Office layout and design

It is essential that employers provide adequate office space for employees to operate effectively. There are 3 types of space:

• primary space – amenities, meeting rooms, lift lobbies and similar areas
• secondary space – corridors and storage
• tertiary space – space required in a workstation to accommodate:
  • a desk
  • a chair
  • drawers
  • a filing cabinet
  • other necessary equipment.

When designing workplaces and allocating space, employers should:

• Consider current employees' functions and needs. This includes:
  • the various tasks to be done
  • storage needs
  • furniture required (such as visitor chairs and cabinets)
  • movement in the area, including both the employee and their chair
  • frequency of online meetings and effect on other employees
  • need for privacy or personal space
  • safety
  • access for maintenance.
• Consult with employees.
• Consider future needs.

If employees at the workplace are represented by health and safety representatives (HSRs), the HSRs must be involved in any consultation.

Each workspace is different, but suggested minimums are:

• 6 m2 per person for tertiary space
• additional space for secondary and primary space requirements.

Also see 'Hot desking'.

Generally, carpet is preferred in office areas because it:

• provides a comfortable walking surface
• reduces noise
• minimises reflected light from polished floor surfaces
• reduces the risk of slips and falls.

Wool-mix carpets reduce the build-up of static electricity that can give a mild electric shock. Carpets should be:

• properly laid without loose edges or ripples
• well maintained.

Carpet with a low profile makes it easier for employees to push and pull wheeled equipment without using high force.

Walkways should provide safe entry and exit at all times. Using walkways for temporary storage can:

• introduce tripping or falling hazards
• block emergency exits.

Walkways near office workstations can be a source of noise and distraction for employees. They should be bordered by sound-absorbing panelling to help reduce noise.

Storage facilities such as filing cabinets, lockers and shelves often sit on the border of a walkway. When choosing the location of this equipment, it is important to consider what other activities occur in the area.

For example, a filing cabinet requires approximately 1.2 m of space in front of it to access a fully opened bottom drawer. If the drawer projects into a frequently used walkway, it becomes an obstruction and creates a hazard.

Partitions divide workstations and provide visual and sound privacy. They can also:

• reduce unwanted distractions
• provide a background visual surface for computer screens
• reduce contrasting light intensities
• help direct a person's line of sight towards an external window for relief of visual fatigue
• control external and reflected light.

Partitioning can cast shadows and reduce light if not appropriately designed or installed.

The Occupational Health and Safety Act 2004 (OHS Act) requires employers to provide adequate facilities for the welfare of employees (s21(2)(d)). Employers need to provide:

• a clean area for meal and drink breaks and to allow employees to take rest breaks away from their work desks
• clean drinking water
• hot water
• handwashing facilities
• a sink
• toilets.

Compliance code: Workplace facilities and the working environment

Workstations need to be:

• Easily adjustable to accommodate the different sizes and statures of employees. The adjustment mechanism should not create a manual handling risk. Electric adjustment is the most appropriate.
• Versatile and large enough to accommodate the range of tasks and equipment in offices.

The variety of employees required to use a workstation influences its design:

• Multi-user workstations need to be adjustable to meet the needs of different users.
• Single-user workstations need to be adjusted initially to meet the dimensions and preferences of the individual. Even after this initial adjustment, the user's tasks or needs may change, and require further adjustments.

An employee's posture and movements while working are influenced by:

• the shape and adjustability of a workstation
• the location and type of equipment used at the workstation.
• the type of work they do.

A workstation should put employees in the best position to:

• effectively perform their tasks
• use their equipment in comfort.

Offices use a variety of workstations to meet the needs of different computer users, who include:

• data entry or customer service users engaged in continuous input tasks, such as typing or keying numerical data
• interactive users performing a variety of tasks and spending a considerable proportion of the day using a computer
• casual users using computers on an occasional basis or infrequently during the day.

Workstations should also allow for non-computer tasks. Alternatively, separate workstations should be available for non-computer work.

The most common workstation in an office provides for both computing and general administrative duties. This workstation usually has:

• an adjustable chair
• a desk
• a footrest, if needed
• desktop computing equipment, including a keyboard, a mouse, a docking station and one or more screens
• a document holder
• a telephone
• related furniture and equipment.

As new technologies and tools are introduced, flexible workstations need to accommodate the job design changes that occur as a result.

Checklist: Setting up a workstation and working with computers

Key factors to consider when deciding whether an office chair is appropriate for the employee and the job include:

• It should be adjustable to the task and easily adjusted from the seated position.
• The seat should be height-adjustable, preferably using a gas lift for ease of adjustment.
• The seat should have a curved front edge to minimise pressure on the underside of the thighs.
• The seat should be able to tilt slightly backwards or forwards.
• It should have a supportive backrest that is adjustable in height, angle and depth.
• Both the seat and backrest should be covered by cloth or some other type of material that breathes.
• It should have a 5-point wheelbase for stability.
• Armrests are optional. Armrests help decrease forces on the shoulders and back during rest from typing or keying. However, they can interfere or get caught under the edge of the desk and stop the chair from being positioned correctly. If provided, armrests should be height-adjustable.

Chairs should support the body in a way that minimises awkward postures and provides comfort. However, no chair can provide a perfect position for long periods. It is important for employees to change positions and get up from a chair many times during the day.

Some form of break from sitting every 20–30 minutes is helpful. Even getting up for 20–30 seconds to go to a printer or standing while talking on the telephone will provide relief.

Examples of alternative seating include:

• The 'kneeling' chair, a forward-tilted chair base with knee support.
• The 'sit-stand' or 'saddle' chair with a tilted base for 'propping' on.
• The 'physio' or 'fit' ball, an inflated ball that encourages constant small changes in posture to maintain balance. Also known as 'fitness', 'Swiss' or 'exercise' balls.
• Executive chairs, which, as the name suggests, are designed as status furniture for executives.

The design of some alternative seating causes people to sit with their hips at an angle they believe will reduce pressure on the lower back. These seats may not provide the best support or allow for a change of position in the chair where employees sit for many hours of the day.

Alternative seating limitations

An organisation may choose not to allow alternative seating unless it:

• has been assessed for risks to users
• is required by a medical or rehabilitation plan.

There are limitations in using alternative seating in the workplace. For example:

• Often the user cannot adjust the height or angle of the seat. Some models of kneeling and sit-stand chairs do provide adjustments and include an adjustable backrest.
• Alternative chairs often rely on a set posture, keeping the natural curves in the back. Employees may need to increase the use of this type of seating gradually, so their muscles become comfortable with the different postures.
• Although some of these postures may be preferred for short periods, in general these types of alternative seating do not provide lumbar support. If a chair does not have lumbar support, the employee's back and abdominal muscles must work for long periods to maintain the posture.
• Getting on and off, and sitting on, seats such as the kneeling chair and fit balls may be awkward, particularly with some types of clothing. Users should be careful when using such seats.
• Where there is no stable mobile chair base, a person cannot easily move around the workstation because their leg positions are often constrained. They must rely on back and arm strength to move.
• The design of executive chairs often provides little adjustability or seat and backrest design support. Because most senior managers use computer equipment as a core part of their daily work, executive chairs should include the adjustability and features listed.

There is little, if any, evidence of scientific trials or studies suggesting fit balls are suitable for daily use as work seats.

Fitness balls are not suitable as chairs

Alternative chairs allow users to sit in an upright posture when facing a task. But to access other parts of the workstation, users may need to reach, bend and twist. These extreme postures may cause loss of balance and injury risks.

There are no current guidelines or design standards for alternative chairs. They should not be used for constant sitting. Appropriate office chairs are required in the workplace.

• Adjust the chair height so the thighs are approximately horizontal and feet rest comfortably on the floor.
• Adjust the chair and desk so the work is at elbow height. When employees write or use the mouse or keyboard, they may need to adjust the chair height slightly to:
  • raise it for typing or mouse work
  • lower it for writing.
• If the chair height is correct but the desk is too high, either:
  • lower the desk height
  • raise the height of the chair.

Use a footrest to make up the height difference so the user's thighs are horizontal to the floor.

• Adjust the backrest so its curve fits into the curve of the lower back, centred about waist level. A slight backwards tilt of the backrest or forward tilt of the seat will allow an increase in the angle at the hip. This will decrease the force on the lumbar spine.

• If thighs are wedged between the chair and the desk's under surface, or knees bump into the front of the desk, the:

  • desk is too low
  • chair is too high
  • desktop is too thick
  • user is too tall for the chair and desk.

  An ergonomist can give advice in this situation.

• Users can make small adjustments whenever they change tasks to get the most appropriate posture.

The need for a footrest will depend on whether a desk is at the required height once the chair has been adjusted. If the desk is too high and cannot be lowered:

• raise the height of the chair
• use a footrest to raise the height of the floor by the same amount.

A footrest should:

• be height- and angle-adjustable
• be large enough to permit some movement while supporting the feet
• not be so big that it clashes with the chair base.

Using a footrest limits mobility. It is better to have a fully adjustable desk and chair so a footrest is not necessary.

Figure 4: Seat height and footrest adjustment

Armrests allow people to support themselves when getting up or sitting down. They are suitable for employees who:

• perform a variety of tasks at a workstation
• move frequently to and from their chair
• sit back in their chair to talk to visitors.

Armrests are less suitable for keyboard work. If the elbows are fixed on the armrests, they can cause the shoulders to rise into an unnatural posture. The desk surface can support the forearms and reduce the effort of supporting the arms. Armrest designs should not limit forward chair movement or touch the desk.

Castors allow users to move chairs forwards and backwards easily. They are not suitable to use on non-carpeted surfaces unless they have friction brakes. Misusing a chair with castors, such as by standing on it, can be a hazard.

Chairs that do not need to move should have glides or castors with friction brakes. For example, visitor chairs or those on hardwood surfaces. It is important not to have slippery mats at desks where employees use chairs with castors.

Before buying new chairs, employers should assess:

• how they will be used
• the design features needed.

The requirements for adjustable-height chairs are in AS/NZS 4438:1997 (R2016): Height adjustable swivel chairs. It is the responsibility of suppliers to advise if chairs meet the Australasian Furnishing Research and Development Institute (AFRDI) Standards. It's a good idea to trial chairs in the office first.

A good desk should have:

• rounded corners with no sharp edges
• good access for legs, with no obstacles under the desk to cause discomfort and injury
• a flat, smooth surface for ease of writing
• a neutral colour with a non-reflective finish
• adjustable settings to fit most users

AS/NZS 4442:2018 recommends:

• a range of adjustment for seated tasks of at least 225 mm: from 620 to 845 mm in height
• easy adjustability from the seated position.

Freestanding height-adjustable desks

Freestanding height-adjustable desks enable the user to raise and lower the desk surface to position work at the most comfortable height. This type of desk is also suitable in:

• multi-user situations, where different employees use the same desk
• multi-task situations, where the user does a range of different tasks at the same desk.

The length and depth of the desk depends on its use. For example, a computer screen needs to be at least an arm's length from a user sitting in a typing or keying position. The depth of the desk will need to accommodate the distance of the screen from the user.

A freestanding desk against a wall may have to be moved away from the wall. This will allow the screen to be at the rear of the desk, at a suitable distance from the user.

Freestanding fixed-height desks

Freestanding fixed-height desks provide limited flexibility for the user. User and task requirements rely on chair adjustments. In some situations, a tradesperson can permanently raise or lower the desk. However, this may limit who is able to use the desk.

Research shows that sitting less and moving more has numerous benefits. It can help reduce health problems such as musculoskeletal disorders (MSDs), diabetes, cardiovascular disease and some cancers. Adjustable sit-to-stand workstations enable employees to:

• sit less and move more
• change between sitting and standing when working at their desk.

Generally, there are 2 main categories of sit-to-stand workstation: full-desk and tabletop.

Full-desk sit-to-stand workstations

Full-desk sit-to-stand workstations allow the user to raise or lower the whole workstation to suit their sitting and standing positions. They:

• are suitable for all desk tasks
• can be relocated
• support multiple screens
• provide close and easy access to items such as paperwork, a telephone and stationery
• can be adjusted to an employee's preferred sitting and standing postures
• provide forearm support, if required, to reduce neck and shoulder strain
• should have electric height adjustment (avoid manual wind-up models)
• should suit the standing requirements of both tall and short employees.

AS/NZS 4442:2018: Office desks, office workstations and tables intended to be used as office desks - Mechanical, dimensional and general requirements and test methods recommends the primary worktop of a sit-to-stand workstation has a height adjustment range of 620–1200 mm above the floor.

Tabletop sit-to-stand workstations

Table-top sit-to-stand workstations are platforms that sit on top of a standard desktop. The user raises and lowers the platform to move from a seated to standing position. They:

• usually sit on a desk and provide a platform for computer equipment such as the monitor, keyboard and mouse
• are usually less expensive than a full-desk sit-to-stand workstation
• are suitable for most desks
• have models that use a desk mount or leg attachment – the mount may require space behind the desk
• can be moved from desk to desk, although they can be heavy and awkward to lift – this may create a hazardous manual handling risk
• might only be large enough for one monitor, although some can support 2
• might not provide enough space for easy mouse and keyboard use
• might not suit taller employees because:
  • some models lift the monitor away from the user as the platform rises
  • the platform does not rise high enough
• can be awkward and difficult to adjust
• work best with wireless devices because cords can become trapped in the lifting mechanism
• can become unstable if users rest their forearms on the platform.

When choosing sit-to-stand workstations, employers should ensure that:

• the desktop can rise to at least 1200 mm to suit tall employees
• the workstation's design comfortably fits all required equipment and has space for writing and other tasks.

As an employer, you should provide instructions for using the workstation safely and adjusting the workstation to suit individual requirements.

Split desks have surfaces at different levels. Split desks can:

• limit options for placing equipment
• cause secondary hazards if the user's legs strike the adjustment mechanism.

Avoid drop-down keyboard shelves or keyboard platforms that slide out from under the desk. They:

• do not provide adequate space for using a mouse
• force the operator to raise the arm up from the side to use the mouse
• increase the reach distance to other equipment on the desk.

Corner workstations usually have a desk that extends along 2 sides of the partitioning so it occupies the corner. The corner section usually has a bridging section that is at 45 degrees to the two sides.

In some cases, the bridging section connects the 2 sides with a curve. The curve can accommodate larger computers and screens. These can be put in the corner section to use the increased depth created by the angle.

Corner workstations can be an efficient use of space. They often have built-in cable housing. Employers should choose workstations that can be easily adjusted or the layout changed as needed.

Figure 5: Correct standing-height bench

Standing-height benches are often used for tasks such as:

• sorting mail
• collating documents
• binding
• receiving incoming goods.

Drafting workstations are used for drawing or preparing artwork.

Employees who cannot sit for prolonged periods may also use standing-height benches or drafting workstations.

A standing-height bench should be adjustable, so that employees of different heights can use it. Depending on what it is used for, a standing-height bench is generally:

• 850–950 mm from the floor
• 1.2–4 m long
• at least 600 mm deep.

Seated work should be done at desks, not benches. Benches usually have limited or no space for the knees, causing a twisted posture. Stools and drafting chairs:

• can be unstable
• may not enable employees to place their feet comfortably on the floor or a footrest
• can be harder for most people to get on and off.

Some high desks provide a continuous foot platform. This allows for foot support and movement at the workstation.

Some desk designs have:

• a sloped surface section
• an angle or sloped board that enables the angle of a work surface to be adjusted.

The sloped section is usually on top of a desk. It is used to raise the height and angle of documents. This keeps the user's neck in a more upright posture while reading and writing for prolonged periods.

Positioning documents at a right angle to the line of vision can decrease eyestrain. The angle board needs to be adjustable and large enough to support several documents.

Figure 6: Angle boards need to be adjustable and large enough to support several documents

Hot-desking is an office system where different users share a workstation or work at a vacant workstation. Employees can use a workstation without displacing other employees. Hot-desking is common for many employees who split their work hours between home and the office.

Employers must consult with employees, so far as is reasonably practicable, and any HSRs before introducing hot-desking.

Potential hazards from hot-desking include:

• Infections and hygiene. Employers should use appropriate control measures to minimise the risk of infections spreading.
• Stress. Some employees may find it stressful not having a set workstation. This includes having to compete to get a desk or book ahead.
• Suitability. Hot-desk workstations may not be suitable for all employees. Furniture and equipment should be adjustable and meet the needs of different users. This includes ergonomic needs.
• Productivity. Some employees who work in teams find hot-desking unsuitable as it may affect their productivity.
• Discrimination. Hot-desking can mean some employees are discriminated against or can't access a desk. For example:
  • part-time employees
  • employees with caring responsibilities who arrive at work later than other employees.

Where it is not reasonably practicable to eliminate hot-desking, employers should:

• Limit the sharing of workstations and equipment. Ensure each employee has their own headset.
• Supply suitable cleaning services or material for workstations, keyboards, mice and other commonly used equipment. Provide instructions for use.
• Provide height-adjustable chairs, desks, monitors, stands/document holders and footrests as required.
• Set up equipment so that devices like a mouse or keyboard can be easily swapped.
• Test the adjustability of equipment, chairs and furniture before buying them.
• Train employees how to adjust their workstation, chair and equipment.
• Train employees to put frequently used equipment like telephone handsets in their 'reach zone'.
• Give employees time to adjust their workstation to suit their needs. Supervise as needed.
• Have secure storage areas for personal items.
• Track how employees feel about hot-desking.
• Designate areas for work teams so that employees do not feel displaced from others in their team.