Difficulty: Beginner | Prerequisites: Part 1 notes (posture, seating, input devices)
This is the second half of the OSHA Computer Workstations eTool evaluation checklist. Part 1 covered body posture, seating, and keyboard/input devices. This part addresses the remaining checklist sections: monitor setup, mobile device ergonomics, workstation accessories (document holders, wrist rests, telephones, footrests), and the general principles that tie everything together. The thread running through all of it is the same: arrange equipment so the body stays in a neutral posture, and build in opportunities for movement and recovery.
Monitors should sit at or below eye level, directly in front of the user, at about arm's length. Mobile devices need the same neutral-posture treatment as desktops when used for extended periods. Accessories (document holders, wrist rests, headsets, footrests) exist to close ergonomic gaps that the primary equipment cannot fill. The general principles tying everything together are adjustability, task variation, and the ability to alternate between sitting and standing.
Viewing distance
The distance between the user's eyes and the monitor screen. OSHA's guideline is approximately 18 to 20 inches, or roughly arm's length. Think of it as far enough that you are not squinting but close enough that you are not leaning forward.
Glare
Unwanted reflected light on the monitor screen from windows, overhead lights, or other sources. In simple terms, it is the bright spot on the screen that makes you tilt your head or hunch forward to see past it.
Document holder
A stand or clip that holds paper documents at the same height and distance as the monitor, so the user does not have to look down at the desk and then back up at the screen repeatedly.
Wrist/palm rest
A padded surface in front of the keyboard where the user rests the heels of the hands between typing bursts. It is not for resting on while actively typing (that compresses the carpal tunnel). Think of it as a landing pad for pauses, not a support rail.
Sit-stand workstation
A desk or desk converter that allows the user to alternate between seated and standing working positions. In simple terms, it is a desk that goes up and down so you do not have to sit all day.
Top of the screen at or below eye level. The user should be able to read the screen without bending the head or neck down or tipping it back.
For users with bifocals or trifocals, the monitor may need to sit lower than usual so they can read through the correct lens segment without tilting the head backward.
Monitor placed at a distance that allows comfortable reading without leaning forward or backward. The standard guideline is about 18 to 20 inches, roughly arm's length with fingers touching the screen.
Monitor directly in front of the user so there is no need to twist the head or neck.
With multiple monitors: the primary monitor goes directly in front. Secondary monitors sit beside it. If usage time is split evenly between two monitors, place them side by side and centred on the user, angled inward, so both fall within a comfortable viewing arc with minimal head turning.
Screen should be free of reflected glare from windows or overhead lights. Glare forces squinting or awkward postures as the user shifts to see past the reflection.
Brightness and contrast adjusted for comfort. The screen should not be significantly brighter or darker than the surrounding environment.
OSHA extends workstation ergonomics to laptops, tablets, and smartphones.
When a laptop is used as the main workstation, it should be set up with the same ergonomic principles as a desktop: external keyboard, external mouse, and the laptop screen raised to eye level (or an external monitor used instead).
Outside the office (planes, hotels), change postures regularly, keep sessions short, and be aware that you cannot fully replicate a desktop setup.
In vehicles, use the laptop at a comfortable angle, keep usage infrequent, and take frequent breaks.
For extended typing on a tablet, provide a separate keyboard and stylus.
Use all handheld devices with shoulders relaxed, arms near the torso, and neck in a neutral posture. The main risk is prolonged neck flexion from looking down at a device held in the lap.
Stable and large enough for paper, binders, or books.
Placed at about the same height and distance as the monitor screen. This prevents the repeated head-down, head-up motion that strains neck muscles when referencing paper documents.
Padded and free of sharp or square edges.
Height matches the front edge of the keyboard so forearms, wrists, and hands stay straight and in line while using the keyboard.
Used for resting between typing bursts, not as a surface to press against while actively typing.
Positioned within 18 to 20 inches to avoid excessive reaching.
Usable with head upright and shoulders relaxed. If the phone and computer are used simultaneously, a headset is needed. Cradling a handset between ear and shoulder is one of the most common causes of neck strain in office workers.
Headset, if used, fits comfortably: not so tight it causes pressure, not so loose it slips.
Provided when the user's feet do not reach the floor because the desk and monitor cannot be lowered sufficiently.
Should be angled and support both feet. A flat box or stack of paper is not an adequate substitute because it does not provide the correct angle or stability.
The final section of the OSHA checklist pulls together principles that apply to the workstation as a whole.
The workstation and all equipment should have sufficient adjustability so the user can maintain a safe posture and make occasional posture changes. Static posture, even a "perfect" one, is harmful over long periods.
The user should be able to alternate between sitting and standing throughout the shift. Prolonged sitting and prolonged standing are both to be avoided.
All workstation components maintained in serviceable condition. A chair with a broken height lever or a monitor with a stuck tilt mechanism defeats the purpose of adjustable design.
Frequently used items within easy reach (elbows close to the body). Occasionally used items within nearly full arm reach. Anything further away forces reaching, which strains the shoulder.
Computer tasks organised so users can vary keyboard work with other activities, or take micro-breaks and recovery pauses. Continuous unbroken typing for hours is one of the strongest predictors of upper-limb MSDs.
Lighting levels adjustable for different tasks. Brighter task lights for paperwork, lower ambient lighting for screen work. Mismatched lighting forces the eyes to constantly readjust and can cause eye strain and headaches.
Students often think the monitor should be centred at eye level. The OSHA guideline says the top of the screen at or below eye level, meaning the centre of the screen is actually below eye height. Looking slightly downward is the natural resting gaze angle.
Students assume wrist rests are for resting on while typing. They are for pauses between typing. Pressing the wrist into a rest while the fingers are moving compresses the carpal tunnel.
Students often overlook that a laptop used as a primary computer needs peripheral accessories. The built-in screen, keyboard, and trackpad cannot all be at the correct ergonomic position simultaneously because the screen and keyboard are physically attached.
Students sometimes think brighter lighting is always better for computer work. OSHA recommends lower ambient lighting for screen-based tasks and brighter task lights only for paperwork.
⚠️ The "top of screen at or below eye level" rule is one of the most frequently tested monitor facts. Know why: the natural resting gaze is 15 to 20 degrees below horizontal.
⚠️ Bifocal/trifocal accommodation is a detail-level question that separates students who read the checklist from those who skimmed it. The monitor goes lower for multi-focal lens users.
⚠️ Dual-monitor placement (primary centred vs. both angled inward) depends on how usage time is split. This is a scenario-style exam favourite.
⚠️ The general concepts section, particularly task variation and micro-breaks, often appears as a short-answer or essay prompt: "Describe three organisational strategies to reduce MSD risk at computer workstations."
⚠️ Laptop ergonomics is increasingly tested: know that a laptop as a primary workstation requires an external keyboard, external mouse, and raised screen or external monitor.
True or false: The centre of the monitor screen should be at eye level.
Fill in the blank: The recommended viewing distance for a monitor is approximately ______ to ______ inches.
True or false: A wrist rest should be used as a support surface while actively typing.
Fill in the blank: When a laptop is the primary computer, the user should have an external ______ and external ______.
True or false: Brighter ambient lighting is better for computer screen work.
Answers: 1. False (the top of the screen is at or below eye level). 2. 18 to 20. 3. False (used for resting between typing bursts). 4. Keyboard and mouse (or input device). 5. False (lower ambient lighting for screen work, brighter task lights for paperwork).
Q: A worker uses bifocal glasses and complains of neck pain. You observe them tipping their head back to read the monitor through the lower portion of their lenses. What adjustment should be made?
A: The monitor should be lowered so the user can read the screen through the appropriate lens segment without tilting the head backward. The top of the screen may need to sit well below the standard eye-level guideline for this user.
Q: An office has two monitors. The worker uses both equally throughout the day but the primary monitor is centred and the secondary is off to the right. What change does OSHA recommend?
A: When time is split evenly between two monitors, they should be placed side by side, angled inward, and centred on the user so both fall within a comfortable viewing angle with minimal head movement. The current setup forces repeated neck rotation to the right.
Q: Name three general organisational strategies from the OSHA checklist that reduce MSD risk at computer workstations.
A: (1) Organise tasks so keyboard work alternates with other activities or includes micro-breaks and recovery pauses. (2) Provide the ability to alternate between sitting and standing postures throughout the shift. (3) Ensure frequently used items are within easy reach so the user does not have to stretch or leave their neutral posture to access them.
Q: Why does OSHA recommend a headset for workers who use the telephone and computer simultaneously?
A: Without a headset, the worker typically cradles the handset between ear and shoulder, which forces the neck into a sustained lateral bend and elevates one shoulder. A headset keeps the head upright and both shoulders relaxed.
Q: A worker props their feet on a cardboard box under the desk because their feet do not reach the floor. Is this an adequate solution? Why or why not?
A: It is not adequate. OSHA specifies that a footrest should be stable, angled, and large enough to support both feet. A cardboard box lacks the proper angle, may not be stable, and will compress over time, losing its height.
The monitor and lighting sections connect to visual ergonomics and eye strain, which some courses cover as a separate unit. If your syllabus includes computer vision syndrome or the 20-20-20 rule (every 20 minutes, look at something 20 feet away for 20 seconds), this material is the workstation-setup complement to that.
The general concepts section, particularly task variation and sit-stand alternation, connects to work organisation and job design in occupational health. The idea that how work is structured matters as much as how the furniture is arranged is a recurring theme in broader ergonomics and human factors coursework.
Part 1 of these study notes covers posture, seating, and keyboard/input devices from the same OSHA checklist.
OSHA monitor placement, viewing distance, eye level screen height, bifocal trifocal monitor adjustment, dual monitor setup, glare reduction, document holder ergonomics, wrist rest carpal tunnel, headset ergonomics, footrest requirements, laptop ergonomics, mobile device posture, sit-stand workstation, micro-breaks, task variation, lighting levels computer work, computer vision syndrome, MSD prevention, occupational health checklist, OSHA computer workstations eTool Part 2