How to avoid neck pain in the workplace

There are many things to consider when setting up your desk properly to minimize strain, fatigue, and to assist in dealing with neck pain that can come with a desk job.

When it comes to ergonomics set-ups in your workplace, there are many small but significant things that you can do to create a healthy and productive workspace.

Do you have armrests, and if so, are you using them?

Many people often feel their armrests “get in the way.” However, this is often because they are not fitting properly.

Ideal armrests will be snug to your sides as much as possible and, ideally, pivot inward to support your arms between bouts of typing and mouse use. They should be flush with the keyboard or keyboard tray and your typing position should have your elbows at 90 degrees, with your positioning looking similar to playing the piano.

Lack of armrest support at times can increase fatigue in the neck and shoulder area, and the armrests also give feedback if you are starting to slouch!

Is your chair too low or too high?

Your computer chair should place you in a position that lets you type in a way described above – like a pianist with your elbows at 90 degrees.

Are your monitors too low or high?

Where are your computer monitors situated? If you have your chair properly set at a height that works for typing, look straight ahead at your monitors. Your gaze should be at the top piece of the monitor. If you can’t tell, you can have a coworker look from the side!

Many people have their gaze towards the middle of the monitor, but this results in more repetitive neck movements throughout the day and does not facilitate a neutral head and neck position.

Do you have bifocals? If so, then you need to consider a different monitor placement than what may be typical. Put your head and neck in a neutral position, and look through your lenses at the appropriate spot. Then, move your monitors down until you can see the majority!

Ultimately, all of this is to avoid frequently bending your neck back to view your screen through your lenses and keeping your neck and head in a neutral position

Do you often refer to documents while typing on the computer?

If you are placing documents on your desk to refer to frequently – either copying information or for reference – consider a document holder. A document holder can come in a variety of options, including angle, height adjustments and width adjustments.

It improves the viewing angle of the document, decreases the need for repetitive neck movements, and aims towards keeping your neck in a neutral position.

Do you refer to documents pinned on your wall or cubicle?

Many of us have phone numbers, maps, or codes pinned up at our desk for reference throughout the day. If this is you, consider re-evaluating where you have placed them. These should be as close to your monitor as you can get them to avoid repetitive neck rotation.

Do you have items you are reaching for often?

Look at your desk. Are those paper shelves out of reach and behind you? What about your stamps, staplers, etc.? Attempt to avoid repetitive side and backwards reach, and instead stand or move your chair to get what you need or move the item closer. This introduces repetitive neck rotation throughout your day.

Do you use the phone for work?

Many people who use the phone throughout the workday place it on their dominant side (i.e. right-handed individuals tend to put their phone on their right side). However, this often results in people picking up the receiver, but needing to free their right hand for writing or typing.

Many tend to place the phone between their cheek and shoulder and hold it for the duration of the conversation. Sustaining a side-bend in the neck such as that position can increase discomfort over time. There are a few different ways to get around this:

• Place your phone on your non-dominant side.  This will decrease the habit of holding your phone on your shoulder as you do not have to free up your dominant hand for work.
• Utilize speakerphone if it is possible, such as if you are in an enclosed office.
• Consider a headset if you are using the phone more than a third of your day.

What does your posture look like?

When you sit down at your workstation, evaluate your posture. Are your shoulders falling forward? Is your neck further forward? Are you truly in an upright position?

Aim to have your ears over your shoulders. However, this should not have to be forced nor should it be painful. A Certified Kinesiologist or Registered Physiotherapist can also give you assistance to work towards postural improvements if you are struggling.

Are you taking postural breaks?

If most of your tasks involve sitting, re-evaluate whether certain tasks can introduce postural breaks for standing or walking. For example, is your printer at your desk? Try placing it in the room next to you or across the room to build in postural breaks to your day.

If this doesn’t speak to you, time your postural breaks for every 30-40 minutes, or every few work tasks you complete, as this will provide variation in your positions throughout the day.

If you are unsure about the fit of your workspace or would like a more customized approach, consider booking an ergonomic assessment with a Registered Occupational Therapist. These therapists will help you evaluate the fit between your environment, your body, and the tasks you complete at work for an optimal set-up and healthier workspace!

To schedule an appointment with a Lifemark occupational therapist, check out our Locations page to find a clinic near you.