Workspace Worries: Is Your Workspace Helping or Harming You?

Let’s focus on why and how to make your space more accessible, comfortable, and as stress-free as can be.

WHY you need a comfortable workspace

Your environment influences your well-being. It can affect your mental, emotional, and physical health. You spend at least one-third of your life at work. If your space isn’t comfortable, clean, organized in your own way, and ready for you, how can you expect to do your best work? How can you maintain workflow and concentration if you’re constantly shifting in your chair, or shivering from the cold?

Having a comfortable workspace also benefits your employer. They hired you to accomplish specific tasks that contribute to their success, and the success of other employees. The more successful you are at your job, the more successful your employer will be.

HOW to tailor your workspace for comfort

Now we know the why. As for the how, that will vary wildly from person to person. To know how to tailor your workspace for your unique needs, you first have to identify what makes you uncomfortable and your job difficult. Then, you can create solutions.

Identify What Is Uncomfortable or Difficult

This is the time to sit down and think about what work tasks you were hired to accomplish each workday and how you feel throughout the day.

What are the basic duties your employer hired you to accomplish? These are called the essential functions of your job. Focusing on these parts of your job first will make both you and your employer happy! Ask yourself:

• What basic duties must I accomplish?
• Which tasks are easier to accomplish, and why?
• Which tasks are more difficult, and why?
• Is there a different way to complete the task that would be easier?
• Would a change in my work equipment make a difference?
• What tools could help me work more comfortably?

The more questions you ask yourself about how you feel throughout your day, the easier it will be for you to find solutions that increase your comfort while completing your work tasks. Ask yourself:

• Are there certain times of day when I notice pain or discomfort?
• What things in my space right now make me feel frustrated?
• Is my workspace always too cold or too hot?
• Am I constantly staring off into space, unable to focus?
• Do I forget to eat or drink throughout the day?
• Am I in a space with no natural lighting?

Identify Challenges and Create Solutions

You’ve figured out what makes you uncomfortable; now you can work on creating solutions. To inspire you, I’m going to share with you some of the challenges I’ve had and solutions I’ve come up with.

My solutions for my challenges may be a bit on the weird side, but perhaps this will give you some ideas on how to build your own space!

Challenge: Fluctuating Disability-Related Symptoms

Some of my issues are difficult to mitigate, such as pain and stiffness. I get flares of activity from my lupus and gout that can rapidly appear. This means I need to be flexible and plan to keep items around to assist me on rough days as well as good days.

Solution: Two Workstations

I have two workstations, one for normal days and one for especially bad days. My normal one is my desk, which is in my bedroom. The second is my portable workstation, which allows me to work from bed, the hospital, doctor’s offices, or anywhere. My two different setups have some accommodations that are the same in each, and some that are different.

Workstation 1: My go-to workspace

I use a desktop with two monitors for my permanent workstation. I also have a chair that adjusts in multiple ways. A few other items I always have near me to accommodate for disability-related symptoms are:

• My phone (with cables and a battery bank to keep it charged) - I must always have my phone or another form of communication nearby in case I need to call for help.
• Chat system - Sometimes I am in too much pain or have such bad brain fog that I have trouble verbalizing what I need or want. Because of this, I also make sure to have a chat system open so that I can quickly and effectively try to communicate even if I can’t speak. Examples of chat systems are Microsoft Teams, Discord, texting, and email.
• Medications and Reminders - I have several medications that need to be taken at different times and have alarms set to remind me of when to take them. Having my meds close at hand means I don’t need to interrupt my workflow for more than a few seconds to take them.
• Smart home assistant - I use Amazon’s Alexa to help me keep track of reminders and assist with other tasks. I have a device set up in my bedroom/office, the kitchen, and the living room. It also aids in turning on and off lights, sending messages with my voice, setting reminders and alarms, etc. Read 7 Helpful Smart Home Devices for People With Disabilities to learn more about smart home assistants.
• Equipment and devices - Through trial and error, I’ve found a combination of equipment and devices that make it easier for me to work. These include:
  • A mouse with a trackball in the thumb area – this is a game-changer!
  • A one-handed keyboard with programmable keys - this small keypad has changed not only the way I work but the way I create and play.
  • Wireless headphones.
  • Pillows and blankets are used to help regulate temperature and relieve pain/joint stiffness.
  • Hand warmers and an electric heated throw/lap blanket to help with temperature regulation.

Workstation 2: My mobile workspace

The mobile station is just that, mobile. I can work from anywhere, including my bed, the hospital, doctor’s offices, or wherever I need to be to take care of disability-related issues.

Whenever possible I use the same solutions as in my go-to workspace. The main difference is that I use a laptop and folding lap desk that allows my legs to be free from any weight.

Top Tips for Being Ready to Be Mobile My top tips for organizing your work tools so you’re ready to be mobile are:

• Have multiple tools whenever you can. I have an extra mouse and laptop power cord that stays with my mobile setup.
• Keep your extra tools on or near your mobile desk.
• Keep a backpack or laptop bag that will fit all your equipment nearby so you can quickly pack things away for travel.

Challenge: Pain/Joint Stiffness

Sometimes my pain becomes so bad that I am unable to speak.

Solutions:

• I keep several types of pillows and blankets around me at both my permanent desk and my portable one. I can use the pillows to help prop up any joints or limbs that need extra padding. The blankets can also be used for this, but also double as warmth to keep my joints limber.
• I always keep my phone near me and a chat system open so I can communicate.
• I use a few different adaptive equipment pieces to minimize pain. The main two are my thumb trackball mouse and my one-handed programmable keyboard. Both have changed the way I work for the better by reducing the amount of movement my fingers and hands need to make to accomplish repetitive tasks.

Challenge: Temperature Regulation

I am almost always cold, especially my fingers. If I’m cold, I’m not concentrating. I’m shivering, and that’s not fun.

Solutions:

• I use hand warmers to keep my fingers warm.
• I use an electric heated throw/lap blanket to help with temperature regulation.

Challenge: Concentration

Concentration is another area that I sometimes struggle with. If a room is too quiet, I can’t focus. I hyper-fixate on the silence.

Solutions:

• I wear headphones almost constantly while working, even if I’m not actively listening to anything. The pressure of the headphones and the buffer from the noise of whatever room I’m in is soothing, especially if I’m feeling quite anxious.
• Music helps give me energy while I’m working, can help me focus, and calms me down when I’m feeling stressed.
• Amazon Alexa and other smart home devices allow me to set reminders and alarms to keep me on task.

Challenge: Stress and Anxiety

Who doesn’t get stressed at work sometimes? Here are some things that help when I’m most stressed or on the verge of a panic attack:

Solutions:

• Plants - Being near another living thing is the best thing for me. But this doesn’t necessarily mean another person! I have several ways of bringing life into my office. The easiest way is to have an office plant! I’m in the middle of creating a mini fairy herb garden to sit on my desk. This mini garden will give me comfort in the form of having some nature nearby, as well as allowing me to take small breaks from working to tend the plants or just stop and smell the herbs. You can get plant recommendations from the Spruce: 7 Best Office Plants That Require Little Maintenance.
• Service animals - I create a space for my pets to come and lay with me. This may not be possible for everyone, especially if you don’t work from home. Pets are an amazing way to aid in de-stressing. It’s extremely soothing and comforting to have someone or something beside you, unconditionally supporting you. I love it when my cat decides to come nap next to me while I work. If you can’t have an animal in your workspace, try to fill it with things that comfort you. Maybe a small stuffed animal, sensory toys, or pictures of your favorite people, places, or things. Anything that can bring your anxiety levels down. Learn more about service animals from the Northwest ADA Center: Service Animals as an Employment Accommodation.

Challenge: Self-care

I often forget to eat or drink. I get so wrapped up in what I’m working on that I don’t take breaks for hours. Because I don’t have high mobility, I must try to make my space as useful for me as possible, especially if I’m home alone and won’t have help throughout the day.

Solutions:

• I keep non-perishable snacks hidden around my desk area and I always try to keep at least two drinks near me. One is for hydration (water), and one is for flavor (usually unsweetened tea).
• I set reminders to take breaks and have asked friends to remind me to eat and take a break when they talk to me.
• I keep a mini refrigerator below my desk, as well as a machine that makes ice and dispenses boiling/cold water.
• My medications also fall under self-care. I need to take most of my medications 12 hours apart, which tends to fall in the middle of my workday. Keeping these nearby allows me to take my medications without breaking the workflow.

Check out: What Is Self-Care and Why Is It Important? 4 Ways to Practice Self-Care – Verywell Health

You are Worthy – Exactly as You Are!

I hope that my sharing these various challenges and solutions gives you some ideas to use on your own. You deserve to have a space tailored specifically to you. You are worthy of a comfortable working environment.

Thank you for reading to the end and I sincerely hope I have provided you with even a little help. Until our next chat,

Love from Bree