You Asked for It
July 2002

A colleague called a couple of months ago to ask my opinion of Break Programs.

There are a variety of highly sophisticated break programs available to computer users. When activated, these programs collect data on the number of keystrokes, time on computer, duration of pauses between activity periods (though it doesn't know what kinds of horrible wrist postures I am using during the pauses), duration of continuous use, and even distance traveled by the mouse. At preset intervals (based on the data collected), a window will pop up on the computer screen telling you to take a micro-break.

Most programs suggest that the break time be used to do some simple stretches (not unlike those found in this newsletter). In some of them, you click on a body part and demonstrations of appropriate stretches are given. Many programs also incorporate a section on office ergonomics to give tips on correct workplace set-up and postures. All programs have an option to over-ride the hint if you feel you need to continue working. One program I tried went so far as to freeze my screen when I had clicked the over-ride button too many times.

My experience with "break programs" is that users either love them or hate them. Those who love them expound the benefits they have found by being forced / reminded to take regular breaks. These tend to be people who could work for hours at a time, stopping only when the job is done - regardless of their comfort level. Those who dislike "break programs" are irritated by the seemingly constant interruption to their thought processes while they are concentrating on a task.

The problem that I have is that break programs remove personal responsibility. It seems that computers have the ability to turn off our body consciousness. We sit down at the keyboard, and 3 hours later realize that the pain has become too intense for further concentration. The problem is that once you have reached the point of pain, inflammation has set in and simply taking a break may be insufficient to facilitate prompt recovery. The key is to take breaks before you become uncomfortable. While this is the point of "break programs", I fall into the camp of those who like to continue their thought processes through to completion.

Before spending the money on break programs, I encourage my clients to try to take more personal responsibility. For example, I try to stop and take a break (stand up, get some water, etc.) at the completion of each article of this newsletter. If my client is processing 160 documents in an 8 hour day, I would have her divide her work into piles of 20-25 that would take about 1 hour to do. After completing these, she would have to get up and walk to the other side of the room to pick up the next batch. This also presents an ideal time to stand to make a few phone calls, to walk to the washroom or do some copying. If the project is longer or without appropriate intervals, try placing a common kitchen timer on the other side of the room. When it goes off, you have to get up to turn it off. Some work places have gone as far as having group stretch breaks at regular intervals (about every 2 hours).

Researchers are finding that more frequent, short breaks (5 minutes of every hour) are more beneficial than longer breaks (15 minutes every 3 hours). Workers on a short break cycle reported a higher comfort level (and by inference, better concentration) at the end of the day without any loss in productivity compared to the control group on a longer, traditional break cycle. [Please don't ask for the reference for this information - I heard it at a conference somewhere, possible IEA in San Diego.]

In the end, only trial and error will determine which method works best for an individual. Each person is different in their working style and comfort levels. The important thing is to take regular breaks from the repetitious activities. How you accomplish that is up to you.

Feedback

A colleague was quick to find a scientific reference for my comments about regular short rest breaks being more effective than long breaks. I also checked back to the CD-ROM from the IEA conference where I thought I heard about the research. Although not exactly the same outcomes as I was suggesting (i.e. a 5 minute break every 60 minutes), both indicate that more frequent breaks are definitely better than less frequent breaks provided that the work still gets done. So, here are the results:

Henning, R.A., et al. Frequent short rest breaks from computer work: effects on productivity and well-being at two field sites. Ergonomics 40(1), pp. 78-91, 1997.

In a comparison of two work sites, with slightly different tasks and cultures, frequent short breaks that incorporated exercises were effective to improve productivity, eye, leg and foot comfort when the breaks integrate with task demands. The discussion emphasized the importance of self directed break schedules.

Balci, R. and Aghazadeh, F. A Strategy to design a work-rest schedule for VDT operators performing data entry and mental tasks. Proceedings of the IEA 2000/HFES 2000 Congress.

A micro break every 15 minutes was better than longer, more infrequent rest breaks (10 minutes of every 60 or 5 minutes every 30) when considering upper extremity discomfort (including neck, back, elbow and arm), eye strain, speed, accuracy, performance and load on trapezius.

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