The significance of equipment in offices needs no introduction. Here’s how they should be selected and positioned.

Monitors

Also referred to as VDU (Visual Display Unit), the monitor should be positioned once the chair and desk heights have been established.

Height: Monitors should be raised above desk height to reduce strain on the user’s neck muscles. The top of the monitors should be level with the user’s eye level and at a distance of approximately an arm’s length when typing. A variety of stands are available to raise screens above desk height.

Fixed-height stands are suitable for single-user workstations. For others, there are adjustable and mobile stands.

Positioning the screen: The screen should be placed in front of the user to avoid glare or reflections from windows. It should also be tilted to prevent reflections from overhead lights and windows.

Document holders

Reading source documents resting on the surface of the desk for prolonged periods might cause neck and shoulder strain through poor posture.

Document holders have been designed to hold reference material so that they can be positioned according to the visual needs of the user. A wide range of options is available according to the types and dimensions of the documents.

Lever-arm: This type of document holder is usually clamped to the edge of a desk and suspends the document over the workstation so it can be positioned as required. It can support only a limited quantity of source documents for data entry, and overloading can cause it to sag. It is generally placed next to the screen so that it is at the same visual distance from the user and at the same height as the screen.

A-frame: This sits on the desk immediately below the screen (like a bookrest) and is either supported by an A-frame structure or a flat base. Often used to position heavier books, it needs sufficient adjustment to raise, lower and angle the document to accommodate different screen heights.

Keyboards

The more a keyboard is used, higher the risk of muscle soreness or injury. Adjustable equipment and furniture are important considerations for people who use computers for extensive periods.

Placement: The keyboard should be put in front of the computer screen and directly in front of the user so that there is no need to twist it. It should be placed at the front edge of the desk to reduce the distance required to reach it.

Reference documents should not be placed between the keyboard and the front of the desk as this places the keyboard away from the user and contributes to poor posture.

Adjustment: Where possible, the “feet” behind the keyboard should be kept in a lowered position to minimise the height and angle of the keyboard and reduce loading of the shoulder and wrist muscles. There should be sufficient space on the desk so that the keyboard can be easily moved away to make room for another task.

Split keyboards: They have been designed to enable joints of the upper limbs to adopt a neutral posture while typing. Keyboards of this type are now available commercially, but their use is not extensive.

Wrist rests

These were designed to support wrists during micro-pauses while keying. In practice, however, people often use the wrist rest while typing. This may increase the risk of tendon strain and mechanical friction on the tendons, which pass over the wrists to the fingers. In this position, the fingers reach to the far keys rather than the whole arm generating that movement, causing strain to the muscles and tendons at the wrist. Wrist rests will not be required if a workstation has been adjusted to meet the users’ needs.

Mouse

The mat for the mouse should be placed immediately beside the keyboard so that one does not have to stretch to reach it. And, set a suitable tracking speed of the mouse. Try and avoid holding on to the mouse when not in use.

Maintenance: If the cursor is difficult to control, cleaning the wheels with a suitable solvent (consult the manufacturer’s instructions) may make it easier and quicker to use.

Pointing devices

The main difference between a mouse and pointing devices like trackballs is that the hand and arm remain stationary while the wrist is at an angle and the fingers and thumb stretch. For long periods of use, this may cause thumb or wrist discomfort. You should lift your hand off the keys while operating them.

(The author is an interior design consultant, specialising in the design of corporate and residential interiors . As a senior faculty member at a Calcutta institute, she has delivered lectures, guided research and conducted projects in the field of Housing & Interior Design for over two decades. She can be contacted at kusumsmail@yahoo.com)

MOUSE MANUAL

User’s hand and upper limb should be in a neutral position
Desk should support arm’s weight
Wrist should be kept flat
Fingers should rest on push buttons between actions