Office Ergonomics: Workstation Setup and Movement Breaks

Adjust the chair, screen and input devices together

Health and Safety Executive workstation guidance provides a practical starting point. Adapt the arrangement to your body, vision and work rather than trying to hold one position throughout the day.

Chair and working height

Adjust the seat so your thighs are supported and the backrest supports your lower back. Leave space between the seat edge and the backs of your knees. Check that working at the keyboard does not make you shrug your shoulders.

Screen, keyboard and mouse

Place the screen in front of you, with its top around eye level and roughly an arm's length away as a starting point. Keep the keyboard below elbow height and the mouse within easy reach. Avoid an arrangement that repeatedly makes you twist or reach.

Longer laptop use

Consider a separate keyboard and mouse so the laptop display can be raised. A separate monitor is another option. Check the whole arrangement again after changing the screen height.

Look beyond the sitting position

The HSE workstation checklist covers input devices, screens, software, furniture and the work environment. It includes space to record action and check whether a problem has been addressed.

• Can you read the text without leaning toward the screen?
• Are glare or reflections making the display hard to use?
• Can you reach frequently used equipment without overreaching?
• Is there enough space to move your chair and legs?
• Which setting or task still feels uncomfortable after adjustment?

Record a problem, the change you tried and the result. This makes it easier to discuss further adjustments with the person responsible for your workspace.

Use task changes and movement breaks

HSE advice on work routine and breaks favours short, frequent interruptions and changes of activity. The arrangement depends on the work; a fixed timer is not a medical prescription for every desk worker.

Where possible, switch to a task that allows you to leave the screen, move around or change posture. Discuss how to include breaks if your work has no natural task changes. A reminder can help, but the workload still needs to allow the break.

Choose comfortable movement rather than forcing a stretch to correct your appearance. Our desk-related neck-pain guide discusses symptoms and gentle movement options in more detail.

Persistent symptoms need an assessment

Chelsea and Westminster Hospital's neck-pain advice recommends review when neck pain continues to affect sleep or daily activities. Tell your clinician about arm pain, numbness, weakness and any injury, rather than trying another chair or posture strap first.

Record which tasks bring on discomfort and how symptoms behave away from the desk. Ask what has been found on assessment and whether workstation changes, exercises or further investigation would address the problem.

Our posture and movement service can discuss suitability for an assessment. The posture guide explains why appearance alone does not select a treatment, and our home physiotherapy guide helps you prepare for a consultation.

Neck and back symptoms needing urgent medical attention

Seek emergency care for neck pain after a significant injury or with collapse, new double vision, slurred speech, swallowing difficulty or facial or limb weakness. These should not be managed as a workstation problem.

NHS back pain guidance advises urgent help for sudden severe or rapidly worsening pain, or back pain with fever or feeling unwell. Back pain with symptoms in both legs, loss of feeling around the genitals or anus, new bladder or bowel changes, chest pain, or a serious accident needs emergency care.