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SESLHD HANDBOOK
COVER SHEET
NAME OF DOCUMENT
Work Health Safety (WHS) Computer Use Guide
TYPE OF DOCUMENT
Handbook
DOCUMENT NUMBER
SESLHDHB/362
DATE OF PUBLICATION
July 2014
RISK RATING
Medium
LEVEL OF EVIDENCE
Workstation assessments
REVIEW DATE
July 2017
Documents are to be reviewed a
maximum of five years from date of issue
FORMER REFERENCE(S)
SESLHDPD/81
Documents that are replaced by this one
EXECUTIVE SPONSOR or
EXECUTIVE CLINICAL SPONSOR
AUTHOR
POSITION RESPONSIBLE FOR THE
DOCUMENT
including email address
Sharon Litchfield
Director Workforce Services
Ron Taylor
WHS Consultant
Health Safety & Wellbeing
[email protected]
Peggy Pollock
Manager, Health Safety & Wellbeing
[email protected]
KEY TERMS
Workstation, Computer, User guide, Stretches.
SUMMARY
This handbook has been developed to assist workers
with correctly setting up their computer workstation. The
information in the handbook will assist in reducing the
risk of injury.
Brief summary of the contents of the
document
This Handbook is intellectual property of South Eastern Sydney Local Health District.
Handbook content cannot be duplicated.
Feedback about this document can be sent to [email protected]
SESLHD PROCEDURE
WHS Computer User Guide
1.
HB 362
POLICY STATEMENT
The purpose of this handbook is to provide all managers and workers with information
and guidance to identify ergonomic risk and by following the risk management process to
mitigate the risk within a computer workstation environment.
2.
BACKGROUND
This guide is designed to promote an appropriate ergonomic working environment. Using
this guide will minimise incorrect workstation setup that may lead to pain or discomfort.
The WHS Computer User Guide follows the risk management process in a systematic
and planned approach to managing all reasonably foreseeable workstation hazards and
their associated risks.
3.
RESPONSIBILITIES
Refer to; Work Health and Safety Risk Management Procedure – SESLHDPR/212
4.
PROCEDURE
Computer Use Guide
A guide for setting up computer workstations and exercises
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TABLE OF CONTENTS
4.1 - Step 1: Adjust Your Chair……………………………………………4
Seat Tilt and Backrest Height……………………………..
Backrest Angle………………………………………………
Seat Height…………………………………………………..5
Footrests……………………………………………………..6
4.2 - Step 2: Position your Keyboard and Mouse……………………….7
Keyboard……………………………………………………..
Mouse…………………………………………………………8
4.3 - Step 3: Position your Computer Monitor……………………………9
4.4 - Step 4: Position Documents Used with the Computer……………11
4.5 - Step 5: Position of Telephone……………………………………….11
4.6 - Step 6: Safe Work Practices…………………………………………12
4.7 - Exercises for Office Workers…………………………………………12
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4.1
Step 1: Adjust Your Chair
Set Seat Base Tilt
* Note - not all office chairs have a seat base tilt feature.
They may still meet the Australian standards.
• Adjust the seat base so that it tilts slightly forward.
• It should be tilted enough to cause the person to sit in
a more upright position and promote a downward slope
of the thighs.
• Tilting the seat base in combination with setting the
backrest allows the person to sit right back in the chair
and gain the necessary support.
Set Backrest Height
• Move the backrest up or down so the chair lumbar
section is supporting the curve in your lower back.
• Lock the backrest into place.
Set the Backrest Angle
* Note - not all office chairs have an angle adjustable
backrest. They may still meet the Australian standards.
• Use your body weight to lean back against the
backrest. Depress the control lever to enable the
backrest to change angle.
• Adjust the angle to allow normal upright alignment of
the spine. Try to maintain the three natural curves.
• Ensure the chair provides a full support to your back.
• Use the chair backrest to provide different postures.
Whilst changing position is encouraged, it is not
recommended to lean forward or backwards in your
chair. It is a better option to go for a walk or may be
stand up to answer the phone.
Note:
Frequent posture and position changes encourage
blood flow in different muscle groups which helps
minimise back fatigue when sitting for prolonged
periods.
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Set the Seat Height
Option One: With a non adjustable desk
• Raise / lower the seat to enable the desk
height to be at or slightly below your elbow
height.
• There should be a slight downward slope of
the forearms and still be able to reach the key
board without your elbows leaving the side of
your body
Note:
• If you are a “touch typist” you may sit slightly
higher.
• If you are not a touch typist, you may sit
slightly lower than elbow height. This may help
relieve neck fatigue from frequently looking
between the keyboard and monitor.
Footrests
• Use a foot rest if you feel pressure under
your thighs from the front edge of the seat or if
your feet do not touch the ground.
• Ensure there is a slight downward slope of
the thighs to promote blood flow.
Note:
If you find yourself slumping in the chair or
your feet are not comfortably positioned on the
floor then you may need to consider a footrest.
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SESLHD PROCEDURE
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Option Two: With an adjustable height desk
• Lower your chair seat to rest your feet on the
floor and relieve any pressure on the thighs
from the front edge of the chair.
• Lower the desk height to your elbow height
when you are seated on the chair.
Note:
• See Notes from Option One.
• If your keyboard shelf adjusts separately from
the desk, be careful not to create a height
difference between your keyboard and mouse.
This may create a “mouse shoulder” problem
by frequently elevating your arm to use the
mouse.
• If you prefer to use the keyboard shelf,
ensure it is big enough to accommodate the
mouse as well.
• If “mouse shoulder” is of concern then seek
advice from your manager.
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4.2
Step 2: Position your Keyboard and Mouse
Both these items are used frequently
and are to be located on the desk in
the primary reach envelope (see
Fig.1)
Keyboard
• should be centrally located and
comfortable position in front of you.
• This position and use of the angle
legs may very if a touch typists or
non touch typists.
 Sufficient space for other tasks
when not typing
 When looking between the
keyboard and monitor maintain good
neck position
• The mouse can be positioned on
either left or right side or both if
required.
Note:
• Check that your typing technique
does not involve:
- subtle elevation of your shoulders
- holding your hands up with bent
wrists
- resting your wrists on the desk
- “wrist rests/supports” are generally
not recommended, however, some
users find that “wrist rests/supports”
help eliminate bent wrists when
typing. In this case, they could be a
benefit.
For further advice please consult
your Sector Manual Handling
Coordinator
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SESLHD PROCEDURE
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Mouse
• The elbow should remain bent when reaching
for the mouse. The mouse should be located in
the primary reach sector (inner reach- fig.1
step 2).
• Your forearm should rest on the desk when
your hand is on the mouse. It should glide over
the desk when using the mouse.
Note:
Your wrist should not be the contact point
between your arm and desk when using the
mouse.
• Try to train yourself to use the mouse with
either hand.
• Learn keyboard shortcuts for frequent mouse
activities and reduce your use of the mouse
(keyboard shortcuts available on the intranet manual handling page).
• When mainly using the mouse then use a mix
of keyboard shortcuts and change hands to
reduce repartition.
•Rest your hands regularly.
Note:
There are a number of different options
available for tasks involving large amounts of
mouse work. Please contact you Sector
Manual Handling Coordinator for further
assistance.
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4.3
Step 3: Position your Computer Monitor
Option One: Conventional monitor (CRT
monitor) If you have a conventional monitor.
• locate it at the apex of an L shaped desk
parallel with the keyboard location.
• Alternatively, locate it on a rectangular desk,
as long as the surface is over 900mm deep.
• Elevate the monitor until the top of the
monitor is approximately the same height as
your eye height when seated.
• Push the monitor back until the face of the
monitor is at least full arms length away from
your seated position.
Option Two: Laptop
If you use a laptop for more than 2 hours per
day, you should:
• Either, locate the laptop on a stand to elevate
the screen to eye height. Use a separate
keyboard and mouse.
• Or, use the laptop keyboard, separate mouse,
and a separate, elevated conventional monitor.
• Or, use a full docking station to create Option
One arrangements
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SESLHD PROCEDURE
WHS Computer User Guide
HB 362
Option Three: If you have a flat LCD Screen
• You can locate the screen on any of the
L shaped desk surfaces that are over 750mm
deep.
• Ensure a symmetrical position is created with
the keyboard and LCD screen.
• If required, elevate the LCD screen as per
Option One.
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4.4
Step 4: Position Documents Used with the Computer
• If you are not a touch typist, place
document on angled surface behind the
keyboard and in front of the monitor stand.
• If you are a touch typist you may prefer an
alternative document stand elevated to either
side of the monitor.
4.5
Step 5: Position of Telephone
• Consider locating the telephone on
your non dominant hand and side of
the computer or stand up to take
calls. This enables you to change
position (not sitting) on a regular
basis.
• If it is frequently used, locate it in
the primary reach sector (inner
reach see diagram).
• If you have frequent or prolonged
telephone calls or are required type
while conversing on the phone,
consider using a headset or hands
free phone when accessing
computer data.
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This Handbook is intellectual property of South Eastern Sydney Local Health District. Handbook content cannot be duplicated.
SESLHD PROCEDURE
WHS Computer User Guide
HB 362
4.6
Step 6: Safe Work Practices
• Remember your muscles need regular
movement to generate a good blood flow.
Sitting for long periods is not good for your
health.
• Change posture frequently and stand up
preferably every 30 minutes.
• Short breaks more often are better for your
body than longer breaks less often.
A task that involves a different posture (Task
rotation) for a period of 10 minutes in every
hour is ideal.
If you’re feeling fatigued, stop the activity and
stretching may help. This generates blood flow
and can assist in reducing fatigue.
4.7 EXERCISES FOR OFFICE WORKERS
STOP, S-T-R-E-T-C-H AND CHECK!

Do a few of these exercises a few times every day. Hold the stretch for at least 30
seconds.

Seek medical advice beforehand if you have any existing neurological or muscular
problems, particularly in your spine.

Dots show the muscles that you are exercising.

Make sure you relax and perform them gently, ease in and out of each stretch.

Hold the stretch or repeat as indicated on the diagram.

Do not over-stretch.

Stop if you feel discomfort when performing any of the actions. For further advice contact
your treating doctor.

Remember to do each (left and right) side.
While you are exercising, read the notes alongside each instruction and consider whether your
workstation is adjusted to suit you
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NECK
Exercise 1: Head rolls
Gently lower ear to shoulder and hold for 10
seconds. Slowly roll chin to chest and up to
other shoulder and hold for 10 seconds.
Repeat several times and be careful not to
extend your neck back too far.
HB 362
Exercise 2: Head turns
Turn head slowly to look over left shoulder and
hold for 10 seconds. Turn head the other way
and hold for 10 seconds.
Repeat several times.
Exercise 3: Chin tucks
SHOULDERS
Raise the head to straighten the neck. Tuck
the chin in and upwards creating a double
chin. This also results in a forward tilt of the
head. Hold for 10 seconds and repeat several
times.
Check neck posture
Exercise 4: Shoulder rolls
Circle shoulders forward several times, then
backwards.
Repeat 3 to 5 times.

Position the top of your screen at eye
level.

Use a document holder directly beside
or below the screen – it saves you
looking down.
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WHS Computer User Guide
HB 362
Exercise 5: Shoulder stretch
Stretch arm above head, cradle elbow with
hand and gently pull elbow behind the head.
Hold for 10 seconds and repeat several times.
Check shoulder posture
Relax your shoulders and rest your hands on
your lap. Bend your elbows to 90 degrees and
check the height of your finger tips against
your current work height.
If the work (keyboard or desk) is higher than
your hands, you may be hunching your
shoulders unnecessarily. If so, try and raise
your chair height or lower your desk height and
try and relax your shoulders while working.
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WHS Computer User Guide
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WRIST, HANDS AND ARMS
Exercise 6: Wrist stretch
With one hand grasping the back of the other
hand, palms outward, and straighten arms in
front.
Hold for 10 seconds and repeat several times.
Check hand and wrist posture

While keying keep your wrist straight
while your fingers are suspended over
the keyboard.

Keep elbows at keyboard level. This
may mean adjusting the desk or chair
height.

Don’t rest your wrists on the desk or
keyboard while keying. Keep hands
suspended.

Rest on the desk between periods of
keying.
UPPER AND LOWER BACK
Exercise 7: Upper and lower back stretch
With one hand grasping the back of the other
hand and turn palms upward above head;
straighten arms then slowly lean slightly from
side to side.
Repeat movement several times.
Exercise 8: Back arching
Stand up. Support lower back with hands and
gently arch back. Gently arch back and hold
for 5 to 10 seconds. Repeat as often as is
needed.
Check back support

Sit well back in your chair - if your feet
need support, use a foot rest
Adjust the back rest on your chair to support
your lower back.
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EYES
Exercise 10: Eye exercise
Sit up straight, face forward and repeat this
sequence several times without moving head.
Look up, then down. Look left, then right.
Exercise 11: Visual rest
Look up and away from screen; focus on a
distant object (more than 3 metres). For
example, look out of the window or at a picture
on a far wall. Shift vision back to screen and
refocus.
Check eye comfort
5.

Is there enough light falling on your documents?

Do windows or light fittings cause glare or reflection on the screen? If so, try turning the
screen or blocking the path of the light.

Use a screen with a light background when working with text. Software with a light
background for text is more comfortable for the eyes.
DOCUMENTATION
Workstation self assessment form F119
6.
AUDIT Not required
7.
REFERENCES
 Work Health and Safety: Better Practice Procedures – PD2013_050 - NSW Ministry of
Health Policy Directive
 Ergonomics Unit WorkSafe Victoria - Victorian WorkCover Authority "Officewise - A
Guide to Health and Safety in the Office" (October 2001)
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8.
HB 362
REVISION AND APPROVAL HISTORY
Date
Revision
No.
Author and Approval
June 2009
0
Area OHS Manager
Approved by Chief Executive at Area Executive Team
meeting 9/06/09
April 2011
1
Peter Kuszelyk, OHS Officer, Health Safety and Wellbeing.
Amended to reflect change to Local Health Network and
Cluster.
July 2014
2
Ron Taylor WHS Consultant – Health Safety & Wellbeing
SESLHD
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