Setting Up a Productive Office Space Follow these hints for creating a body-friendly work environment.
By Burton Kelso
Organizing an office involves much more than merely filling space with desks, files and equipment. Your office setup should complement the type of business, the culture of your organization and office purpose. Here are a few hints and tips for creating a more ideal working environment.
Assess Your Workstation Needs Do you use your computer primarily for word processing? If so, make sure that you have a good keyboard setup. Do you use your computer primarily for Web surfing? If so, make sure that you have a good mouse configuration.
Assess Your Physical Needs Make sure your workstation meets your specific needs and minimizes the amount of strain necessary to perform common tasks. If your right wrist tends to throb after two hours of typing a document, then obtain a better keyboard setup, as soon as possible. If you are a graphic artist and spend most of your time working with a tablet, adjust your workstation so that you are most comfortable when performing that task.
Consider an Ergonomic Desk The best ergonomic desks exhibit two features: they are L-shaped or U-shaped, and they have an adjustable keyboard drawer below the desktop. Since the goal is to be able to reach everything on the desk easily without twisting, stretching or moving too much, these designs give the user convenient access to paperwork, the computer and the telephone.
Make Your Keyboard a Priority Don’t place the keyboard atop a desk. Keyboards should be mounted at least two-and-a-half inches lower than the desk surface, on a roll-away keyboard drawer. If you want to keep your old desk, you may be able to install a pull-out keyboard. Never use the "legs" that many keyboards have attached to the upper part of their bottom surface. Doing so would place the keyboard at a positive slope, which should be avoided. Center your keyboard so that the space bar is roughly the same height as your elbows, with the "B" key lined up with your belly button.
Keep Your Mouse Close If you don't have a mouse tray, at least make sure that the mouse is close to the side of your body so that that your upper arm can remain relaxed and your posture can remain as neutral as possible. Optical mice are far superior to the old mechanical ones. They are more precise, require a lot less cleaning, are far more responsive, work on a variety of surfaces and have more built-in functionality.
Consider Going Wireless A wireless mouse and keyboard give you up to 100 feet of cordless freedom, allowing for a more efficient and professional desktop layout. If you have ever struggled with routing a cable so that it isn't in the way, or had to keep moving your mouse closer to your computer while using it, you understand why losing the wires is a very good thing.
Adjust Office Lighting Make sure the lighting in your office produces little or no glare and is evenly distributed. Florescent lights, while more efficient and cooler than incandescent bulbs, emit limited color frequencies, and that’s not good for your eyes.
Keep Noise Down to a Minimum Situate large computers, copiers and other devices that hum, beep and make disagreeable noises in rooms that are separate from your work space. If noise remains a problem, place the machines in noise-proof enclosures. Sound-absorbent floor covering and ceiling tiles help too. And if noise still bothers you, consider equipment that generates soft, comforting background noise, such as running water, to mask the offensive sounds. Consider a Hands-free Phone System Hands-free phones eliminate the risk of discomfort or injury associated with improper phone use. Speakerphones do have practical limitations: They generally won't work well in a noisy environment or for confidential conversations, and they sometimes can reduce the sound quality of the conversation. A headset is superior to a speakerphone because it will work well in a noisy environment or with confidential conversations. If you use the phone frequently throughout the day, a headset is your best option. If you do use a headset with a single earpiece, consider alternating ears to eliminate any discomfort that may be caused by continuous pressure on your ear.
A well-designed work environment will maximize your productivity and the productivity of employees. It may also help attract and retain a high quality workforce and increase profits. Burton Kelso is the owner of Integral Computer Consultants, a Kansas City-based computer consulting company, He can be reached at (816) 942-0672 or .
