Ergonomic Design of the Desk Workstation – Key Guidelines for Workplace Organization

The notion of workplace ergonomics pertains to the guidelines and measures designed to provide employees with safe and comfortable conditions for performing their daily tasks. Ergonomics is intrinsically linked to work performance – enhanced conditions for executing specific functions contribute to improved employee health and well-being. A conducive environment and a well-equipped workplace facilitate greater efficiency in achieving defined objectives. In the realm of workplace ergonomics, two types of interventions are recognized: - Conceptual ergonomics – involves the planning and design of workspaces for employees. The key aspect is the assessment of interactions between the team, the work environment, and available equipment (e.g., keyboards, mice, monitors, room lighting); - Corrective ergonomics – entails evaluating and adjusting existing work conditions to meet individual employee needs. Customization of the workstation should account for available technical resources (e.g., desk height adjustment based on the employee's height).

Setting up an ergonomic workstation starts with assessing the current equipment and room layout. It must be recognized that workstations are components of a larger environment. Therefore, various factors that may hinder task performance and impact work efficiency must be considered. These include: - air quality, - ambient temperature, - window placement and natural lighting, - computer equipment standards, - room size relative to the number of employees, - noise levels and soundproofing. Additional ergonomic principles pertain to the immediate surroundings, including the desk, computer, and other devices.

The most important workplace guidelines are outlined in the Minister of Labour and Social Policy Regulation on safety and hygiene at workstations equipped with screen monitors (Zei. 1998 No. 148 Art. 973) issued on October 18, 2023. The Ministry of Family and Social Affairs Regulation (Zi. 2023 Art. 2367), which updates a previous document, provides the following key requirements for workplaces with monitors – The employee's workstation must be tailored to their height and the nature of the work performed. The desk should provide easy access to all necessary devices, ensuring the employee does not need to make excessive movements, such as rotational motions. – Chairs and office chairs should be height-adjustable to match the desk height. The employee should be able to rest their forearms comfortably on the desk or armrests. The lumbar region must be adequately supported, and the posture should remain upright to prevent slouching. Chairs should be equipped with wheels to facilitate movement while using the computer. If the feet do not reach the floor, a footrest should be used to ensure proper support. – The correct chair height is determined by the angles between the feet and the floor (10–15°), the thighs and lower legs (90°), and the hands and chest (90°). – One of the most critical aspects is adhering to monitor requirements. The distance between the screens and the eyes should be 50–70 cm. The top edge of the monitor should align with eye level. When working with multiple monitors, all screens must be at the same height. – Monitors should be positioned sideways to the window to minimize glare and reflections, which negatively impact comfort and eye health. – The mouse and keyboard are equally essential components of an office workstation. They should not strain the wrists, and the forearms should rest comfortably on the desk. Therefore, many employers opt for wrist support pads.

It is essential to recognize that ergonomics extends beyond workplace adjustments and office equipment. Employers frequently invest in educating staff about ergonomic lifestyle practices. These supplementary measures promote well-being and enhance work comfort. They include scheduled breaks, mindful posture management, position changes, and stretching exercises during or after work. Additionally, office workers should proactively incorporate physical activity, such as walking to work, into their daily routines.

Inadequate ergonomics in the workplace result in various health issues. An employee's poor health impacts their productivity, potentially hindering job performance. Poor posture during prolonged desk work can lead to headaches, dizziness, posture defects, vision problems, carpal tunnel syndrome, reduced concentration, sleep disturbances, muscle spasms, spinal and musculoskeletal issues such as degenerative changes, inflammation, pain, and overuse injuries.