Back Pain in Office Workers: Don’t Wait Until Your Spine “Speaks Up”

Ms. H., 35, works as an accountant and typically spends 8 to 9 hours a day sitting in front of a computer. For the past three months, she has experienced a dull ache in her lower back toward the end of the workday, sometimes accompanied by neck and shoulder tension and fatigue. The pain improves with rest but quickly recurs the following day. Concerned about her condition, she has spent extended periods lying down, purchased a lumbar support belt on her own, and thought she needed to undergo Magnetic Resonance Imaging (MRI) to have her condition evaluated.

This is also a common situation among office workers, as initial episodes of pain are often brief and easily regarded as a normal consequence of prolonged sitting. However, when symptoms recur, persist, or affect mobility, sleep, and work performance, the body is sending a signal that it needs attention.

According to Assoc. Prof. Dr. Cao Thanh Ngoc, Head of the Department of Rheumatology and Musculoskeletal Medicine at University Medical Center Ho Chi Minh City, back pain in office workers is often not attributable to a single cause. When the body maintains a seated position for prolonged periods, particularly with the head bent forward, the back hunched, or the body sliding forward, pressure on the intervertebral discs may increase, while the muscles of the neck, shoulders, and back must work continuously to maintain balance. In addition, a chair without lumbar support, a monitor positioned too low, and a keyboard and mouse placed too far away can cause users to lean or reach forward. Other factors, such as crossing the legs, physical inactivity, being overweight, work-related stress, and sleep disturbances, may also trigger or prolong pain. Therefore, simply trying to sit upright while remaining stationary for hours is not enough to protect the spine. What is important is to simultaneously adjust posture, the work environment, and the level of daily physical activity.

A properly arranged workstation can help reduce stress on the musculoskeletal system. The computer monitor should be positioned so that its top edge is approximately at eye level and about an arm’s length away, thereby limiting prolonged forward head posture or neck extension. When using a laptop for extended periods, users can elevate the screen and use a separate keyboard and mouse. The chair should provide support for the natural curve of the lower back; a small cushion can be placed behind the lower back if needed. The keyboard and mouse should be positioned close enough to allow the shoulders to remain relaxed and the elbows to stay in a comfortable position, with both feet firmly supported on the floor or a footrest. However, there is no single perfect posture that can be maintained throughout the entire day. Even with proper sitting posture, the body still needs to change positions regularly. After every 30 to 45 minutes of work, each person should stand up for about one to two minutes to walk around, get some water, or perform gentle spinal stretches.

Simple changes, such as standing up while talking on the phone, walking over to speak with a colleague instead of communicating solely by text, or setting an alarm to remind oneself to move, can help reduce the amount of time spent sitting still. Movements such as gently extending the head backward, opening the chest, bringing the shoulder blades together, rotating the torso, or stretching both arms can also be performed at the workstation to relieve muscle tension and maintain spinal flexibility.

When back pain occurs, many people tend to lie down and rest completely because they are concerned that movement may worsen the condition. However, most mechanical back pain associated with muscle strain, physical inactivity, or poor posture can gradually improve if patients remain active within their capabilities while making appropriate adjustments to their workstation and exercise routine. Prolonged bed rest may lead to muscle weakness and slow the recovery process. In addition, not every case of back pain requires X-rays or MRI. Diagnostic imaging should only be performed when indicated by a physician based on the patient’s symptoms, medical history, and physical examination findings. A lumbar support belt is also not a measure that should be routinely used for chronic low back pain. When pain relievers or muscle relaxants are needed, patients should follow professional medical guidance and avoid prolonged self-medication.

Patients should seek medical attention promptly if the pain is accompanied by numbness or tingling radiating to the arms, thighs, or lower legs; muscle weakness, frequent dropping of objects, or frequent stumbling while walking; or pain that worsens at night or does not improve after four to six weeks. Symptoms such as fever, unexplained weight loss, or sudden-onset bowel or bladder dysfunction also require timely evaluation. Bowel or bladder dysfunction requires urgent medical assessment.

Protecting the spine does not begin with complicated measures, but with how each person organizes their workstation, changes positions, and maintains daily physical activity. A monitor positioned at the correct height, a chair with adequate support, a few minutes of standing after each period of work, and the habit of listening to the body can make a lasting difference. Don’t wait until your spine “speaks up” through persistent pain before beginning to change your daily habits.