Office safety and workstation assessments

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These guidelines provide a brief account of the most important considerations for safe and effective use of workstation equipment.

Please note: The WHS Unit provides advice and assessment services. Any purchases required are the responsibility of the business area or College.

Staff can also use the Self-Assessment Workstation checklist to assist in assessing the suitability of their workstation setup.
Staff then raise any concerns / problems identified by this checklist to the attention of their supervisor for discussion.
If further assessment is required, any staff member may then request the WHS Unit to do an assessment of their workstation/worksite.

The following tabs were produced to provide information on various aspects of good work design in an office environment setting, although can be equally applied in work environments such as laboratories and workshops.

Principles of good workplace design

The Principles of Good Work Design handbook from Safe Work Australia¹ demonstrates how to achieve the ten principles of good work design. These principles are summarised below:

Good work design addressing physical, biomechanical, cognitive and psychosocial characteristics or work, together with the needs and capabilities of the people involved. This means the design addresses the different hazards associated with work and considers the different aspects of work processes, work design and the work environment utilising good consultative processes with stakeholders. This could include hazard categories such as:
- chemical,
- plant and biological hazards,
- hazardous manual tasks,
- human factors and ergonomics and
- psychosocial aspects of work that can impact on mental health.

Figure 1 – Good work design principles (Figure 2, p. 9, ‘Principles of Good Work design’ , Safe Work Australia).

Ensuring the work design is context specific and fit for purpose so that the solution is most effective in addressing the issues identified. This should involve consultation with subject matter experts, including those that work in the area, use the equipment or perform the tasks. The workplace design should consider the work environment is broad and covers:
- physical structures,
- plant and technology,
- emergency management systems,
- work layout,
- organisational design and culture,
- human resource systems (i.e. task and workflow design),
- health and safety processes and
- information / control systems.

¹ Safe Work Australia 2012 – 2022, ‘Principles of Good Work Design’, p. 3, access from SafeWork Australia 22 April 2024.

Furniture, equipment layout and reach

Furniture location

To determine the best location for furniture it is necessary to specify the tasks that are carried out in the workspace and analyse the usual flow of traffic associated with those tasks.

In this context 'traffic' refers to both foot traffic in the area and to the movements associated with performing those tasks at individual workstations - for instance, clerical work, word processing, typing, answering the telephone or responding to people presenting themselves at a counter.

Consideration should also be given to reflections and glare from work surfaces or computer screens (including tablets, laptops, macbooks or other digital screens). Wherever possible furniture should be arranged to eliminate reflections and avoid contrast of illuminance on screens. Screens should be located such that the face of the screen is at 90° to the window (the lighting section).

Equipment layout

The optimum location of equipment on the work surface is determined by the tasks performed, their frequency and duration, equipment used, space allowances and acceptable reach limits.

Reach across a desk (horizontally)

Reach limits are described as different work zones consisting of primary, secondary and tertiary or reference zones.

Primary Work Zone (usual work) – this is generally the distance from your elbow to your hand, moving in in an arc left to right. This is the frequently used zone where items are most handled within easy reach.

Secondary Work Zone (occasional work) – this is within arm’s reach without overstretching or lunging forwards, moving in an arc left to right. This area is for less frequently used items within the arm’s reach.

Tertiary or Reference Zone (non-working area) – this is greater than arm’s reach and often requires reaching out. Items should not be placed in this zone if they are to be used from the position. It is often better to get up and move to locate yourself closer to the item rather than overstretch.

Reach (vertically)

When reaching, this should not occur above shoulder height, as this could cause strain injury. Loads in terms of lifting or carrying should be handled closer to the body and not with an outstretched arm(s).

To reach objects located beyond maximum reach, the worker should stand and move to a position within easy reach of the object rather than overstretch.

Space per person

While there is not specific regulation guiding space per person, consideration must be given to the following factors when designing and providing a work area:

The type of work area the work will be conducted in (i.e. workshop, office, laboratory).
- What will the area be used for?
- What tasks will be performed?
Can the worker perform work tasks without putting themselves at increased risk of injury or illness?
- Are there any requirements that need consideration to modify the design before procurement?
- Consider aspects such as worker height, health issues, etc.
Is there enough room for the worker, tools, equipment, workstations and furniture?
- Is the space and work area fit for the intended purpose?
The physical actions required of the worker to perform tasks by providing enough space to perform them (i.e. lifting, bending, sitting, standing, reaching, repetitive actions).
- Can the work be performed without twisting or awkward postures?
Consider other ergonomic factors which could impact upon performing the work safely, such as the temperature for thermal comfort, lighting to see the work and designs considering social aspects where workers do not feel isolated.

Aisles, clearances, entry and exit

Specific requirements in the legislation have been replaced by a general duty to provide work areas and thoroughfares for normal movement about the workplace, including aisles and clearances, which do not pose a risk to health and safety. For example, space behind chairs and desks for workers to perform their work, especially if an aisle or passage is immediately behind them. This avoids people tripping over chair castors and workers being pushed into their desks. Australian Standard AS1657 provides a minimum of 600mm in width as guidance on walkways .

Entry and exit points should be kept clear and remain safe. This includes not storing equipment and boxes in and around doorways or stair wells. Aisles and walkways should be kept free of furniture or other obstructions and be at least 600mm wide. A passage or other space used for emergency egress must be kept free of any obstruction that could hinder or prevent the safe egress of a person in an emergency and must be a minimum of 600mm wide. If work must occur in the passage or space, the space provided must allow for safe egress.

Lighting

Lighting in an office environment where 'ordinary' visual tasks are performed should be in the range of 300 to 400 lux. For more demanding visual tasks, including proof reading and finer work, 600 lux is required. The following table is a guide to lux levels:

Class of task	Recommended illuminance (lux)	Characteristics of the activity/interior	Examples of types of activities/interiors
Movement and orientation	40	For little-used interiors with visual tasks limited to moving around.	Corridors; cable tunnels; indoor storage tanks; walkways.
Rough intermittent	80	For interiors used intermittently, with visual tasks limited to movement, orientation and coarse detail.	Workers change and locker rooms; live storage of bulky materials; dead storage of materials needing care; loading bays.
Normal range of tasks and workplaces
Simple	160	− Continuously occupied interior with visual tasks (coarse detail only). − Occasional reading of clearly printed documents for short periods.	Waiting rooms; entrance halls; canteens; rough checking of stock; rough bench and machine work; general fabrication of structural steel; casting concrete; automated process monitoring; turbine halls.
Ordinary or moderately easy	240	Continuously occupied interiors with moderately easy visual tasks with high contrasts or large detail.	School boards and charts; medium woodworking; food preparation; counters for transactions; computer use.
Moderately difficult	320	Areas where visual tasks are moderately difficult with moderate detail or with low contrasts.	Routine office tasks (e.g. reading, writing, typing, enquiry desks).
	400		Inspection of medium work; fine woodwork; enquiry points; car assembly.
Difficult	600	Areas where visual tasks are difficult with small detail or with low contrast.	Drawing boards; most inspection tasks; proofreading; fine machine work; fine painting and finishing; colour matching.
Very difficult	800	Areas where visual tasks are very difficult with very small detail or with very low contrast.	Fine inspection; plant retouching; fine manufacture; grading of dark materials; colour matching of dyes.

Source: Safe Work Australia SA 2020, ‘Code of Practice – Managing the work environment and facilities’, p. 14-15, Table 1.

There should be a high degree of contrast between the characters on the screen and the background on the screen to avoid eye strain.

Localised lighting sources such as flexible lamps may be used for other desk work. These should be shielded to avoid glare on the work surface or computer screen¹ and to prevent sharp contrast. Some other solutions include:

Changing the location of the workstation to 90 degrees to a window.
Increasing or decreasing the number of lights.
Changing light globes for duller or brighter options.
Changing the type of lighting.
Changing or using diffusers or reflectors on existing lights.
Filtering light using screens, curtains and blinds.

WHS Unit staff can measure lighting levels where necessary.

¹ Computer screen means any visual display unit used as an interface or for work such as a mobile device, tablet or computer screen.

Eyestrain

Work with computer screens may give rise to visual fatigue (eye strain) with prolonged use.

Symptoms of eyestrain:

Headache
Burning and itching eyes
Double vision
Blurred vision for either near or far viewing distances
Nausea
Fatigue
Flickering sensations
Slow refocusing and frequently losing the place when moving eyes from printed material to the screen

Keeping eye strain to a minimum

The computer screens should be positioned at right angles to windows to minimise reflections and glare. The screen should be positioned so that artificial lighting does not reflect from the screen.

Rest breaks are important because screen operation often requires intense concentration. Consider the following:

Work with screen-based equipment should be interspersed with other tasks.
If meetings are part of the day, organise them across the day to help break up sedentary tasks at the computer.
Remember to blink often to help replenish your eye’s own tears or use artificial tears for dry eyes (consult a pharmacist).
Keep your screens clean from dust and debris.
Consider adjusting screen settings such as brightness to suit the work environment and also zoom level or font size.
Look at something away from the screen approximately every 20 minutes, 20 feet (6 metres) away and for 20 seconds will help the eyes reset and relax more.

Eyestrain and fatigue can also be the result of uncorrected eye vision defects. Consultation with an optometrist may be required.

Reducing glare

Glare and reflections from work surfaces or computer screens will add to fatigue and may precipitate or aggravate eyestrain and headaches.

Wherever possible furniture should be arranged to eliminate reflections and avoid contrast of illuminance.

If glare and reflections persist then a screen treatment may be required. Glare can be treated by:

Avoiding reflections from bright light sources.
Avoiding high differences in contrast by positioning the computer screen 90 degrees to a window.
Computer screens should be placed away from windows.
Control daylight by filtering it using available blinds.
Depending on the situation there may be a need for other considerations such as window treatments or relocating.

Desks (including sit stand and height adjustable variants)

Desks with the below features are particularly recommended for use by office workers.

The desk height, in general, should be in the range of 670 to 720 mm, for a sitting posture; however the correct height will vary due to the individual height of each person. Sit stand desks can adjust beyond this range.
The desk top and supporting frame should be as thin as possible with a maximum thickness of 35mm. This feature is essential to allow the correct working height to be obtained for each operator.
The underside of the desk should be free from obstruction to the knees and shins. There should be at least 650mm width of leg space beneath the desk and this should be at least 450mm deep.
The top area of the desk should be
- large enough to reasonably accommodate the tasks to be performed and equipment requirements.
- deep enough to accommodate good screen distance and equipment setup.
The desk top should have matt finish to minimise reflections, be of a neutral colour and all corners of the desk top should be well rounded.
Ensure boxes and materials are not stored under the desk that reduce space and obstruct the legs.
Ensure cables are tied up out of the way to avoid being unexpectedly tangled.

Height Adjustable Desks

These are desks that typically adjust with a manual winder, requiring physical effort to raise and lower the desk. The ability to adjust them is limited to the number of times it can be wound up or down using the winding handle. The recommendation is no more than once or twice a day, taking into consideration pre-existing health conditions and not overriding existing medical advice.

For the purposes of the main profile of users at the University it is recommended height adjustable desks are maintained from a minimum base of 700mm and adjustable to a standing range. An example of a height adjustable desk range would be 700mm – 1200mm.

Sit Stand Desks

These are whole desks or desk attachments that allow easy adjustment from a sitting to a standing posture and vice versa. Sit stand desks either require very little exerted force to adjust or are motorised with an electric motor. These desks do support the full sitting and standing postures. These desks can be in the shape of a unit that sits on top of an existing desk to a fully motorised desk with memory presets for sitting and standing positions.

It should be noted that the WHS Unit does not endorse sit stand workstations as a holistic solution and prefers that people do exercise a practice of sitting less and moving move. For more information, please refer to the Sit Less Move More brochure. The key is being able to vary tasks, take rest breaks and take opportunities to vary posture to not overexert and strain muscle groups from prolonged sitting or standing. Being able to move is recognised as a component to better health and avoiding long term illness, along with healthy eating and drinking habits and lifestyle choices. Many studies support this approach rather than simply sitting or standing at a desk.

For ergonomic advice on this or on desks, please refer to your WHS consultant.

Suppliers

Contact the Property, facilities and development division for desk suppliers for workstations.

Chairs and stools

Chairs are required to meet the current Australian Standards. When ordering new chairs or assessing the suitability of existing chairs the features listed under the different chair types below are required. Please note the Australian Standard AS/NZS 4438 referred to can be discussed with the retailer or manufacturer.

Office Chairs

Stable base (5 legs). Sometimes chair models offer 6 legs which are also acceptable.
If using on carpeted floors, free wheeling castors are acceptable. If using on hard floors the use of glides is required. Pressure release castors may also be an option based on an individual work area assessment.
Adjustable seat height (preferably gas lift).
Seat sloped at front to prevent thigh compression.
Adjustable backrest angle and height.
Adjustable padded back rest lumbar support.
Adjustable seat pan tilt and depth.
No arm rests for keyboarding work (often prevents good seating posture while performing tasks at the desk).
Chair padding should be firm but have some give in it to offer support without discomfort.
Chairs must be marked with manufacturer’s name, address and year of manufacture and a label statement of use suitability to indicate compliance with Australian Standards (AS 4438).
Office chairs must meet durability requirements Level 4 in the Australian Standards AS/NZS 4438, Table 2.2. This can be discussed with retailer or manufacturer.

Lab Stools

Lab stools must meet the following requirements:

Moulded food grade polyurethane, wipeable seat pan and back rest. Need to be cleanable for decontamination purposes.
Adjustable back rest height and angle.
Adjustable seat height.
Meets the Australian Standard AS/NZS 4438 Table 2.2 Level 5 or 6 Rating, dependent on the level of hazards in the laboratory (higher level of hazard will mean the higher of the two ratings). This can be discussed with retailer or manufacturer.
Chairs must be marked with manufacturer’s name, address and year of manufacture and a label statement of use suitability.
Must have an adjustable foot ring to offer foot rest support at elevated work benches.
Must use glides on stool legs to prevent stools inadvertently rolling away from the user on hard floor surfaces. Pressure release castors may also be an option based on an individual work area assessment.
- Glides are fixed feet on the bottom of each stool leg.
- Pressure release castors provide free rolling when seated or occupied and provide resistance when the chair is unoccupied.

Non-Laboratory / Drafting Stools

Drafting stools must meet the following requirements:

Can be upholstered or moulded food grade polyurethane, wipeable seat pan and back rest. Need to be cleanable for decontamination purposes (if environment requires it).
Adjustable back rest height and angle.
Adjustable seat height.
Meets the Australian Standard AS/NZS 4438 Table 2.2 Level 5 or 6 Rating, dependent on the level of hazards in the work area (higher level of hazard will mean the higher of the two ratings). This can be discussed with retailer or manufacturer.
Chairs must be marked with manufacturer’s name, address and year of manufacture and a label statement of use suitability.
Must have an adjustable foot ring to offer foot rest support at elevated work stations / work benches.
If used on carpet (where the chair is not going to roll away) free rolling castors are acceptable.
Must use glides to prevent stools inadvertently rolling away from the user on hard floor surfaces. Pressure release castors may also be an option based on an individual work area assessment.
- Glides are fixed feet on the bottom of each chair leg.
- Pressure release castors provide free rolling when seated or occupied and provide resistance when the chair is unoccupied.

The above listed items for each type of chair are required features and are suitable for general application for most people. In some circumstances, medical conditions or tasks may require additional and specific adjustments to the chair to offer the correct support. For more information, refer to your WHS Consultant or contact the WHS Unit on whs@flinders.edu.au.

For information on purchasing chairs, contact the Property, Facilities and Development through ServiceOne.

Footrests

Footrests provide support under the feet and assist with good posture by naturally positioning the body to sit with the support of the back rest. Footrests are used to maintain good leg posture to avoid the underside of the leg pushing into the chair or to avoid placing the feet on the chair castors. Footrests need to:

Support under the feet and provide the correct height in relation to the chair height. This may mean the footrest is elevated or may be positioned out in front at an angle.
Be positioned to not move. Sometimes the type of footrest may change due to the floor surface it is used on.
Accommodate the workstation set up. A Z-Rest for example is used more for stool chairs and higher seated positions whereas a standard footrest can be used at most office workstations.

Monitors and Monitor risers

The following requirements must be considered when establishing a new visual display unit workstation.

The screen height needs to meet the eyeline approximately at the ribbon bar level without bending or twisting the neck for most users. If wearing glasses this may be different according to how the glasses adjust your gaze onscreen. To support correct height:
- Monitor risers can be used to raise screens up to support the screen height.
- It is preferrable that monitor risers or the computer screens have an adjustable screen height range.
- Consider the design and practical application of the monitor riser on the desk, especially in terms of its ‘footprint’. Does it produce further issues due to the space used (i.e. using the keyboard and mouse in an awkward posture as a result)?
Screen tilt needs to be out from flat but no more than 20 degrees (from the bottom).
Screen position must always suit the use of the screen or screens to minimise body twist.
- One screen – sit centrally to the screen drawing a line in the middle of the screen, yourself and the keyboard.
- Two screens – 70% use one screen – place this screen as per the one screen method and the second screen to the side turned in facing the middle of the body.
- Two screens – 50% each screen, ensure the screens are central with the gap between the two screens minimal and in the centre drawing a line through keyboard and yourself to ensure alignment.
- Other scenarios – consult with your WHS Consultant.
The brightness and contrast should be readily adjustable.
The screen display should be free from flicker.
The screen should have a minimally reflective surface.
The characters displayed should be of a size, colour and quality that ensures legibility.
Monitor risers should only be used if the screens can not be adjusted to the correct level (as per point 1).

If problems of glare or reflection are encountered, refer to the reducing glare information in the lighting section.

Font too small

If the font size onscreen, browser or your desktop is too small to read, do not despair - You can adjust it!

Your ‘Preferences’ or ‘Settings’ need to be changed so that you turn off the command that is making incoming emails appear with small text. Similarly the zoom settings with applications like Microsoft Word or your browser can be increased or decreased to suit the desired size.

How to do this varies according to which system you use, and whether you use a PC or Macintosh computer or a mobile device.

The IT HelpDesk staff will be able to advise either via ServiceOne or ext 12345.

Keyboard and mouse

The keyboard

The keyboard must be separate from the screen to allow the screen or the keyboard to be independently adjusted. This requirement is essential for laptops, powerbooks and other mobile devices are not designed to be used for long term keyboarding.
Where a laptop, macbook or other mobile device is used, a dock should be used to attach an external keyboard, mouse and screens. This helps prevent hunching over the device to operate the keyboard / mouse and bending / twisting the neck to view the screen.
The keyboard thickness should be kept to a minimum. The distance between the home row keys and the desktop should be no greater than 30mm. If the keyboard is too thick you can purchase a wrist rest or make one out of a folded towel.
The angle of the keyboard to the desktop should be less than 15 degrees.
The key tops should be dished to minimise slipping of the fingers.
The keyboard and keys should have matt finish to minimise glare.
Keyboards should suit the task and the user which may mean a standard keyboard may work, but if it does not then a compact or mouse friendly version may be required.

On keying, the keyboard should provide either tactile or audible feedback to the operator to assist correct keystroke pressure. Keyboard keys should not be hard to use and if they become worn, the keyboard will need replacing.

Voice recognition software for dictation

Where constant typing on a keyboard may present an issue accessing options such Office 365's voice recognition using the 'Dictate' option on the ribbon bar within software applications such as Word, Excel, Powerpoint and even Outlook can alleviate the need to use the keyboard. This can help with typing and performing tasks such as emailing.

The mouse

The mouse should be comfortable to use and fit the hand well. The position of the mouse must remain close to the keyboard to avoid over-reach issues and strain on the shoulder.

The mouse pointer speed can be adjusted particularly if using more than one screen to assist in reducing repetitive movements. The IT Helpdesk staff will be able to advise.

Another feature of some mice is the ability to adjust click pressure which should be set on a lower setting to minimise strain on fingers.

Ergonomic mice such as the vertical scroll mouse are useful to help produce a more natural position of the wrist. They are used in circumstances where strain may be experienced with the arm / shoulder used to operate the mouse.

Preventing repetitive strain injury

If you use the same hand or arm movements over and over in your work, you could be at risk of developing a repetitive strain injury (RSI). RSI can affect people in a variety of occupations, including office workers who use computers for prolonged periods. Fortunately, RSIs can often be prevented by learning how to 'work smart' and take care of your hands.

Take a short break and shake your hands once during every hour you are at the keyboard. Pace yourself - although typing at breakneck speed may get the job done faster in the short run, a repetitive strain injury could put you out of commission for weeks or longer.

If you experience wrist or hand pain at work, or at home after work, tell your supervisor and seek medical attention. The earlier you identify and treat a repetitive strain injury, the more likely it is that you will be able to prevent it from becoming a serious disability.

Conditioning exercises

There are a few exercises which can be performed to relax tense muscles.

Important Note: If these exercises contradict professional medical advice that has been given for you specific circumstances, follow the professional medical advice of your medical practitioner. Similarly if any exercise causes discomfort, stop and seek professional medical advice.

Below are some suggestions. If you want more assistance in this area you can contact your WHS consultant.

Hands and wrists

Hand exercises play an important part in preventing RSIs. Do the following two exercises daily to strengthen wrist and hand muscles and relieve the strain of performing repetitive motions.

Wrist Rotation

Make a fist and rotate your entire hand (from the wrist) in one direction. Repeat 15 times. Switch directions and repeat 15 times. Then, release your hands, and with fingers extended, do the same rotations.

Hand Stretch

Make a fist, then extend your fingers as far apart as possible. Hold for about 10 seconds. Relax. Repeat the entire sequence 5-10 times until hands and fingers feel relaxed.

Head and neck

Slowly turn head left, hold for 3 seconds. Turn right, hold for 3 seconds. Drop chin gently to chest, then look up. Repeat the sequence 5-10 times.

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Shoulders

Roll shoulders forward 5 times, backward 5 times using a circular motion.

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Task Variation and Rest Breaks

Varying tasks allows the use of different muscle groups and reduces the risk of static loading from constant use. This is particularly important when the job role is more sedentary and / or repetitive in nature. For further information, please refer to Sit less move more information brochure.

Rest breaks and changing posture are important to assist in preventing RSI. If you find remembering to take breaks or varying tasks becomes an issue, try these options:

Using the WorkRave software which can be installed from the IT Support Portal on the desktop. For information on setting up WorkRave, please refer to the guide for setting up WorkRave.
Using the Outlook calendar to set reminders.
Setting reminders in your mobile phone / device. This depends on what suits you and what is most likely to work. Consideration needs to be given to others in your work environment in terms of interruptions that may be caused by the reminder (option 2 may be better in this circumstance).
Using a timer device (i.e. egg timer) that provides some sort of audible reminder.
Using another visual reminder such as a sticky note, image or memorable quote.
Drink water to keep hydrated throughout the day. This not only maintains good health but also gets you up and moving away from the desk occasionally.
Frequent changes in routine are essential. No more than 45-50 minutes in each hour should be spent on keyboard work. More frequent breaks may be preferable for some individuals.
Rapid increases in keyboard workload should be avoided. Keyboard hours should be extended gradually on return from leave.

Workstation assessments

The self-assessment workstation checklist can be used to check that a workstation is set up according to the University standard. Any findings from the self assessment checklist should be discussed with your supervisor. If further ergonomic advice is required or a workstation assessment is needed, go to the WHS Contacts to find your WHS Consultant or contact the WHS Unit on whs@flinders.edu.au or extension 8201 3024.

Please note: The WHS Unit provides advice and assessment services. Any purchases required are the responsibility of the business area or College.

For new workstations contact the Property, facilities and development division for approved furniture.