Ergonomics in the workplace

As an employer, you must make sure that all employees have a safe working environment. You can reduce the risk of injury and improve productivity with workspaces set up to meet the needs of your employees. 

What is workplace ergonomics?

Workplace ergonomics is about designing workplaces and practices. They should let employees do their jobs without discomfort or fatigue. Ergonomics also reduces the risk of strain and injury. For example, due to sitting or standing in the same position for long periods. 

Setting up safe and comfortable workspaces can help your employees to work well and avoid injuries.

Setting up workstations

People come in all shapes and sizes. Consider giving employees adjustable equipment. It will let them customise their workstations. Below are some ideas.

Chairs

Office chairs should have adjustable seats and backrests. They should be adjusted so that:

• the employee doesn’t have to reach or hunch over
• they can place their feet on the floor or on a footrest
• their lower back is supported.

If a chair has armrests, make sure they fit under the desk. 

If possible, test office chairs before buying them. People have different needs and preferences. 

Footrests

Footrests can be fixed or adjustable in height and angle. They should support the employee’s feet without stopping the chair moving under the desk.

Desks

If possible, provide height-adjustable desks. These are useful for employees who need to change their posture regularly to manage symptoms. Adjustable desks can also be used:

• for more than one task
• by more than one employee. 

Computer monitors

Position monitors so that:

• they are about an arm’s length from where the employee sits when using the keyboard
• the employee’s eyes are level with the top third of the screen
• there is less glare from windows and lights.

Keyboards

Position the keyboard so that the employee’s upper arms are by the sides. The forearms should be at a 90-degree angle and the wrists are in line with the arm. Keyboards should sit flat on the desk so that the employee can keep the correct wrist position.

Mouses

Position the mouse as close to the keyboard as possible so that the employee doesn’t have to reach for it. The employee’s hand should be relaxed when using the mouse and rested when not using it.

Laptops and tablets

If the employee uses a laptop or tablet for long periods, consider giving them an external mouse, keyboard and stand for the screen. 

Other desk equipment

Place all other equipment the employee uses often, like the phone and reference materials, within easy reach. 

If the employee often needs to use the phone and computer at the same time, a hands-free phone, or headset could help.

Reducing strain and reaching

Along with having the correct workstation equipment, you can make other adjustments. They can reduce physical strain, reaching and overreaching.

Reducing physical strain

Some ideas to reduce physical strain on the body include:

• store heavy and often used items at waist level
• set up work tasks to avoid twisting the spine, bending forwards or reaching away from the body
• use tools or equipment such as trolleys, jacks and hoists 
• add stretch breaks into the work routine. Do this especially before, and after hard tasks.

You could also consider whether employees can do tasks from both a sitting and standing position.

Reducing reaching and overreaching

Some ideas to reduce reaching or overreaching include: 

• put often used objects and tools within easy reach and in mid-range of the body
• put hand-operated controls, switches and levers between the employee’s elbow and shoulder height
• provide raised work platforms or step stools
• reduce an employee’s need to reach – for example, by having fewer reaching tasks or rotating jobs between employees.

Other safe work tips

Other safe work practices include:

• rotate or split job tasks between different employees
• take breaks to change posture – for example, after every 20 to 30 minutes of sitting, the employee can do another task where they need to walk or stand for 2 to 3 minutes
• add regular stretches and exercises at work
• make sure employees are trained in operating equipment and safe work practices.