Whether you’ve got a home office, or have just moved into a new building, setting up your workspace is an important first step towards building the business of your dreams. The information below shows you the most important steps to take when setting up your workstation. Following these steps will help insure that the workstation you create is set up quickly and is built to last.

Step #1: Buy the right office furniture

First, take proper measurements of the area that will comprise your workstation. Then, choose office furniture that will fit comfortably in the area and still provide you with ample room to move around freely. Most desks and chairs list dimensions in their product descriptions, so you won’t have to worry about buying something, assembling it, and then having to return it to the store because it is not the correct fit. Do your homework online before making a purchase.

Step #2: Choose ergonomic office equipment for your workspace

As we spend more and more time working at the computer, we are become more susceptible to workplace injuries such as eye strain, back pain, carpal tunnel syndrome and other repetitive stress disorders. In order to help avoid these potentially serious health concerns, it is important to purchase ergonomically-friendly products when setting up your workspace.

From chairs with adjustable arm and back supports, to keyboards and computer mouse devices built to ease hand and wrist stain, the ergonomic products currently on the market can make a big difference in your workplace health over the long term.

Step #3: Follow the directions

Many people (men, we are looking in your direction) think that they don’t need to follow the instructions included with their office equipment. The assembly instructions for office desks, office chairs and other key equipment is designed to help you put things together in the safest, sturdiest way possible. If you “fudge” following the directions, the equipment may look good, but could be an accident waiting to happen.

Step #4: Align the equipment properly

It is important to consider task lighting and ventilation when setting up your workspace. With lighting, it is crucial that your computer screen is not compromised by direct overhead lighting or natural light. And if these situations are unavoidable, be sure that your monitor features the best anti-glare protection available in order to avoid eye strain issues. Also, you want to set up your workspace in a non-stuffy area that receives proper air flow. However, you do not want to be working in the direct path of a heating or air conditioning vent. This can cause health problems down the line and should be avoided if it all possible.

Step #5: Take your workstation for a test-drive

When you have completed the construction and assembly of your workspace, sit down and give it a spin. This initial period is the best time to make tweaks and adjustments to the workspace, since you will not yet be ingrained with a routine. If you have purchased chairs and lighting that are adjustable, this is a good time to take full advantage of these features to create a customized, comfortable workspace that is built for productivity!

What is task lighting?

Business task lighting refers to a lighting system where each workspace or cubicle has its own lighting controls.  Task lighting is becoming more and more popular with cost-conscious businesses and those concerned with the environment and worker health as it pertains to eye strain, headaches and other maladies.

What are the different types of task lighting?

There are two primary types of task lighting: adjustable desk lighting and overhead lighting.  Adjustable desk task lighting refers to lamps and other adjustable devices that allow the worker to control his or her own lighting environment by moving the light source around on the workspace or simply adjusting the intensity of the light being delivered.  Overhead task lighting can only be controlled on an individual level and be adjusted to shine in different areas and at different strengths.

Saving money with task lighting

Task lighting can save your business a significant amount of money every year by allowing you to use only as much power as you need to light your office.  In other words, if you only have employees working in 65% of your office floor space, lighting the whole room is a huge waste.  With task lighting, only those cubes or desks that currently hold employees can be lit – hence the savings.  Also, when employees control their own lighting, they can turn the lamps off when they are not present.  This represents a great savings when compared to an overall lighting system that runs from morning until night without interruption.

Saving the environment with task lighting

Companies waste a tremendous amount of energy with standard lighting systems.  By limiting the amount of electricity used in the office, that business’ carbon footprint is greatly reduced, thus lessening the negative impact on the environment.

Reducing eye strain with task lighting

Perhaps the greatest advantage of task lighting is how it helps reduce eye strain.  With task lighting, the individual or the employer can control the amount of light emitted in each work station.  When an individual is able to customize their light source, they will be able to find the “sweet spot” that reduces eye strain and the fatigue that harsh over-lighting can cause.   In this regard, task lighting is an ergonomic choice because it improves the health and well-being of the worker.

Reducing glare with task lighting

Task lighting also helps reduce computer screen glare – another primary cause of headaches and eye strain.  If an employee has a desk lamp that can be adjusted for height, angle and other factors, the glare that causes these problems can be all but eliminated.

Task lighting for the office (and even for home use) is a tremendous advance in how we work and play.  The impact task lighting can have on the environment, electricity costs and even physical and emotional health make it the right choice for the 21st century and beyond.  Even if the upfront cost of task lighting is not a significant money-saver in and of itself, the long-term benefits more than compensate.

Eye strain occurs when your eyes become tired after prolonged or intense use, especially after using a computer for many hours a day, driving at night for long, uninterrupted stretches or reading in poor light.   To help shed a little more light on the topic, here are a few more eye-opening facts about eye strain.

#1: Eye strain can be experienced in a number of different ways, depending upon the cause.  Common symptoms of eye strain include:

• Burning sensation in the eyes
• Watering of the eyes
• Blurred vision
• Double vision
• Headaches

#2:  Unwanted glare on computer monitors can cause eye strain and other problems, including back and neck discomfort due to having to sit in an uncomfortable position avoid the screen glare.

#3:  In order to help avoid eye strain while working for prolonged periods at the computer, consider the 20/20/20 rule – Every 20 minutes, look away at an object 20 feet away for 20 seconds.

#4: Data entry workers are not the only professionals at risk for developing eye strain. Several other jobs are also associated with high rates of eye strain, including:

• Fishermen (from staring at the water)
• Athletes (from focusing on moving objects)
• Librarians (from reading all day)

#5:  Multi-taskers beware, working with a laptop computer on your lap while watching TV in the background is a major source of eye strain.   In fact, working with the monitor at that sharp an angle below your eyes is also a source of eye strain (and neck strain and back problems as well).  Ideally, the monitor should be at a 20 degree angle below your line of sight.

#6:   For individuals in their 30’s and 40’s, eye strain may be a sign that they need eyeglasses in order to correct their vision.  Eyesight diminishes with age, so this problem is not uncommon, especially for those who read or work on the computer excessively for work or pleasure.

#7:  Improve the lighting in your workspace or reading area. A big part of ergonomic design is proper lighting.   And when lighting is improved, the chances for eye strain becoming a problem are greatly diminished.  To avoid eye strain, make sure that you don’t work or read in dimly lit areas.    If you are reading a book, the light should be directly behind you, so that the most light is shining right on the book’s pages.

#8:  Blink more often. It may sound a little crazy, but forcing yourself to blink more often throughout the day will help reduce eye strain.  When we work at our computer, we blink less – which in turn causes the dryness that can lead to eye strain.  Blinking more lubricates the eyes properly and helps reduce the chance of developing eye problems.

#9: Place your keyboard directly in front of the monitor. By doing so, you will reduce unnecessary turning and looking that can cause eye strain.  Also, use an ergonomic keyboard to reduce the chance of developing carpal tunnel syndrome or other repetitive stress disorders.

#10:  Use a soft room light when watching television.  If there is too much contrast between the light in the room and the light emitting from the TV, it can cause eyestrain.

#11: It is important to see a doctor about your eye strain issues if you experience double vision, blurred vision or physical discomfort in the eye as a result of the problem.

#12: Eye strain does not cause any permanent damage, but can be a continuing problem unless you change your environment to one that is more ergonomically correct, and partake in better habits regarding reading, computer use and lighting.