my office=ergonomic nightmare

[dettu]

So I've been in my new job for a few weeks. The company is very small and has a much smaller (i.e. nonexistent) budget for things like cleaning (we have no cleaners, the place just gets dirtier daily) and office furniture etc. People do bring in their own furniture if they can't live with what the company will provide. A piece of furniture has to essentially fall apart and be beyond repair before they'll replace it, and then it's replaced with the most inexpensive piece that a used furniture shop can offer.

My desk...I don't care that it's ugly, but I do mind that it's too high. At my old job I had an articulated keyboard tray so I could adjust the keyboard height, angle, distance from the desktop, etc. No such thing here, it's just sitting on the too-high desk. I can't find a way to adjust my chair, but if I did make it taller to compensate, I'd be squinting down at my monitor and my feet wouldn't rest on the ground.

I did luck into a new monitor when my boss got hers replaced--so I got hers. The one I had when I started there gave me severe eyestrain and I had been looking into trying to buy a better one used, because a new one wasn't in the budget (for anyone). I also asked the building manager to take out two of the overhead fluorescent bulbs over my desk and I brought in a small halogen desk lamp from home, which has really helped with the vision problem.

I don't want to be a whiner at all. However, I have chronic problems with my neck and shoulders, and I have migraines which are exacerbated by the neck/shoulder thing, and being in an uncomfortable position for hours definitely makes it worse. I mentioned it to my boss, and she mentioned that maybe we could shop at the used place and see what we could get for, say, $20. (Goodness, I thought, if I could get $20 I'd have the company buy me a mouse pad--I don't even have a mouse pad! Seriously!) If I had an extra $200 I'd just go to Staples and buy myself a prefab desk with a lower surface, but at the moment I just don't have extra.

I'm looking for creative ways to modify what I've got so I won't be so uncomfortable, similar to what I did with the lamp. Can anyone offer advice?

[Jackie G]

Oh where to start.

It doesn't matter how small the company is, you should be provided with adequate working facilities, and that includes a desk at the right height for working.  I can't remember if you're in the UK or US dettu, I guess the US with your comments about $, so not sure what the laws are there relating to that - we are covered by such things here in the UK.

Mousepads are often given away as promotional items at events - see if you can get one.  If you were here in the UK I would happily send you one as I tend to collect them as freebies and then they sit mouldering in my desk until I eventually give or throw them away!  At the temp job I'm in, I have dispensed with it because it's one for RSI with a built in wrist rest which I can't get to grips with so am working with the mouse just on the desk and it's fine, really.

No cleaners isn't good either.  What about Health & Safety??  Does anyone clean anything?  I shudder to think what the toilets, for instance, are like!!  Presumably they were glad to remove some fluorescent tubes from the overhead lights to save on bulbs!!!  (even though that's offset by the electricity you're using with your halogen lamp!)

I am stunned that people take in their own furniture if they can't 'make do'.

If the problems are seriously affecting your health there are several suggestions, all of which are probably very hard to do:

1.  Find another job (I know you're new, but this is ridiculous, your health is more important - you don't want to end up at the age of 70/80 totally unable to move as a result of time spent here)

2.  Involve your doctor?  Can you do that and get him/her to write you a note about your problems and indicating that you need the correct desking etc to enable you to function

3.  Is there an HR function in the company or is it too small?  Here in the UK once a company reaches a certain size (and it's something like 9-10 employees from memory) they need to be more aware of legalities about stuff like this.

Maybe somebody else here on DD will have had a similar experience (hope not though for your personal sakes!) or heard of something like this and have other suggestions for you.

Jackie, Peer Moderator
www.iqps.org

[raindance]

Find another job, Dettu.  That's the best advice I can give you.  A company that is this bad isn't going to change unless they receive a court order.  At your next interview, you should ask some tactful questions about health and safety policy etc.  

I had a similar experience in a job I had many years ago.  It was a charity.  My boss, who happened to be the President, never did quite understand why I considered that one stapler between twenty people in a building over three floors was not a good idea.  She did, however, pay more attention to a letter from my doctor about the lack of heating in my office when I became acutely ill.    I stuck it out for a year, but then I was very much younger and less wise than I am now.

Raindance

[Jackie G]

Dettu

I've had a think about what you posted, and on reflection and balance, I totally agree with Raindance.  It was my gut reaction on reading your post.

I know it will be hard, given that you've only just started, but you need to get out while the going's still good, as it were.

I don't think anyone would seriously hold it against you if you were very honest about your reasons for leaving - the trick is to word it positively while getting across the horrific situation you have found yourself in.

Jackie, Peer Moderator
www.iqps.org

[laurafmcdermott]

Agreeing with the others that you will probably  need to move on if you want to be comfortable.  I've worked at companies where we did our own cleaning and that was fine, but when I needed ergo equipment they were happy to oblige.  

Alternatively, you may need to file a workers compensation claim.  If you are in pain, you will need some accommodations to your setup and an ergo expert, physical therapist or occupational therapist can give your employer a list of what you will need.  Many workers comp insurance companies will have an ergo expert come in to be sure that your workstation is set up correctly.  In my state, if you file a claim and have new equipment installed as a result, the state will reimburse the employer 1/2 the cost of the equipment.

Best of luck.

[Jackie G]

While that may work, I wonder what impact that will have on the other employees if they see one, in their eyes, being favoured over them - especially somebody so new!!

In my opinion if the company is then obliged to act in Dettu's case (which they should!), then they should also do so for everyone else and that's not going to come cheap, even if there is a reimbursement of a percentage of the ultimate costs.

End result:  bad feeling all round, some of it directed towards Dettu for causing it all in the first place.

I still think you should leave.

Jackie, Peer Moderator
www.iqps.org

[spitfire78]

On the off chance that leaving is just not possible at the moment...

If you crank your chair up to an acceptable height but your feet don't reach the floor - try a footrest.  You could also get a monitor stand that would raise the monitor up to an acceptable level.

I think it's ridiculous to climb a mountain to get in your workplace every day but maybe these fairly inexpensive items would help until their policy changes or you can find a way out.

[dettu]

Thanks--I'm really not ready or able to leave a job just like that. I think you all know what a heck of a time I had finding a position that was okay for me--it's taken me well over a year, and if I'd seen anything else likely in that time I'd have been crowing about it here. Thus far the work itself isn't thrilling, but I need to give it time to see how well I like it throughout various busy/not-busy times. It is a publishing company, much closer to my interests than anything else I've found--and a market that's really hard to get into in this small city.

So I appreciate your ideas! I'll look for a footrest. I should have just taken the one from my old job; nobody would have even noticed it was gone.

[dettu]

Thanks, Jackie--the company is too small to have an internal HR department; that function is outsourced. Also, because of the job change I've had to switch health plans (and therefore doctors) and so at the moment I haven't got a doctor to go to!

At the moment it only hurts while I'm at work, and only while I'm keyboarding. I've also spent a good deal of time on the phone, and I have no pain while I do that.

See my comment to spitfire about why I can't leave just yet. I can start another job search, but realistically I have to give myself another 18 months to find something else. I'd prefer to learn this business and have good solid experience so I can stay in this field, and that won't happen in one month's time...I'd really rather find a way to modify the physical environment so I can continue working there, at least for a while. This was the first week during which I've been really useful to the team and I think I'll enjoy the challenge (they've never had a real admin before and some things are, understandably, a mess).

Oh and the toilets, lights, heat etc. are the responsibility of the building management and those things are maintained daily. The office space is rented to various tenants (us included) and we're responsible for our own internal cleaning. We have a young guy who comes weekly to empty the garbage and vacuum, but nobody dusts, and people are terrible about not washing their dishes (and there is no room in the budget for paper plates and cups, either).

I know it sounds horrible and Dickensian but I don't think they mean to be nasty and to squeeze the employees. I do think it's as other comments have suggested--if I force them legally to get furniture, etc. for me, there will be a great deal of resentment from other employees who predate me.

I did try to get to the local university's swap shop today where one can pick up office furniture for a pittance--unfortunately, I worked past my usual Friday stop time and the shop was closing before I could get there! But I'm hoping I'll luck into a clearance item in a shop somewhere. I'm going to check the closest thrift shops tomorrow to see if a suitable piece is lurking there.

[peaches2160]

If you are in the US, contact OSHA to determine if there are any guidelines this place should be following.

Also, start a recycle program.  It will encourage folks to pick up after themselves and put stuff in the recycle bins.  I would think these companies will come by and pick the stuff up.  OUr company has a cleaning co. that comes in every evening and empties the trash as well as the recycle bins.  That is the least they can do.

We are all about health & safety in the workplace as well as ergonomically correct workstations.  As a matter of fact, we received an e-mail the other day on how to correctly set up your workstation to be ergonomically correct.

Check out Health & safety policies as well as recycle policies of other companies in your area.  Present these to your boss as a recommendation for workplace improvement.  Try to make a difference before you quit.

[itsme_calista]

My only suggestion would be to just be honest with the boss and say that the working conditions aren't getting the best out of people, ie harbouring resentment, poor ergonomics, waste etc and ask if there is a "green policy".  If not then could it be looked into and perhaps take it on as a project.

I needn't cost them a lot of money, but putting into practice things like replacement furniture (thrift or otherwise) with timescales can often make a difference.  Ergonomics people can address themselves, a recycling plan, sometimes a lick of paint, some good repairs and and doing it yourselves as a team is all it takes.    Would people be willing to give up a saturday to come in and decorate/reorganise/repair?

If people aren't happy with their surroundings then they aren't likely to take pride and have optimum output.  A well motivated workforce is a more productive workforce (of course that does depend on the people you work with).  

I know this post doesn't address what you necessarily have a problem with but if people can see a plan for improvement as a whole, they are less likely to harbour resentment towards one individual.

http://ergo.human.cornell.edu/ergoguide.html

At the end of the day your company does have a responsibility for H&S, and prevention is better than cure (or a lawsuit).

Callie

[Atlanta Z3]

Is there any chance the desk can be lowered - legs removed and replaced?  Or if there is a central pencil drawer with a few adjustmemts ( remove the back for cords and remove the front panel) turn it into a key board tray?
You should not have to supply your office equipment - are you contract labor or an employee?  I agree don't tip the boat, but we fought for decent working conditions oh about a century ago.

[erincolbert]

Take a look at the post on my website Admins @ Work called Ergonomics for a Healthy Working Environment - http://adminsatwork.com/2007/11/14/ergonomics-for-a-healthy-work-environment. It should give you some great tips that you can implement easily. The site is designed to give Administrative Assistants and Office Professionals tips, tricks, and resources to help improve productivity and organization.

[laurafmcdermott]

dettu, if I could also suggest a good consistent stretching regimen as well (if you are not already).  Ideally you will be able to set yourself up with a more ergonimic workstation, but even when we are in optimum position we all should be stretching on a regular basis.  I've hit on several good routines on a google search.  And if you can swing it, treat yourself to a chair massage!

[dettu]

Laura, the massage sounds good!

I do stretches that my chiropractor and physical therapist gave me, because even with a good set-up I get stiff and sore. If I ever have a second career, it's not going to involve desk work!