TL;DR
This office ergonomics toolbox talk walks a team through adjusting chair, desk, screen and mouse so the body works in a relaxed, neutral position. A few minutes of setup, done in the right order (chair first, then keyboard, then screen), can prevent much of the neck, shoulder and back discomfort that desk work causes.
Most desks are set up once, by whoever used them last, and then never touched again. This office ergonomics toolbox talk is for anyone who spends a good part of the day at a computer, whether in the office, at a hot desk or in a site cabin. By the end, each person should know the order to adjust things in and be able to fix their own setup in about two minutes.
Why does an office ergonomics toolbox talk matter?
Desk work looks low-risk, but holding the same posture for hours loads the neck, shoulders, back and wrists. HSE notes that poorly designed workstations can lead to pain in the neck, shoulders, back, arms, wrists and hands, as well as fatigue and eye strain.
OSHA's Computer Workstations eTool makes an important point: there is no single "correct" posture that fits everyone. The goal is a neutral position where joints are naturally aligned. OSHA describes this as relaxed shoulders, elbows close to the body and bent between 90 and 120 degrees, and feet fully supported.
In the UK, HSE expects employers to assess a workstation when a new user starts, when something changes, and when users complain of pain or discomfort. Other countries have similar guidance, so check the rules where you work.
Talking points for your workstation setup safety talk
- Start with the chair, not the screen. Everything else is set relative to where you sit. CCOHS suggests standing in front of the chair and setting the seat just below your kneecap as a starting point.
- Support your feet and thighs. Feet flat on the floor with thighs roughly level. If your feet dangle after raising the chair to the desk, ask for a footrest.
- Leave a gap behind the knees. HSE recommends a gap of about 2-3 cm between the front of the seat and the back of the knee, so the seat edge doesn't press on your legs.
- Bring the keyboard to your elbows. With shoulders relaxed, the keyboard should sit at about elbow height, or just below. If you find yourself shrugging, the desk is too high for your chair setting.
- Screen top at or just below eye level. Place it straight in front of you, roughly an arm's length away, so you don't twist or tip your head back.
- Keep the mouse close and level. It should sit next to the keyboard, in line with your elbow, not out at the far corner of the desk.
- Use the assessment. If your organization offers a workstation assessment, do it, and report discomfort early rather than putting up with it.
Example to share with the crew
Picture this: a new starter is given a desk that was set up for someone much taller. The chair is low, so the desk sits at chest height and she types with her shoulders raised. Within a week her neck aches every afternoon.
Nobody told her the chair adjusts. Five minutes with a colleague (chair up, footrest under the desk, screen lowered on its stand) and the ache stops building. The fix cost nothing. What made the difference was someone knowing the adjustments existed.
Office ergonomics checklist
- Chair height set so feet are flat on the floor or a footrest
- Lower back supported by the backrest or a cushion
- Small gap between seat edge and back of knees
- Keyboard at about elbow height with shoulders relaxed
- Top of screen at or slightly below eye level, about an arm's length away
- Screen and keyboard straight in front, with no twisting
- Mouse beside the keyboard, within easy reach
- Anyone with discomfort has been offered an assessment
Questions to ask the crew
- What is one thing about your desk setup you would change today?
- Does anyone here share or hot-desk, and how long does it take you to readjust each time?
- Who knows how to ask for a footrest, a monitor stand or an assessment on this site?
How to close the talk
If the crew remembers one thing from this office ergonomics toolbox talk is simple, make it this: adjust the chair first, then bring the keyboard, mouse and screen to you, not you to them. Before you leave today, make one change at your own desk. If something still hurts, raise it with your supervisor or through the usual reporting route. You can check your setup with our free workstation self-assessment, or browse more safety topics for toolbox talks.
Toolbox talk sign-in sheet
Print this page to get the talk and a blank attendance sheet on paper.
- Date
- Location / crew
- Presenter
| # | Name | Signature |
|---|---|---|
| 1 | ||
| 2 | ||
| 3 | ||
| 4 | ||
| 5 | ||
| 6 | ||
| 7 | ||
| 8 |
Frequently asked questions
What should an office ergonomics toolbox talk cover?
Cover the order of adjustment (chair, then keyboard and mouse, then screen), what a neutral posture looks like, and how to ask for a workstation assessment. Finish by having everyone change one thing at their own desk.
How high should my computer screen be?
OSHA and HSE both suggest the top of the screen at, or slightly below, eye level, roughly an arm's length away. People who wear varifocal glasses often need the screen a little lower.
What is the right chair height for desk work?
Your feet should rest flat on the floor or a footrest, with thighs roughly level and a small gap between the seat edge and the back of your knees. If the desk is fixed, set the chair to suit your elbows and use a footrest to support your feet.
Who is responsible for my workstation setup?
Employers usually have duties to assess workstations, and workers are expected to use the adjustments provided and report problems. The details differ by country, so check the rules where you work.
Sources
This toolbox talk is general safety information. Adapt it to your site's procedures and follow the regulations that apply where you work.