Workstation Setup, Desk Posture and Ergonomics

One of the most common reasons clients present to Health and Balance Osteopathy is for relief from the “pains and strains” that come from sitting at a desk all day. Headaches, neck pain, back stiffness, and wrist or forearm pain are all frequent complaints.

Our bodies aren’t designed to stay in one position for long periods. That’s the reality of modern work, but there’s a lot you can do to reduce strain and support your body throughout the day.

The most important principle is simple:
Sit less, move more.
Even the perfect setup won’t replace regular movement.

Posture and Set up

While no setup replaces regular movement, an ergonomic workstation can help minimise postural strain and reduce unnecessary stress on the body.

Your chair is the foundation of your setup.

Adjust seat height so your feet are flat on the floor
Hips should sit slightly higher than your knees
If knees are higher than hips, raise your chair or add a small cushion
If your desk is high, consider a footrest (footwear matters here too)
Sit with a natural “S-curve” in your spine with back support engaged
Ensure the chair has a stable 5-point base

Armrests
Should be adjustable or short enough to fit under the desk
You should be able to sit close to the desk without being blocked by the armrest

Your setup here has a big impact on neck, shoulder, and wrist load.

Keyboard and mouse should sit directly in front of you
Keep them close to your body to avoid reaching
Wrists neutral (not bent backwards or extended)
Forearms roughly horizontal with wrists level with elbow or slighly lower than elbow

Key positioning cue:

Wireless devices allow easier positioning and adjustment
When your hands are resting on the keyboard:
– Shoulders relaxed
– Elbows sitting under (or slightly in front of) shoulders
– Wrists level with or slightly lower than elbow

Your screen position drives your head and neck posture.

Sit directly facing your screen (avoid twisting)
Top third of the screen at eye level
Screen distance: approximately 50–70 cm (arm’s length)
Adjust text size or zoom to avoid leaning forward

Follow the 20-20-20 rule: Every 20 minutes, look 20 metres away for 20 seconds

This is where a lot of setups fall apart.

If you use two screens equally:

Position both monitors symmetrically in front of you
The join between screens should be centred with your nose
Angle screens slightly inward to create a gentle curve

If you use one primary screen:

Place your main screen directly in front
Secondary screen sits to the side at a slight angle
Avoid constantly rotating your neck to the same side all day

Other key points:

Keep them at similar viewing distances
Keep both screens at the same height
Avoid one screen being significantly higher or lower

Use a headset or speaker mode where possible

Avoid cradling the phone between your ear and shoulder

You’ll likely spend more time looking at them than your keyboard
Ideally placed directly below your monitor
Minimises repeated head turning
If you’re a touch typist, raise documents slightly higher

Determine the standing desk height by relaxing your shoulders and bending your elbows to 90 degrees
Adjust the desk height to just below the forearm
Your arm is close to your side when using the mouse
The monitor is positioned so that you do not tilt/arch your head back and is positioned approximately arm’s length away from you
the top of the screen is at your eye height or lower
In addition, use a document holder if you refer to documents when typing and check that it suits the workstation selected (keep all frequently used items within arm’s reach)
Wear supportive footwear or stand on anti-fatigue mats
Stand with your feet shoulder width apart and with your weight evenly balanced between each foot
Alternate between sitting and standing every 30-60 mins