Work smart

Use with category “Indexing as a career”

What is the best way to set up my home office?

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Given the number of hours you will spend at your desk, this is an important consideration! Minor adjustments can make a big difference in allowing you to stay healthy and productive so that you can have a sustainable career.

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Taking time to adjust your work station and work habits will help you mitigate the impacts of spending hours at your computer, deeply engrossed in your work! A few targeted purchases can also be helpful although they are not always necessary.

Seating and work area

Proper body alignment involves finding the right seating and keyboard positioning (height and depth), along with the style of the monitor and its distance from your eyes. You may also want to experiment with the style of computer mouse that you use (see Equipment below). You may decide to alternate sitting with standing at a desk.

The way that you work will impact your decisions. Do you need physical space for a hard copy manuscript or do you work from a PDF on screen…or both? This will impact how you set up your work space. Is your work surface clear enough (reference books out of the way) to allow healthy work habits?

Equipment

A great resource for equipment recommendations is indexing listserv conversations. From time to time, an indexer will seek advice about keyboards or computer monitors and an excellent conversation will ensue. You are likely to find a useful tip to bring to your home office.

Here are some tips shared in recent listserv conversations:

  • An extra-large computer monitor, or two monitors side by side, can be a worthwhile investment. Some styles will turn to be vertical as well as horizontal which may better align to your work style. More moderately priced than a second computer, this may be a worthwhile investment for you.
  • There are several styles of ergonomic keyboards, including split keyboards, tilted keyboards, and those with a separate number pad to decrease the reach arch to your mouse. It can take time to get used to the new layout. Consider visiting a retail location where you can get the feel of the device before purchasing, and ask about the return policy.
  • If you are considering a keyboard tray, be sure it has enough clearance and width to fit your keyboard and mouse. Some models are simple to clip onto your desk, but make sure that it will fit there.
  • Some indexers use two or three different computer mice to change their hand positioning at regular intervals. This is an inexpensive adjustment with potentially great rewards.
  • Some indexers purchase a dedicated pair of glasses for their time at the computer, or work with an eye specialist to be sure their regular eyeglasses are optimized for their style of work.

Work habits

Here are more tips found on the indexers’ listserv:

  • Some indexers time their work sessions with intermittent short breaks, which ultimately helps them work a longer day. Apps such as Pomodoro are designed for this.
  • It’s common for indexers to work a five to six hour day, due to the mental work required, rather than eight or ten hours. Create a schedule that works for you. Maybe a mid-day walk outside is just the thing you need before a productive afternoon.
  • Consider keeping your resource reference books just far enough away that you have to get up and walk a few steps to get them!

Maintaining your health

Along with equipment and alignment considerations, don’t forget to develop a routine that promotes your physical health. This can be as simple as looking up across the room to briefly change your eye focus. Many indexers keep an exercise mat nearby to do a quick stretching or yoga routine every few hours. There are many online resources for routines like 7 minute workouts. Paying particular attention to your hands and shoulders (and lower back and everything else!), will help to assure a more pleasant day and long term resilience. A few quick small stretches can have big benefits.

Your medical professional is an important resource in maintaining your physical health. Be sure to consult them whenever you feel you have concerns that go beyond trading good tips with other indexers. A physical therapist or other professional can suggest stretches and exercises to target your particular needs.

Where to start

So, get out that measuring stick and be sure to adjust your workstation to promote your comfort. With all the mental work involved in indexing, you want your office to support your physical health. 

There are tons of articles and websites that offer tips for setting up your office, often selling items at a variety of prices which you may or may not need. However, you are likely to find helpful diagrams on recommended positioning of your chair, keyboard, monitors and such. A quick online search will lead you to a resource that works best for you. Here are a few ideas to get you started.

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