Working in a setting with poor ergonomics often leads to musculoskeletal disorders like lower back pain, neck pain, and other repetitive motion injuries. These are some of the issues that arise as a consequence. Approximately 473,000 people in the UK reported work-related musculoskeletal disorders in 2023 according to the Health and Safety Executive (HSE). These cases have simple ergonomic solutions and should be easily avoidable. 

As previously stated, 65% of all desk jobs throughout the entire workforce report pain caused by inadequate ergonomics. Businesses and corporations must make all the necessary efforts to improve the work environment and reduce reported complaints. Implementing these changes increases morale, heightened productivity, reduced sick days, and increased overall efficiency.

What is Workplace Ergonomics?

Ergonomics refers to designing a workspace to fit the needs of employees, rather than forcing employees to adapt to poorly designed work environments. It focuses on reducing physical strain, enhancing comfort, and improving overall efficiency.

When applied correctly, ergonomic practices can prevent:

• Back and neck pain caused by improper seating
• Wrist and hand strain from poor keyboard and mouse placement
• Eye fatigue from screen glare and improper lighting
• Poor posture-related health issues such as tension headaches and joint pain

Five Essential Ways to Improve Workplace Ergonomics

1. Invest in Ergonomic Chairs for Better Posture

One of the biggest contributors to workplace discomfort is poor seating posture. Many office workers sit for extended periods in chairs that do not provide adequate lumbar support, leading to slouched postures, lower back pain, and spinal stress.

To improve ergonomics, businesses should invest in high-quality, adjustable chairs that offer:

• Lumbar support to maintain the natural curve of the spine
• Adjustable seat height to ensure feet are flat on the floor
• Armrests that support the arms without causing shoulder strain
• Seat depth that allows employees to sit comfortably without excessive pressure on the thighs

For employees working remotely, businesses can provide guidelines on selecting the right chair or offer ergonomic stipends to help them invest in suitable office furniture.

2. Adjust Monitor Placement to Reduce Neck and Eye Strain

Improper screen positioning can lead to neck pain, headaches, and eye strain. Many employees work on laptops or desktops where the screen is too low, causing them to hunch forward and put unnecessary stress on the spine.

To improve monitor ergonomics:

• Position screens so that the top of the monitor is at eye level
• Ensure the monitor is an arm’s length away to prevent excessive eye strain
• Reduce screen glare by adjusting brightness levels and positioning screens away from direct sunlight
• Use a monitor stand or adjustable desk mount to raise the screen to the appropriate height

For laptop users, an external monitor or laptop stand can help elevate the screen to the correct level while maintaining a comfortable posture.

3. Optimise Keyboard and Mouse Placement to Prevent Wrist Strain

Repetitive strain injuries (RSIs) are common in office settings, particularly for employees who spend long hours typing on keyboards that are too high or using mice that cause unnatural hand positions.

To reduce wrist and hand strain:

• Keep the keyboard at elbow height, allowing wrists to remain in a neutral position
• Position the mouse close to the keyboard to avoid excessive reaching
• Use an ergonomic mouse designed to reduce wrist strain
• Consider split or mechanical keyboards that promote a more natural hand position

For employees experiencing wrist discomfort, wrist rests or ergonomic keyboards can provide additional support and minimise tension.

4. Encourage Frequent Movement and Stretching

A sedentary work environment is one of the biggest contributors to workplace health issues. Sitting for prolonged periods can lead to:

• Poor circulation and increased risk of cardiovascular problems
• Muscle stiffness and joint discomfort
• Lower energy levels and decreased productivity

Encouraging employees to move throughout the day is essential for both physical and mental health. Some effective strategies include:

• Implementing the 30-30-30 rule: Every 30 minutes, stand up for 30 seconds and look 30 feet away to rest your eyes
• Encouraging walking meetings or short-standing breaks
• Providing employees with stretching guides to alleviate muscle tension
• Offering sit-stand desks to promote a balance between sitting and standing throughout the workday

Research shows that employees who take regular movement breaks experience up to 50% less neck and shoulder pain compared to those who remain seated all day.

5. Improve Lighting Conditions to Reduce Eye Strain

Poor lighting can contribute to eye fatigue, headaches, and difficulty concentrating. Employees working in dimly lit or overly bright environments often struggle with discomfort and reduced productivity.

To optimise lighting:

• Maximise natural light exposure by placing desks near windows when possible
• Use soft LED lighting instead of harsh fluorescent lights
• Adjust screen brightness and contrast to minimise strain on the eyes
• Position monitors to reduce glare from direct sunlight or overhead lights

Additionally, employees should be encouraged to follow the 20-20-20 rule: Every 20 minutes, look at something 20 feet away for 20 seconds to prevent digital eye strain.

The Business Benefits of Workplace Ergonomics

Beyond improving employee wellness, investing in workplace ergonomics can have significant benefits for businesses. Organisations that implement ergonomic solutions often experience:

• Increased productivity: Employees who are comfortable and pain-free can focus better on their work
• Reduced absenteeism: Fewer work-related injuries mean fewer sick days taken
• Lower healthcare costs: Preventing injuries reduces medical expenses and compensation claims
• Higher employee engagement: Workers feel more valued when their employer prioritises their wellbeing

FAQs on Workplace Ergonomics 

Q. How can ergonomics be improved in the workplace?

Ergonomics can be improved by adjusting workstation setups, using ergonomic furniture, and promoting movement. Providing adjustable chairs, proper monitor height, and correct keyboard placement reduces strain. Encouraging breaks and ergonomic training also help prevent injuries and boost productivity.

Q. How to make a workspace more ergonomic?

A more ergonomic workspace includes proper seating, screen height, and equipment placement. Employees should maintain a neutral posture, use ergonomic accessories, and reduce strain. Good lighting, minimal noise, and movement breaks further enhance workplace comfort.

Q. What is the goal of ergonomics in the workplace?

The goal of workplace ergonomics is to enhance employee wellbeing and engagement, prevent injuries, and improve efficiency. Proper ergonomics reduces discomfort and musculoskeletal issues. It also boosts job satisfaction, lowers absenteeism, and creates a healthier work environment.

Q. What are the five aspects of ergonomics in the workplace?

The five key aspects of workplace ergonomics are: Workstation Design, Posture and Movement, Environmental Factors, Tools and Equipment, Work Habits and Breaks. Focusing on these areas reduces fatigue, prevents injuries, and enhances workplace efficiency.

Q. What are the benefits of workplace ergonomics?

Improving workplace ergonomics can help employees feel comfortable, and reduce the risk factors for MSDs. It can also make employees feel more efficient, and productive and lead to greater job satisfaction.