Ergonomics

Updated March 29, 2024

Ergonomics is the practice of fitting the job to the individual, which can help prevent work-related musculoskeletal injuries. Examples of musculoskeletal injuries include carpal tunnel syndrome, tendonitis, and low back pain.

Environmental Health & Safety's (EH&S's) Ergonomics Program helps University departments/units and personnel identify risk factors that can contribute to the development of work-related musculoskeletal injuries and determine solutions to eliminate or reduce these risk factors. We offer guidance to University personnel with ergonomic questions and concerns.

Below are guidance documents, evaluation tools, and consultation referrals that UW units and personnel can use to better fit the job to the individual.

Risk factors

Risk factors for the development of musculoskeletal injuries include awkward postures, repetitive tasks, and/or forceful exertions. These types of injuries are usually cumulative; they develop over time, rather than resulting from a single event.

Musculoskeletal injuries can be prevented by evaluating work tasks that involve these risk factors and finding solutions to better fit the job to the person. The Occupational Safety and Health Administration (OSHA) website covers these risk factors as well as other contributing factors in greater detail, along with advice for how to reduce or limit these risk factors.

Ergonomic hazard evaluation tools

The Washington State Department of Labor & Industries (L&I) provides ergonomic hazard evaluation tools to help you:

Identify tasks that may increase the risk of injury
Prioritize your injury prevention efforts
Determine if a solution adequately fixed the hazard

Use the L&I Caution Zone Checklist and the L&I Hazard Zone Checklist to identify job tasks that require awkward postures; highly repetitive motion; repeated impact; heavy, frequent or awkward lifting; moderate to high hand-arm vibration; or high hand force that could cause sprains and strains.

If hazards are identified, make the job safer by reducing the time spent doing the tasks under the limit listed in the checklist.

Office ergonomics

Workplace safety in the office can be addressed by adhering to the ergonomic workstation design and furniture specifications. Additionally, workstation accessories must meet local ergonomic regulations or requirements.

There are important steps you can take to set up your workstation, computer and chair to increase your comfort and reduce the risk of musculoskeletal injuries while working in an office setting.

Watch the Ergonomics Instructional Videos for detailed instructions on setting up your workstation.

Set up your keyboard and mouse together on a level surface at elbow height.
Place your monitor an arms distance away and adjust the height of the monitor to eye level or just below. Use a box or books to achieve the proper height.
Keep arms at your side, elbows bent at 90 degrees, keeping your wrists straight or slightly downward. You may have to place a pillow or cushion under you if the table is too high.
Using a laptop that does not allow the screen and keyboard to be separated can result in either neck/head strain or hand/wrist strain. An external monitor can be used to achieve the proper monitor height.
Close the blinds or locate the monitor away from the window to eliminate or avoid glare.

If you are requesting an ergonomic evaluation due to a diagnosed medical condition, first notify the Disability Services Office at DSO@uw.edu. Then proceed as follows.

Submit your request to the appropriate contact listed below.

UW Medicine employee or clinical space

Employee Health Center contacts

Harborview Medical Center (HMC)

Addi Jenkins and HMC Employee Health

UW Medical Center (UWMC) - Montlake

UWMC Employee Health

UW Medical Center (UWMC) - Northwest

Lindy K Beyer and UWMC-Northwest Employee Health

UW Medicine Primary Care (UWPC)

Allie Romain-Dika and UWPC Employee Health

All other UW employees, including School of Medicine employees not assessing UW Medicine clinical space, complete the Environmental Health & Safety Office Ergonomics Evaluation Form.

The information you provide on the Office Ergonomics Evaluation Form allows EH&S to give you access to Comfort Zone, an online office ergonomic self-assessment tool. Comfort Zone asks you questions about areas of discomfort and produces recommendations for workstation adjustments and training resources to help alleviate the areas of discomfort. Completed Comfort Zone assessments are reviewed by a vendor to determine the risk level and the need for a full evaluation.

EH&S does not currently provide ergonomics assessments for non-office work environments. For these types of assessments, an outside consultant may be a good option for departments/units to address potential risk factors for the development of musculoskeletal injuries. Consultants will evaluate workstations or work tasks to determine if changes should be made for a better fit.

The University of Washington has established contracts with ErgoFit Consulting and Solutions Northwest to receive ergonomics assistance at negotiated rates.

Please contact the EH&S Ergonomics Program for more information on consultant services.

Choosing furniture

University of Washington personnel who work in offices need to have a workstation that allows them to be productive, comfortable and not be susceptible to pain or injury. Slight adjustments may be all that is needed to improve an existing workstation for an individual.

If you determine that a different or new component may be needed to correct deficiencies in your workstation, follow these steps:

Review the following information for guidance and procedures in selecting the proper ergonomic furniture and equipment for your individual needs.
Visit the UW Access Technology Center in Mary Gates Hall, Room 064B, on the Seattle campus to try out chairs and other workstation components.

There may be no one in the Access Technology Center to assist you. However, you can log onto computers in the Access Technology Center to access vendor/product information and chair adjustment videos.
Items in the Access Technology Center should be tagged with names of manufacturer, model and vendor.
Not all furniture and components listed below may be available at the Access Technology Center.

Construction and renovation project managers select furniture according to the UW Office and Administrative Ergonomic Furniture and Equipment Design Guidelines, which are based on published standards, current literature, and best practices within the ergonomics field.

If more information is needed or you want to request an ergonomic evaluation of your workstation, contact the EH&S Ergonomics Program.

Commonly used ergonomic chairs used at the UW are listed below with descriptions and adjustment options for each chair. Vendor web site links to instructions for adjusting the chair are provided below. These links can also be accessed from computer in the Access Technology Center.

After trying out a chair in the UW Access Technology Center:

Contact the vendor representative to request a loaner chair to test at your workstation for one week before you and your unit/department decide to make a purchase.
After testing, the loaner chair must be returned to the vendor.
How the chair will be purchased and delivered is dependent on the vendor; please coordinate with the vendor and your department/unit for purchase.

Note: If you have an ergonomic chair that was purchased within the past 5 years and it does not work properly, you may be able to replace the malfunctioning part at no charge. The UW purchasing agreement with ergonomic chair vendors includes a minimum 5-year warranty on parts (Steelcase includes a 12-year parts and labor warranty).

Chair Adjustment Features

Ideally, individuals should have a chair with sufficient adjustment features so that it can be adjusted for optimum comfort. Chairs may have all or some of the common adjustment features listed below. Adjustment should be made after first selecting a comfortable chair in the proper size. Chair sizes include petite/small, standard/regular, large/plus, and bariatric. The most adjustable chairs listed in the tables below (and at the ATC) are models manufactured by Steelcase, Neutral Posture, MillerKnoll, BodyBilt and ErgoCentric.

Some chairs are designed with built-in flexibility that allows for slight rocking back and forth; other chairs are inflexible and do not allow rocking.

Ask vendors about chairs that accommodate users over 500 pounds, taller or shorter seat-height adjustments, large or petite seat pan, vertically adjustable lumbar support.

Steelcase brand is available through Open Square (Ann de Bruin, 206-468-6687, adebruin@open-sq.com or Bri Smith, 206-768-1586, bsmith@open-sq.com). Some models have the following features:

Support users up to 500 lb
Taller or shorter seat-height adjustment
Independently adjustable upper and lower back firmness
A seat pan with flexible side edges for varied postures and larger users
Armrests that adjust in a complete circle
Vertically adjustable lumbar support
Available in stool height

MillerKnoll brand is available through Catalyst Workplace Activation (Conner McKinley, 206-615-9286, cmckinley@catalystactivation.com) or Systems Source (Kyle Smith, 206-475-1088, ksmith@systemsource.com). Some models have the following features:

Taller or shorter seat-height adjustment
Independently adjustable upper and lower back firmness
Armrests that adjust upward/downward, forward/backward, inward/outward
Vertically adjustable lumbar support
Available in stool height
One size fits all
Forward and back seat rock/recline
Different sizes of seat pans
Mesh backs and mesh seat pans
Triflex ventilated backs

ErgoCentric brand is available through Keeney’s Office Supply (Jill Cooper, 425-285-0549, jillc@keeneys.com). Some models have the following features:

Ventilated seat back
Contoured seat options
Seat pan tilt
Inflatable lumbar pillow for extra support
Armrests rotate 360 degrees

Neutral Posture brand is available through Neutral Posture (Dale Garrison, 206-412-4998, dale@garrison-associates.com). Some models have the following features:

Contoured seat options
Fabric covered back
Seat pan tilt
Inflatable lumbar pillow for extra support
Armrests rotate 360 degrees

BodyBilt brand is available directly through BodyBilt (Aaron Johnson, 503-509-2542, ajohnson@bodybilt.com). Some models have the following features:

Customizable seat sizes
Support users up to 700lbs
Fabric and Mesh back options
Work stools options for both general usage and lab seating
10 Point Posture Control
Contoured seat pan options
Cleanable fabric options for back and seat pan
Foot ring for foot support
Armrests rotate 360 degrees and can be adjusted inward/outward
Inflatable Air Lumbar for extra support

Contact EH&S ehsergo@uw.edu or at 206.543.7388 for further information about chairs.

Considerations for selecting an adjustable height desk are the following:

Adjustable height desks are usually used without a keyboard tray when sitting.
The lower range for the height adjustment of a desk should be sufficiently low to match the height at which the keyboard tray is adjusted and used for comfort. The “sitting elbow height” for small users can be 22 to 24 inches and the table should be able to accommodate this height.
The depth of the desk-top should be at least 30 inches to accommodate the keyboard/mouse at the front edge of the desk and the computer monitors toward the back edge of the desk.
The monitor should be at arm’s length distance away from the user for viewing comfort. The electric motor option is suggested for ease of adjustment.
Note: Less expensive height adjustable desks are typically designed with the lowest height at 28 to 30 inches.

Considerations for selecting an adjustable height desk are the following:

Height adjustable desks should meet the recommended height range of 22.6 to 48.7 inches; optimal range for a desk is 22.6 to 48.7 inches.
A standard computer desk has a fixed height of 28.5 to 30 inches above floor level; smaller users are provided with an adjustable keyboard tray for using the keyboard and mouse.

Steelcase brand is available through Open Square (Ann de Bruin, 206-468-6687, adebruin@open-sq.com or Bri Smith, 206-768-1586, bsmith@open-sq.com). Some models have the following features:

Counterbalance mechanism
Multiple position heights
Supports up to 315 pounds
Obstruction sensing technology

ErgoCentric brand is available through Keeney’s Office Supply (Jill Cooper, 425-285-0549, jillc@keeneys.com). Some models have the following features:

Digital display of positional heights
Supports up to 315 pounds
1.6 inches per second adjustment speed

In general, a keyboard tray that allows the keyboard and mouse to be used at the same level is preferred compared to using the keyboard and mouse at different levels.

Humanscale brand is available directly through Humanscale (Laura Hayett, 206-962-3594, lhayett@humanscale.com) Some models have the following features:

Separate platform for mouse
Negative tilt adjustment
Lift and lock height adjustment

BodyBilt brand is available directly through BodyBilt (Aaron Johnson, 503-509-2542, ajohnson@bodybilt.com). Some models have the following features:

Platform for left or right mouse
Negative tilt adjustment
Lift and lock height adjustment
Sit Stand option

Steelcase brand is available through Open Square (Ann de Bruin, 206-468-6687, adebruin@open-sq.com or Bri Smith, 206-768-1586, bsmith@open-sq.com). Some models have the following features:

Platform for right handed mouse
Lift and lock height adjustment
Negative tilt adjustment

Risers are available to place under a computer monitor to raise it when it is too low. The space under a riser can be used to store documents and materials so space directly in front of the monitors is free for holding documents in active use.

A riser with the computer monitor can be moved to any preferred position on top of the table for viewing comfort. An adjustable articulating monitor arm, if mounted at a fixed location on the desk, may prevent the computer monitor from be placed in the preferred location in front the user when using an adjustable keyboard tray that is also mounted at a fixed location on the table.

Steelcase brand is available through Open Square (Ann de Bruin, 206-468-6687, adebruin@open-sq.com or Bri Smith, 206-768-1586, bsmith@open-sq.com). Some models have the following features:

Platform holds keyboard and mouse
Sits flat on table when used in sitting position
Holds dual monitors
Adjustable tilt
Supports up to 30 pounds

Varidesk brand is available directly through Varidesk (800-207-2587). Some models have the following features:

Platform holds keyboard and mouse
Sits flat on table when used in sitting position
Holds dual monitors
Adjustable tilt
Supports up to 35 pounds

AMQ brand is available through Open Square (Ann de Bruin, 206-468-6687, adebruin@open-sq.com or Bri Smith 206-768-1586, bsmith@open-sq.com). Some models have the following features:

Single and dual monitor mount
Push button handset with memory presets
Anti-collision technology
Built in USB chargers
Supports up to 125 pounds

iMovr brand is available directly through iMovr (844-366-8748). Some models have the following features:

Piston assist for each adjustment
Holds dual monitors
Hold keyboard and mouse
Supports up to 35 pounds

ErgoTron brand is available through Keeney’s Office Supply (Jill Cooper, 425-285-0549, jillc@keeneys.com). Some models have the following features:

Can hold one or two monitors
Adjusts for standing or sitting
Built-in document holder
Keyboard tray extends below table top

Computer monitor arms may be needed if the computer workstation consists of a free standing table in an open work area and the monitor could fall if it is not secured or if the employee works at a tight work surface and computer monitors on adjustable height stands occupy needed space that could be made available if the monitors were mounted on adjustable arms. In tight spaces, the arms should be mounted on moveable pedestals to accommodate the unique characteristics of each work station and the arms should fold against a wall behind the monitor to maintain a comfortable viewing distance.

MillerKnoll brand is available through Catalyst Workplace Activation (Conner McKinley, 206-615-9286, cmckinley@bodylystactivation.com). Some models have the following features:

Mounts with bracket to table
Dual or single monitors
Monitor tilt rand +/- 40 degrees
Arms can fold flat against wall to open workspace

ErgoTron brand is available through Keeney’s Office Supply (Jill Cooper, 425-285-0549, jillc@keeneys.com). Some models have the following features:

Mounts with bracket to table
Monitors can tilt up and down
Monitors can rotate between portrait and landscape position
Arms can fold flat against wall to open workspace

Steelcase brand is available through Open Square (Ann de Bruin, 206-468-6687, adebruin@open-sq.com or Bri Smith, 206-768-1586, bsmith@open-sq.com). Some models have the following features:

C-clamp bracket mounts to edge of desk, can mount to wall
200-degree monitor tilt
Monitors can rotate between portrait and landscape position

Footrests are provided when a short user raises the chair to use the computer and cannot support the feet on the floor while sitting. A short user sometimes needs to raise the chair so the arms and elbows are in the proper posture for comfort while using the keyboard and mouse.

Humanscale brand is available directly through Humanscale (Laura Hayett, 206-962-3594, lhayett@humanscale.com) Some models have the following features:

Adjustable tilt
Metal base with wood platform

Fellowes brand is available through Office Depot Some models have the following features:

Adjustable tilt
Independent platforms for each foot
Sturdy plastic

Safco brand is available through Office Depot Some models have the following features:

Adjustable tilt
Adjustable height
Suitable for work at high tables

Steelcase brand is available through Open Square (Ann de Bruin 206-468-6687 adebruin@open-sq.com or Bri Smith, 206-768-1586, bsmith@open-sq.com). Some models have the following features:

Cutouts to allow for repositioning
Provides support in several positions

Training and information

The following training courses and resources are available online:

Additional training for supervisors and employees on ergonomics awareness is available from the Washington State Department of Labor & Industries on the L&I Ergonomics webpage.

Disability Services Office

For questions regarding disability or reasonable accommodation assistance, please contact the Disability Services Office at 206.543.6450, 206.543.6452 (TTY), by email at dso@uw.edu, or visit their website.

Workers' Compensation

Questions regarding employee work-related injuries or illness claims should be referred to UW Risk Services, Claim Services at claims@uw.edu or visit the Claim Services website.

Additional resources

EH&S has provided the list below for informational purposes only. The listing of a particular group or company is not an endorsement by the University of Washington.