Posture, Breaks and Exercise: A Guide for Desk Workers

150–300 minModerate-intensity activity per week that the World Health Organization recommends for adults

2 daysMinimum number of days a week recommended for muscle-strengthening exercise

60–75 minDaily activity that eliminates the increased risk of death in people who sit for more than 8 hours a day

82 minReduction in sitting time during the workday with an adjustable desk and a support programme

Is there such a thing as correct posture?

For years we were told to “sit up straight”. Yet there is no strong evidence that a single ideal posture exists, or that avoiding “bad” postures prevents back pain. No shape of spinal curve has been found to be strongly linked to pain; the spine is a robust structure that can safely handle many different positions.

Physiotherapists have a favourite saying: the best posture is your next posture. Sit in whatever positions feel comfortable, but do not stay in the same one for long; changing position and moving are good for both your back and your overall health.

A comfortable workstation set-up

These are not strict rules, just suggestions that may help you work comfortably. Try things out to find the set-up that suits you.

Place the screen about an arm's length away, with the top edge at or slightly below eye level.
If you work on a laptop for long periods, raise the screen and use a separate keyboard and mouse.
Keep the keyboard and mouse close to your body, with your shoulders relaxed and your wrists straight.
Rest your feet comfortably on the floor or on a footrest.
If you will be looking at your phone for a long time, lift the phone up a little rather than bending your head down.

Sprinkle movement through your day

The World Health Organization recommends limiting the time you spend sitting and replacing it with physical activity of any intensity. Small habits add up to a big difference by the end of the day.

Get up and move for a few minutes every half hour, or at least once an hour.
Stand up or walk around while you are on the phone.
Choose a small water bottle, so you have to get up often to refill it.
Take the stairs instead of the lift, and walk short distances.
If you can, hold some meetings standing up or on the move.

Desk exercises

Six moves for your breaks

Pick a few of these moves to do during your breaks through the day. They can all be done next to your desk, with no special equipment. If a move clearly makes your pain worse, do not force it.

Chin tuck

Sit up straight, looking straight ahead. Without tilting your head, draw your chin straight back, as if making a double chin. Feel the back of your neck lengthen; hold for 5 seconds, then relax.

10 reps, 2–3 times a day

Shoulder blade squeeze

Stand or sit up straight. Without lifting your shoulders towards your ears, draw your shoulder blades back and slightly down towards each other. Hold for 5 seconds, then relax.

10–15 reps, twice a day

Upper back (thoracic) extension

Sit on a chair with a low back and clasp your hands behind your neck. Using the top of the backrest as a pivot, open your chest towards the ceiling and gently lean back. Stretch your upper back, not your neck.

5–10 reps

Side stretch

With your right hand, hold the edge of the chair you are sitting on. Bring your left ear towards your left shoulder. You will feel a gentle stretch on the right side of your neck. Do not lift your shoulder.

Hold for 20–30 seconds, 3 times on each side

Standing back extension

Stand up with your feet shoulder-width apart. Place your hands on your lower back and, pushing your hips gently forwards, lean your upper body back as far as is comfortable, then straighten up. This feels good after sitting for a long time.

5–10 reps, at every break

Wrist flexor stretch

Stretch your arm out in front of you with the elbow straight and palm facing up. With your other hand, gently pull your fingers down and back until you feel a mild stretch on the inside of your forearm. Do not push so far that the numbness increases.

15–20 seconds, 3 reps

Video

Videos for desk workers

From the YouTube channel of US physical therapists Bob Schrupp and Brad Heineck.

The back stretch everyone should do

A stretch that opens up the middle of your back after long periods of sitting.

The one neck exercise everyone should do

A basic exercise for necks that spend long hours in front of a screen.

Videos belong to the Bob & Brad channel.

Frequently asked questions

Do I have to sit up straight?

No. There is no strong evidence that a single ideal posture exists, or that avoiding “bad” postures prevents back pain. The spine is a robust structure; you can sit comfortably in different positions. What matters is not staying in the same position for long and moving often.

Do standing desks help?

They help reduce the time you spend sitting. In a UK study, an adjustable desk with a support programme reduced sitting time during the workday by about 82 minutes at 12 months; however, its effect on musculoskeletal complaints was inconsistent. Standing for long periods is tiring too; the aim is to alternate between sitting and standing.

I exercise. Is sitting for long periods still harmful?

In people who sit for more than 8 hours a day, 60–75 minutes of moderate-intensity activity a day eliminates the increased risk of death linked to prolonged sitting. The World Health Organization also recommends limiting sitting time and replacing it with physical activity of any intensity.

How often should I take a break?

There is no strong evidence for an exact interval. In practice, getting up and moving for a few minutes every half hour, or at least once an hour, is a good goal. Small habits such as standing up while you are on the phone or walking to get some water count too.

What should I do if I have neck or low back pain?

Most neck and low back pain has no serious cause and eases with movement. You can try the exercises in the neck pain and low back pain guides. If the pain has not improved within a few weeks, see a physiotherapist.

When to see a specialist

In desk workers, neck, upper back and low back pain is usually harmless and eases with movement. However, see a doctor without delay if you have any of the following:

Pain spreading into an arm or leg together with numbness, tingling or weakness
Constant numbness in the hand, especially if it gets worse at night (possibly carpal tunnel syndrome)
Night pain that does not ease with rest, fever, or unexplained weight loss
A sudden, very severe headache, problems with your vision or difficulty speaking (call 112)

Sources

Bull FC, Al-Ansari SS, Biddle S, et al. World Health Organization 2020 guidelines on physical activity and sedentary behaviour. Br J Sports Med. 2020;54(24):1451-1462.
Ekelund U, Steene-Johannessen J, Brown WJ, et al. Does physical activity attenuate, or even eliminate, the detrimental association of sitting time with mortality? A harmonised meta-analysis of data from more than 1 million men and women. Lancet. 2016;388(10051):1302-1310.
NIHR Evidence. Standing desks with a support package reduce time sitting at work.
Slater D, et al. "Sit up straight": time to re-evaluate. J Orthop Sports Phys Ther. 2019.
The Rotherham NHS Foundation Trust. Posture.