For employers, musculoskeletal injuries are not only a health issue but also a financial and compliance concern. From neck stiffness to long-term back pain, poorly designed workstations take a toll on health and productivity.
According to the Bureau of Labor Statistics, musculoskeletal disorders (MSDs) accounted for 21% of all workplace injuries in 2020 alone. And most of these injuries are preventable with the correct ergonomic setup.
Left unaddressed, these injuries drive up workers’ compensation claims, affect productivity, and increase your Total Recordable Incident Rate (TRIR). That’s why workplace ergonomics is a frontline defense in injury prevention.
In this guide, we’ll break down what employers need to know about ergonomics in the workplace and implement simple strategies that reduce injuries and support OSHA compliance.
What Is Workplace Ergonomics and Why Does It Matter
Workplace ergonomics is about carefully developing tasks, tools, and environments around the people doing the work. Instead of forcing employees to adapt to awkward setups, ergonomics ensures that their space supports comfort, safety, and efficiency.
The impact is real for employers. Good ergonomics means fewer repetitive stress injuries, better job focus, and less time off for preventable pain or strain.
Example: If a manufacturing plant saw a spike in shoulder injuries among machine operators, the employer would work on adjusting workstation heights and providing standing mats. The number of reported incidents would drop over the next quarter, and workers would report feeling less fatigued by the end of their shifts.
Beyond injury prevention, ergonomics also helps control DART and TRIR rates. These numbers matter when bidding for contracts or preparing for an audit. And while OSHA doesn’t mandate specific ergonomic rules, it does expect businesses to take clear steps when injuries are linked to poor design.
Also Read: Understanding OSHA Guidelines: Which Musculoskeletal Treatments Are Recordable?
Common Ergonomic Risks in Office Environments
Even a modern office can be a source of injury when ergonomic design is overlooked. Some of the most common risk factors include:
- Poor monitor positioning, causing neck and eye strain
- Non-adjustable chairs, leading to poor posture and back pain
- Repetitive tasks like typing or mouse use without breaks
- Improper desk height, causing wrist and shoulder strain
- Lack of movement, leading to circulation issues and stiffness
These are preventable with simple adjustments; many can be addressed without major investments.
Practical Ergonomic Tips for a Safer Workspace
Creating an ergonomic workplace starts with identifying risk factors and making adjustments that reduce strain on workers performing repetitive tasks, sitting for long periods, or handling materials.
Here are a few steps that can make a difference:
1. Prioritize Adjustable Workstations
Invest in desks and chairs that can be adjusted for height, lumbar support, and arm positioning. According to the CDC, adjustable sit-ups help maintain neutral body posture, reducing the risk of MSDs.
2. Apply the 90-90-90 Rule
Ensure workers seated at desks maintain 90° angles at the knees, hips, and elbows with feet flat on the floor. If feet don’t reach, provide footrests. The monitor’s height should be at or slightly below eye level to avoid neck strain.
3. Limit Static Postures
Encourage employees to stand, stretch, or shift positions at least every 30 minutes. Prolonged sitting or standing can cause muscle fatigue and circulation issues. Even short breaks can cut MSD risk and improve focus.
4. Reduce Repetitive Motions
Rotate job tasks, when possible, especially in manufacturing or fulfillment roles. If someone repeats the same motion thousands of times per shift, that’s a risk. Job rotation and automation in high-risk areas can reduce overuse injuries.
5. Use Ergonomic Tools
Provide tools with padded grips, reduce forceful exertion (e.g., spring-loaded staplers), and eliminate unnecessary reaching or twisting. This means using external keyboards or mice positioned close to the body in the office, not on awkward side trays.
6. Train Employees on Micro-adjustments
Ergonomic improvements only work when people use them properly. A 10-minute chair adjustments or mouse positioning training can prevent months of shoulder or wrist strain. Include ergonomics in new hire onboarding and annual refreshers.
Benefits of Ergonomics for Employee Health and Productivity
Implementing workplace ergonomics has a direct impact on operational efficiency and employee satisfaction.
- Lower Injury Rates: A well-designed workstation reduces strain and prevents musculoskeletal disorders (MSDs). According to the CDC, MSDs account for nearly 30% of all workplace injuries. Ergonomic adjustments help prevent these, reducing downtime and claims.
- Improved Focus and Output: Discomfort is a major distraction. When physically supported, employees can focus better, complete tasks faster, and make fewer errors.
- Higher Morale and Retention: Ergonomic improvements show that management values employee well-being. This strengthens job satisfaction and reduces turnover, especially in high-demand roles like tech, healthcare, and manufacturing.
- Cost Efficiency: Fewer injuries and absences mean fewer workers’ comp claims, reduced overtime for coverage, and less productivity loss.
Safety Guidelines to Improve Office Ergonomics
These guidelines help employers create an ergonomically sound environment:
- Establish a Workstation Setup Protocol: Ensure every new employee receives a proper desk, chair, monitor, and keyboard setup suited to their body type and job tasks.
- Position Screens at Eye Level: The top of the monitor should align with eye level and be placed about an arm’s length away. This reduces neck strain and slouching.
- Support Feet and Arms: Chairs should allow feet to rest flat on the floor or on a footrest, arms to remain relaxed, and elbows to be near the body.
- Control Lighting and Glare: Avoid bright overhead lighting directly above screens. Use adjustable blinds and task lamps as needed.
- Encourage Breaks and Movement: Promote “microbreaks” every 30–60 minutes and encourage walking meetings or standing desks when feasible.
- Provide Ongoing Training: Include ergonomics in onboarding and train managers to spot poor posture or early signs of strain.
How to Conduct an Ergonomic Assessment at Work
Conducting an ergonomic assessment starts with identifying jobs or workstations where employees may be at risk for strain or discomfort. This includes reviewing tasks that involve repetitive motions, awkward postures, or extended sitting or standing.
Observing employees during regular work hours and asking about discomfort or fatigue can uncover risks that aren’t obvious at first glance. Tools like checklists or ergonomic software can help assess posture, reach zones, monitor height, and other risk factors.
Once problem areas are identified, employers should work with safety managers or ergonomics specialists to adjust, such as repositioning monitors, offering adjustable chairs, or changing workflows to reduce repetitive strain. Documenting changes and following up with employees is also essential to ensure improvements are practical.
Final Thoughts
Practical workplace ergonomics is a long-term investment in employee health, safety, and business continuity. When employers address risks early and improve workspaces, they lower the number of injuries, maintain productivity, and confidently meet compliance expectations.
Poor ergonomics of workplace often leads to preventable injuries, time off, and rising OSHA rates. A well-planned ergonomic strategy, paired with a reliable response system, helps catch minor issues before they become costly problems.
Improve Workplace Safety with WorkPartners
We at WorkPartners, help employers control workplace safety with tools designed to prevent and manage injuries more efficiently. Our remote triage services in St Paul, MN, give employees access to immediate care, avoid unnecessary recordkeeping, and keep your OSHA numbers in check.
Explore our workplace injury triage solutions or contact our team to build a customized injury management strategy that fits your workforce. You can also call us at (800) 359-5020.
