When thinking about their office, musculoskeletal pain is usually not at the forefront of an employer’s mind. But employees who spend over 2,000 hours every year sitting at their desks focusing on screens are at risk of chronic, severe musculoskeletal issues. It is estimated that between 20-60 percent of office workers suffer from musculoskeletal disorders, according to studies on office health.
When they are in pain or injured, employees are less productive, feel less invested in their work, are not as engaged in growth opportunities, and ultimately, are more likely to leave. Based on the numbers alone, an employee experiencing discomfort can lose 5.5 hours of productivity every single working week.
One great way to proactively ensure these challenges are addressed is through ergonomic assessments by a trained professional. An ergonomic assessment acts as a valuable tool to identify and mitigate or completely eliminate risks at the workstation.
When used correctly, office ergonomics assessments accomplish two major goals: reducing ergonomic injuries and improving overall employee wellness and morale. This blog explores both goals through six key pillars and provides simple action plans to help organizations put each pillar into practice.
What it means:
The ergonomic assessment is a structured evaluation of an employee’s workstation, job tasks, and work habits to identify risk factors and provide practical solutions. One of the biggest advantages of ergonomic assessments is the ability to catch problems before they become injuries.
Many workplace injuries begin as small aches or discomforts. Complaints of tight shoulders or sore wrists. When ignored, these minor issues develop into more serious conditions like repetitive strain injuries or, one of the most prevalent office injuries, carpal tunnel syndrome.
Ergonomic assessments are a tool for proactively checking in on employees and identifying these early warning signs. This approach allows organizations to address issues before they lead to lost workdays or workers’ compensation claims.
Action Plan:
Start by implementing routine discomfort surveys or quick check-ins. These can be as simple as monthly questionnaires asking employees about discomforts, fatigue, work habit changes or workstation challenges. Pair this with scheduled ergonomic assessments for high-risk roles and departments, or for employees who report discomfort. Make sure there is a clear process for responding quickly to any issues that are identified.
Today, ergonomic assessments can take place virtually or in-person with a certified ergonomist. A combination of both could be right for your workplace, with virtual appointments aiding remote employees, or in-person assessments acting as the start of wellness initiatives for the office. Your workplace is unique and your assessments should take that into consideration.
What it means:
Even the best and most adjustable equipment on the market will not prevent injury if employees are unaware of how to set up their workstation or use their equipment correctly. Poor posture, improper keyboard use, and lack of movement are common contributors to office-related injuries. Ergonomic assessments provide an opportunity to educate employees about these risks and teach them better habits.
This education goes beyond simply telling employees to “sit up straight.” It includes explaining why certain postures are harmful, how to adjust equipment and furniture properly, and how to recognize when their body is under strain.
Action Plan:
Incorporate education into every ergonomic assessment. During an assessment, make sure your provider takes time to walk the employee through recommended changes and demonstrate proper positioning. Provide simple guides or short training sessions on topics like monitor height, chair adjustments, and keyboard placement. Reinforce these lessons through periodic refreshers or through digital resources.
What it means:
Ergonomics focuses on fitting the job to the worker. This often requires physical changes to the workstation. Poorly designed setups—such as monitors that are too low, chairs without proper support, or desks at the wrong height—can place unnecessary stress on the body.
Ergonomic assessments identify these mismatches and recommend adjustments or equipment solutions that reduce strain and improve comfort. These changes can have an immediate and significant impact on injury risk and reduce injury-related business expenses over time.
Action Plan:
After completing assessments, prioritize the most common and high-impact fixes. Many solutions are free or low-cost, such as adjusting chair height, repositioning monitors, or adding a footrest. For more persistent or severe issues, consider investing in adjustable equipment like sit-stand desks or ergonomic chairs, which are designed to fit a wide range of employees and enable them to work most comfortably. Track the changes made and follow up with employees to ensure the solutions are effective.
What it means:
When a company invests in ergonomic assessments, it sends a clear message: employee health and safety matter. This commitment helps build a culture where employees feel supported and are more likely to speak up about concerns.
A strong safety culture encourages participation, communication, and continuous improvement. Employees become more engaged in their own well-being and more aware of how their actions impact their health.
Action Plan:
Make ergonomic assessments a visible and consistent part of your workplace safety program. Communicate their purpose clearly and encourage employee involvement. Share success stories and improvements from assessments to reinforce their value. Leadership should also participate and support these initiatives to demonstrate commitment from the top down. Identify and celebrate champions of the program at the department or site level to foster trust and relatability among teams at high risk for injury.
What it means:
One of the biggest challenges in office environments is prolonged sitting. Even with a perfect workstation setup, sitting for long periods can negatively impact health, contributing to issues like poor circulation, fatigue, and decreased energy levels.
Modern ergonomic assessments often include recommendations to reduce sedentary behavior. This can involve encouraging movement throughout the day, incorporating standing options, or redesigning workflows to include more activity.
Action Plan:
Use ergonomic assessments to identify opportunities for movement. Encourage employees to take short breaks, stretch, or change positions regularly. Introduce tools like sit-stand desks where appropriate and promote habits such as walking meetings or standing during calls. Even small changes, like setting reminders to move every hour, can make a significant difference.
What it means:
Employee wellness includes mental and emotional health. Many modern ergonomic assessments are beginning to incorporate behavioral health elements, recognizing the connection between stress, workload, and physical discomfort.
For example, high stress levels can lead to muscle tension, poor posture, and fatigue. By addressing these factors, ergonomic assessments can support a more holistic approach to wellness.
Action Plan:
Expand the scope of ergonomic assessments to include questions about workload, stress levels, and overall job satisfaction. Train assessors to recognize signs of mental strain and provide appropriate resources, such as wellness programs or employee assistance services. Encourage open conversations about mental health and create an environment where employees feel comfortable seeking support. Consider including educational materials that address different behavioral health topics in a digital resource library, for easy employee access.
By focusing on early identification of discomfort, education, and workstation improvements, organizations can significantly reduce the risk of injury. At the same time, by building a strong safety culture and addressing behavioral health, they can create a healthier, more engaged workforce.
The key to success is consistency. Ergonomic assessments should not be a one-time event but an ongoing process that evolves with the needs of employees and the workplace. Regular evaluations, open communication, and a willingness to adapt are essential.
In the modern office, where many risks are subtle and develop over time, taking a proactive approach is critical. Ergonomic assessments provide the structure and insight needed to stay ahead of these challenges. When implemented effectively, they not only prevent injuries but also contribute to a workplace where employees feel supported, comfortable, and able to perform at their best.