Why office workers are at risk

Office work looks low-risk, but it concentrates a few stresses into long, unbroken hours. The UK Health and Safety Executive treats display screen equipment as a workplace hazard because poor set-up and long sessions are linked to pain in the neck, shoulders, back, arms and hands, as well as tired eyes. The World Health Organization advises adults to limit the time they spend sitting and to replace some of it with activity of any intensity. Most desk-related pain is not serious and settles, but it is common, it returns easily, and it is cheaper to prevent than to fix.

01Low back and neck pain

Back pain is one of the most common reasons adults see a doctor, and neck pain often follows long periods looking down at a laptop or across at a badly placed screen. The NHS notes that most back pain improves within weeks and that staying active helps more than bed rest. At a desk the triggers are usually a chair that does not support the lower back, a screen that is too low or too far to one side, and hours without changing position.

What helps

  • Set the top of the screen at or slightly below eye level and about an arm's length away, directly in front of you.
  • Adjust the chair so your feet are flat on the floor or a footrest and your lower back is supported.
  • Use a separate keyboard, mouse and stand if you work on a laptop for more than short periods.
  • Keep moving when your back hurts: gentle walking and normal activity usually help recovery more than rest.

02Wrist, hand and forearm strain (RSI)

Repetitive strain injury is the name for pain in muscles, nerves and tendons caused by repeated movement and overuse. Typing and mouse work with bent wrists, a mouse placed too far away, or long sessions without breaks can all contribute. Carpal tunnel syndrome, which causes tingling, numbness or pain in the thumb and first fingers, is a separate condition that can be made worse by repeated wrist bending.

What helps

  • Keep wrists straight and forearms roughly horizontal; bring the mouse close to the keyboard.
  • Learn keyboard shortcuts to cut down on mouse clicks.
  • Break up long typing sessions with short pauses and a change of task.
  • Do not ignore symptoms that last more than a couple of weeks or wake you at night.

03Too much sitting and too little movement

WHO guidelines advise adults to do at least 150 to 300 minutes of moderate activity a week and to limit sedentary time, because high amounts of sitting are associated with poorer heart and metabolic health. Office workers can easily sit for nine or ten hours a day once commuting and evenings are counted. Activity outside work helps, and breaking up sitting during the day is worth doing too.

What helps

  • Stand or walk for a few minutes every 30 to 60 minutes; take calls standing or walking.
  • Use the stairs, walk to colleagues and take part of your lunch break outside.
  • Build towards 150 minutes of moderate activity a week, plus muscle strengthening on two days.
  • If your workplace offers sit-stand desks, alternate positions rather than standing all day.

Weekly checklist for office workers

  • Check chair height, screen height and keyboard position on Monday morning, especially after hot-desking.
  • Get up and move at least once every hour you are at your desk.
  • Walk or cycle for part of your commute or lunch break on at least three days.
  • Do two short strength sessions (bodyweight is fine) during the week.
  • Look away from the screen into the distance regularly to rest your eyes.
  • Note any pain that is lasting longer, spreading or waking you up.

When to see a professional

  • Back or neck pain that has not started to improve after a few weeks, or keeps coming back.
  • Numbness, tingling or weakness in the arms, hands or legs.
  • Wrist or hand pain that wakes you at night or makes it hard to grip.
  • Pain that stops you working or sleeping despite changes to your set-up.

Get urgent medical help for back pain with numbness around the genitals or buttocks, loss of bladder or bowel control, weakness in both legs, a high temperature, or pain after a serious fall or accident.

Where ONU fits

ONU brings your activity, sleep and recovery trends into one app, so you can see how many of your days are mostly spent sitting and whether a busy month is eating into your sleep. You can also keep reports and notes from appointments together. ONU cannot tell you why your back hurts, and a trend in the app is not a diagnosis; persistent pain belongs with a physiotherapist or doctor.

Try ONU Health today

Common questions

Is a standing desk better than sitting?

Standing all day has its own problems, including sore feet and legs. What helps most is changing position often and moving more. A sit-stand desk is useful if you actually alternate between the two.

How often should I take a break from the screen?

HSE guidance favours short, frequent breaks or changes of activity over occasional long ones. A few minutes away from the keyboard every hour, plus looking into the distance regularly, is a practical rule.

Should I rest when my back hurts?

For most simple back pain the NHS advises staying as active as possible and continuing normal activities, because long rest can slow recovery. Seek urgent help for the warning signs listed on this page.

Can my employer help with my workstation?

In many countries employers must assess display screen workstations and provide reasonable equipment. Ask for a workstation assessment if your set-up is causing discomfort.

Sources and further reading

Educational information drawn from the public-health sources listed on this page. It is not a diagnosis, a treatment plan or a guarantee that you will avoid an illness or injury. ONU does not diagnose, treat or prevent disease. Speak to a qualified professional about anything that concerns you, and follow the rules of your employer, sport or local health service.