Task-Oriented Workstation Setup

Keep frequently used items within one forearms’ reach. This area immediately in front of you is high-priority space for items regularly used for the task.   

Examples:

• Keyboard and mouse used when doing computer work
• Phone and note pad during a conference call
• Paperwork when writing and reading

Keep items you use less frequently within one arms’ length reach

Examples:

• Phone and note pad when used for infrequent phone calls
• Reference material or files

Keep items you rarely use for the task outside of your reach zones so that you have to move or get up to retrieve these items. This gives you an opportunity to vary your postures and move more while at work.

Examples:

• Infrequently used files
• Photos and personal items
• Phone if rarely used

• Remove unnecessary items from your work area.
• Create designated work zones to support different work activities
• If possible, use other work areas in the department to perform infrequent tasks, such as sorting papers or files.
• Work with your supervisor if more space is required. It may be possible to move some items to communal or offsite areas. Examples include printers and scanners, trashcans, recycling bins, office supplies, and files.

It can be challenging to fit everything you need within your primary reach zones. Follow these strategies to reduce awkward postures related to reaching and leaning.

• Arrange your workstation to support the work you do at any particular moment
• If you frequently perform certain tasks, create a dedicated space for each.
• Allow adequate space for you and equipment and supplies needed to perform required tasks.

Create two or more work zones positioned so that you can move easily between the areas. A common example is to create a computer zone and a paperwork/phone zone.

• Create a computer work zone.
• Prioritize the placement of your computer using ergonomics principles covered in the Ergonomics Essentials for Computer Users at the UC Learning Center.
• Use an external keyboard and mouse positioned at elbow height. Position monitor at approximately eye level. Limit laptop use to one hour per day. 

• Keep legroom clear so you avoid twisting your legs or spine.
• Keeping filing cabinets next to your desk instead of underneath will allow for more legroom and encourage more movement throughout the day.
  • Stand or move to reach items in these cabinets.

• If your desk has built-in cabinets, you may need to move or remove these in order to create work zones with enough leg space. Tall freestanding file cabinets can be used to save space.
• Any keyboard trays should be able to be easily pushed all the way under the desk when not in use.  Relocate keyboard trays to the appropriate zone if necessary.
• UCSF Facilities can remove or relocate file cabinets and keyboard trays.
• Using a headset will allow you to easily move or turn your head and body from your phone zone to face your computer zone, as well as stand up to retrieve files.

•    Each user should learn how to arrange and adjust the workstation to fit.
o    Refer to the Ergonomics Essentials for Computer Users at the UC Learning Center.
•    Refer to the UCSF Multi-User and High-Risk Computer Workstation Guidelines.

1. Place things in reach zones based on frequency of use.
2. Rearrange items at your workstation when your tasks change.
3. Arrange items on your desk in work zones to support the different types of work you do.