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Welcome to the (home)workplace scan

Thank you for taking the time to investigate whether your (home) workplace is optimally set up.

The checklist consists of 21 questions divided into 7 categories. Depending on your answer to each question, you will receive a brief on-screen recommendation on what extra equipment you might need and where you can order it. Based on your overall answers, you may also be advised to consult your manager about how you can ensure a healthy and pleasant workplace together.

Completing the checklist is not compulsory but we strongly recommend using it to help you set up your personal workspace in the best possible way, to minimise the risk of developing physical and mental health problems.

At the end of the questionnaire you will receive all completed answers and advice by e-mail.
If you have any questions, please contact the HSE coordinator at your faculty or service department.

To start the scan, click on 'Next'.

On an average working day, how long do you work with display screen equipment (computer, laptop and/or tablet)?

Less than two hours

Two to five hours

Six hours or more

Advice on working hours on a screen:

The longer you work with display screen equipment, the more important it is to do it in a healthy manner. Limit the amount of work you do with display screen equipment, preferably to a maximum of six hours a day. If you work even longer with display screen equipment, it is even more important to ensure that the working conditions are suitable.

In the case of two or more hours a day

Check out this pdf file with tips on setting up your workstation.

Questionnaire not relevant

If you work less than two hours, this questionnaire is not relevant...

Can you work in peace at home and make a good separation between working time and your private life?

Yes, usually

No, not usually

Advice on work & private life:

Your psychosocial work strain can be exacerbated by the presence of household members, the lack of a separate room in which to work, or other circumstances that cause noise or that distract you. When working from home it is also good to make a distinction between working time and your private life.

Tip:
It helps to work at fixed times or in accordance with a schedule. Ensure that work and private life do not overlap.

Do you carry out physical computer work for an average of more than one hour a day on a tablet or two hours a day on a laptop (without an external keyboard)?

Yes

Advice on tablet & laptop use:

A tablet is suitable for use as an aid at meetings, to access documents for instance. It is not suitable for prolonged computer work. A laptop is also a suitable aid at meetings. Physical computer work / word processing on a tablet or laptop is appropriate for no more than two hours a day without adjustments.

Physical computer work for more than two hours

Make sure you have:
- a laptop stand
- an external keyboard
- an external mouse

*Order these via the LISA self-service portal

Do you often sit for longer than an hour without standing up or walking around (either when working with display screen equipment or for other tasks that are carried out sitting down)?

Yes

Advice on sitting behind a screen for long periods of time:

Alternate display screen equipment work with other work, or take a break, preferably every hour or at least after two hours. Everyone who sits for a long time every day benefits from getting up and moving around regularly. The recommendation is to stand up or walk around briefly every 20 to 30 minutes.

University of Twente home office management policy
At the University of Twente we believe it is essential for you to have a safe and healthy workstation at home, so that you can work from home on a longer-term basis. It is therefore important that when working from home you take regular breaks and move around.

Also check out the sports facilities at the UT!

Do you look at a computer screen intensively and for long periods?

Yes

Advice on solely screen work:

When working solely and intensively with display screen equipment it is essential to take regular breaks or to alternate your computer work with other types of work. If there is little opportunity to do other types of work, it is better to take frequent short breaks than longer infrequent ones. Short (preferably active) breaks help you to recover better. The preference is to take a micropause of around 20 seconds every five to ten minutes; this can be something as simple as standing up and stretching or physically turning away from the screen and letting go of your input devices.

Tip:
Use micropause software such as Workrave to encourage you to take a micropause and look away from the screen for a short while.

Do you work with a keyboard and mouse intensively and for long periods?

Yes

Advice on prolonged keyboard and mouse use:

Intensive mouse work is a common cause of RSI symptoms. Be particularly careful that you 'hover’ as little as possible with your fingers over the keys. If you don’t use the numeric keypad a lot, you could use a compact keyboard so that the mouse is closer to your body. Your wrist is then in a more natural position.

Tip:

More information about shortcut keys

Read more about RSI on the Service Portal: 'Working from home'
Contact your HSE coordinator in the event of continuing complaints.

Do you have a place at home where you can work in peace and set up a good workstation?

Yes, usually

No, not usually

Advice on a peaceful workplace:

Your psychosocial work strain can be exacerbated by the presence of household members, the lack of your own room to work in, or other circumstances that cause noise or that distract you. If it is not possible to set up a good workstation at home for organisational and/or practical reasons, get in touch with your supervisor to see what possibilities are available outside the home.

University of Twente home office management policy

At the University of Twente we believe it is essential for you to have a safe and healthy workstation at home, so that you can work from home on a longer-term basis. It is therefore important that you have a well-designed workstation.

Does your work involve phone calls and/or digital conversations for more than two hours a day?

Yes

Advice on calling and online consultation:

In that case, you should preferably use earbuds/headphones/speakerphone and microphone or a headset so that your hands are free.

Tip:
If necessary, use a headset for video conferences, especially if there is a lot of ambient noise or in the absence of microphone and/or speakers or if the quality of these is poor.

*Order these via the LISA self-service portal

So you have sufficient lighting at your workstation?

Yes

Advice on lighting in the workplace:

There must be sufficient lighting at your display screen workstation, taking the nature of your work and your visual needs into consideration.

Tip:
Look at the information on the HSE site.

Is your screen facing you, so that you don’t have to look left or right?

Yes

Advice on position screen:

If your screen is facing you, there will be less pressure on your neck. If you use two screens, the best position depends on the amount of time you spend on each screen. If you use one screen for 'active' tasks and one screen for less intensive work, position the active screen facing you and the second screen alongside it, angled slightly towards you. If you use the screens equally, position the screens in a slight V formation with the borderline facing you.

Tip:
Position the screen an arm’s length away, with the top of the screen just below eye level. Use a monitor or laptop stand for this.

*Order these via the LISA self-service portal

Is the top of your screen at eye level or just below it, so that you are looking slightly downwards at the screen?

Yes

Advice on monitor height:

Monitors are often positioned too high. It is better to position the top just below eye level and to tilt the screen so that you are looking straight at it. Looking slightly downwards reduces the likelihood of a poor neck position, it is less tiring on the eyes and reduces the likelihood of dry eyes. If you use a laptop, you should preferably also use a standalone monitor or either place the laptop in a laptop stand or on a platform so that the screen is at the right height.

Tip:
If possible, adjust the height of the worktop, or use a footstool if the worktop is 3 cm or more too high and then raise the seat height proportionately.

*Order a footstool via the LISA self-service portal

Is your screen / are your screens at a distance of 50-70 cm (roughly an arm’s length)?

Yes

Advice on distance from the screen:

Position your screen at a distance that allows you to read comfortably. If you use reading glasses or computer glasses, it is even more important to position your screen at the right height and distance and to take regular breaks. Blinking regularly (or shutting your eyes completely for a short while) can also help prevent dry, and irritated eyes.

Tip:
Read more about this on the Service Portal: 'Repetitive strain injury (RSI/CANS) for employees'

Can you read the letters comfortably with the screen at the right distance? (without squinting our eyes or using reading glasses)

Yes

Advice on monitor reading glasses:

Not focusing clearly is very tiring when working with display screen equipment. Have a look whether changing the contrast/brightness of the screen helps. The font size can also be adjusted via the operating system settings. As our eyes get older, it becomes harder to focus on near objects. Initially, simple reading glasses may be sufficient, but they are not suitable for display screen work. Reading glasses focus at around 35 cm, while a computer screen is often 70 cm away. In that case, computer glasses are a better solution. Get in contact with your HSE coordinator about it.

Do you find it hard to read the computer screen?

The repetitive strain injury page will give you information about the procedure for getting for computer glasses. It explains how you can start the procedure. The cost will be borne by your department. In exceptional cases where computer glasses are of little or no help, your supervisor can ask the HSE coordinator to look at whether a custom solution is necessary and possible. The HSE coordinator will investigate this and will recommend a solution to your supervisor.

Is the screen big enough to allow you to see information and/or applications on the screen without too much overlap or clicking back and forth? For instance, if you have to compare information in one window with information in another window or if you frequently have to move information from one window to another.

Yes

Advice on screen size:

The screen must be large enough that you can clearly see all the information you need without having to use the mouse to click on it or drag it. If it is not, adjustments can be made to the software settings (ask the ICT department for help if needed) or you should use a larger screen. Any consequent purchases must be discussed with your supervisor and must be essential for the performance of your job.

Tip:
Ask for advice from the HSE coordinator or the ICT department.

Is your screen directly in front of a window?

Yes

Advice on monitor right in front of a window:

Daylight coming from behind the computer screen can cause eyestrain. Make sure you are not looking towards a window; position your screen at right angles to the light source and use sun screens and/or window treatments such as curtains and blinds. Sources of bright light from within your field of vision may also make you blink or force you to adopt a hunched position.

Tip: Adjust the brightness of your monitor
A bright screen enhances the colour reproduction but is also bad for your eyes. A screen that is too bright makes your eyes tired more quickly and makes it harder to focus. The best level of brightness for your monitor is around 300 nits. The screen is then easy to see and puts less strain on your eyes. Too low a contrast causes tired eyes as well. This is because your eyes have to work harder to distinguish between objects on the screen.

Do you use an external keyboard and mouse?

Yes

Advice on keyboard and mouse use:

A good workstation has an external keyboard and mouse. The integrated keyboard and mouse of a laptop are suited only to short-term use (< two hours)

Tip:
If you don’t have an external keyboard and mouse, you can order them via the self-service portal. Don’t grip your mouse tightly. This makes your hand unnecessarily tense and causes problems more quickly. Lay your hand loosely on the mouse and let it rest there. A wrist rest is ideal for resting your wrist on while you are working.

Have you chosen your preferred mouse speed?

Yes

No, it's not necessary

No, but I need to

Advice on mouse speed:

If it’s difficult to point to something with the mouse, adjust the settings and see whether it make a difference. Both the sensitivity and the double-click speed can be adjusted via Settings, Devices, Mouse.

Tip:
More information about adjusting the mouse speed

Do you keep the mouse close to your body so that your upper arm hangs down and you can rest your arm and hand on the desk when you are not using the mouse?

Yes

Advice on your posture:

Ensure that your elbow is close to your body when you are using the mouse. The mouse is too far away if your elbow is a long way in front of your body when you are using the mouse. A compact keyboard gives room for you to position the mouse closer to your body.

What are the symptoms of RSI?
RSI relates to problems with the hand, wrist, arm and shoulder caused by excessive use of a mouse. The most common RSI complaints are stiff muscles, muscle pain, cramp, loss of strength, tingling sensations, muscle fatigue and loss of coordination.
If you have symptoms, contact your HSE coordinator or the UT physiotherapist.

Can you adjust your chair so that you have a good working posture?

Yes

Advice on work posture:

Make sure that your chair is adjusted correctly. Take responsibility and make use of the available options. It’s also fine of course if you don’t have an office chair but you do have a good sitting posture. The seat height must be adjusted to suit the table/desk, so that your elbows are level with your table/desk surface or slightly above it. Make sure to relax your shoulders. If you have ordered an office chair via the self-service portal, you should watch the video on https://vimeo.com/199290881

Tip:
Check repetitive strain injury (RSI/CANS) for employees for the correct sitting posture and adjustment of your chair.

Also watch the video to see how you can adjust the standard UT office chair.

Has the table and chair height been adjusted to suit your height? In other words, can you adopt a posture with relaxed shoulders and upper arms hanging down?

Yes

Advice on table and chair height:

Als tafel- en stoelhoogte goed op elkaar zijn afgestemd, zijn (met ontspannen schouders en afhangende bovenarmen) je ellebogen ongeveer op, of net iets boven tafelhoogte.

Tip:
If possible, adjust the height of the worktop, or use a footstool if the worktop is 3 cm or more too high and then raise the seat height proportionately.

*Order a footstool via the LISA self-service portal

Is your table or desk too high or too low?

Too high

Too low

Just right

Advice on desk height:

Adjust the height of the desk if it is height adjustable. In the case of a non-adjustable table or desk, use a footstool and raise the seat height so that the armrests are the same height as the worktop.

Too high: Use a footstool, which can be ordered via the self-service portal.

Advice on desk height:

You cannot find a good working posture. Try to raise the top or legs of the table or desk. Maybe there is another place in the house where there is a higher table with sufficient legroom. If not, take a photo of the workstation and your sitting posture. Your supervisor van ask HSE for advice.

Too low: get advice from HSE about a possible allowance for a desk.

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