain are frequently reported among display screen equipment users. Incorrect screen height forces employees to tilt or crane their necks, increasing strain in the upper body.
Using a monitor arm or a monitor / laptop stand is a great solution. This allows users to adjust the position of their screen to sit around eye level or just below.
2. Chairs without proper lumbar support
Chairs that fail to support the lower back encourage slouching, increasing spinal compression. Supporting the natural curve of the lower back with built in lumbar support is helpful in preventing pain. While not all chairs
have built in lumbar supports, a lumber cushion or back rest can be helpful in preventing pain.
3. Desk height that doesn’ t match the user
Desks that are too high or too low can cause raised shoulders or hunched posture, increasing the risk of shoulder and arm strain, a common cause of upper limb disorders. This can be corrected by adjusting the height of your chair or height adjustable desk. You want to make sure your elbows rest at roughly 90 degrees when typing and mousing.
4. Keyboard and mouse positioned too far away
Repeated reaching for input devices places strain on shoulders and forearms, contributing to repetitive strain injuries such as carpal tunnel.
Keeping your keyboard and mouse close and at the same level is a great solution, as well as considering ergonomic keyboards and mice that support neutral wrist posture.
5. Lack of arm and wrist support
In a similar vein, unsupported arms increase tension through the shoulders and neck, particularly during long periods of typing. Chairs with adjustable armrests or correctly positioned wrist supports are an easy way to provide light forearm support without forcing wrist extension.
6. Sitting for long periods without movement
It is no secret that prolonged sitting reduces circulation and contributes to fatigue, stiffness and musculoskeletal pain. Short movement breaks should be encouraged every 30-60 minutes, with sit-stand desks or active seating options.
7. Incorrect screen positioning and poor lighting
Incorrect viewing distance increases eye strain and encourages poor posture, leading to symptoms such as‘ tech neck’, or forward head posture. Screens should sit roughly an arm’ s length away, aided by a monitor arm or monitor / laptop stand.
An extended time in front of screens can lead to eye strain. Poor lighting and glare can worsen strain, leading to headaches and visual fatigue. To avoid strain, screens should be positioned perpendicular to windows and avoiding overhead lighting. Anti-glare screens and adjustable lighting are also helpful.
8. Poor home and hybrid work setups
The rise of hybrid working in recent years has exacerbated problems caused by poor ergonomics. With more employees at home, many have inadequate set ups. Staff should be encouraged to mirror office ergonomics at home, with laptop stands, external keyboards, mice and supportive seating.
9. Lack of regular workstation risk assessments
Research shows that workstation risk assessments are essential for ensuring you have the correct set-up and equipment to perform your job comfortably, and free from pain. They can identify risks and find ergonomic solutions for improving posture, reducing strain and boosting wellbeing.
Louise Shipley is head of European marketing for workplace health solutions at Fellowes, a specialist in manufacturing office ergonomic equipment
www. fellowes. com