Many office desks and workstations are designed with standard chairs in mind, which can leave you reaching, twisting or looking at a screen from an awkward angle. Over a long working day, that can add up to aches in your neck, shoulders or wrists. A few adjustments to your desk height, screen position and reach can make your set-up work better for you.

Why your set-up matters

When you use a wheelchair, your seated position is set by your chair, so the desk and equipment need to fit around you, rather than the other way round. If your desk is too high, too low or too deep, you may end up reaching forward, lifting your shoulders or leaning to one side for hours at a time.

Small changes can reduce this load, especially on your shoulders, which already do a lot of work through the day.

Desk height

The right desk height lets you get close to your work and rest your forearms comfortably. Some things to check:

• There is enough clearance under the desk for your knees, footplates and armrests, so you can pull in close.
• The desk surface is roughly at elbow height, so your shoulders can stay relaxed.
• Nothing under the desk, like drawers or cables, gets in the way of your wheels or footplates.

A height-adjustable desk can make a big difference, especially if you share the desk or change positions throughout the day. If your desk is fixed, desk risers or a keyboard tray may help. If your armrests stop you getting close, some people find desk-length armrests or removable armrests helpful.

Screen position

Your screen position can affect your neck and upper back. Some things to try:

• Position the screen directly in front of you, so you are not turning your head for long periods.
• Set the top of the screen at around eye level, or slightly below.
• Place it roughly an arm’s length away.
• If you use a laptop, a stand with a separate keyboard and mouse helps you set the screen and keyboard at the right heights.

If you use two screens, place the one you use most directly in front of you.

Reach

Reaching forward or to the side for long periods can tire your shoulders. Some ideas for keeping everything within easy reach:

• Keep your keyboard and mouse close, so your elbows can rest near your sides.
• Place things you use often, like your phone, notebook and drink, within comfortable arm’s reach.
• Keep less-used items further away.
• Use a document holder next to your screen, rather than reading papers flat on the desk.
• Use a headset for calls, rather than holding a phone to your ear.
• Check that drawers, filing and shared equipment are easy to reach and open from your chair.

Keyboard and mouse

Some changes that can help your wrists and shoulders:

• Keep your wrists straight when typing.
• Rest your forearms on the desk or on your armrests.
• Try a mouse that fills your hand, or a vertical mouse if a standard one feels uncomfortable.
• Use keyboard shortcuts or voice dictation to cut down on clicking and typing, if that suits you.

Changing position through the day

Staying in one position for long periods can make any set-up feel uncomfortable. Small changes in position, like shifting your weight, adjusting your backrest or tilting your chair if it allows, help keep you comfortable. VIDA’s Pomodoro stretches, in the top right corner, can remind you to pause and move during focused work.

Some gentle movements you can try at your desk:

• Roll your shoulders backwards five times.
• Slowly turn your head to look over each shoulder.
• Draw your shoulder blades gently back and down, hold for a few seconds, then relax.

If you would like to follow along, VIDA has short videos of shoulder squeezes you can use at your own pace.

What to take away

• Your desk and equipment should fit around your chair.
• Check you can pull in close, with your forearms resting comfortably.
• Position your screen directly in front of you, at around eye level.
• Keep frequently used items within easy reach.
• Change position regularly and ask about workstation adjustments.

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