If you’ve read this blog before, you know that there’s a solid relationship between “sore, tired and grumpy” and “poor ergonomics set up”. This article discusses how to help your employees become comfortable, alert, and happy. And productive. 🙂
As organizations continue to adopt remote and hybrid work models, ergonomists still conduct numerous in-person and virtual office assessments, often for employees with health conditions or those returning after extended absences. However, many companies are now investing in in-house ergonomics programs to proactively address everyday discomforts and prevent injuries before they occur.
So, how do you ensure your in-house program is effective? It needs at least three core components:
- Resources for employees experiencing discomfort
- A skilled team for ergonomic support
- Clear guidelines on equipment and assessments
- Resources for employees
When an employee experiences discomfort in the neck, back, wrists, or shoulders, what’s your process? Many employees might downplay their discomfort, blaming it on non-work-related activities like sleeping posture or weekend chores. Some may confide in a co-worker about their discomfort but never report it to management.
You want employees to self-assess and adjust their workstations before minor discomfort turns into a more serious injury. Getting employees to help themselves requires ongoing ergonomics education and easy access to resources.
Provide your staff with tools to help them take action, such as:
- Online e-learning modules (like this free office ergonomics course)
- Guides on workstation setup and proper posture (e.g., MSD hazards for IT workers.)
- Manufacturer videos about furniture adjustments – many employees are unaware of their chair’s adjustability features, but most manufacturers really try to help people figure out the levers and buttons!
Ensure that employees have access to tools like footrests in a variety of heights, and monitor risers or arms. Using the right equipment can help prevent discomfort from escalating into a reportable injury.
Don’t forget about remote workers! Many of them are still working in deplorable conditions, even now, 4+ years after setting up a home office. Make sure that you provide resources and support to them, to keep them productive and healthy. If you need some help figure out what to provide, we’re here: info@taylordergo.com.
- A skilled team to help out
Even with access to resources, many employees won’t know how to fix their own workstation setup, or will feel frustrated with the effort. In fact, most people are completely oblivious to their own working posture. Understanding what causes your own discomfort and how to improve your posture can be difficult.
Having a trained in-house ergonomics team, or a designated volunteer in each department, can bridge this gap. These individuals should:
- Conduct workstation assessments to identify risks early.
- Help employees adjust their workstations effectively, especially after a move and during onboarding.
- Provide ongoing education about good ergo work strategies, and how to use the equipment.
If you prefer, you can bring in a professional ergonomist to help with these assessments. Unfortunately, many organizations wait too long, only calling in an expert when the employee is in significant pain. By then, the risk of a compensable injury is much higher, and the worker’s productivity is significantly impaired. A proactive approach is more cost-effective and reduces the risk of lost time and worker’s compensation claims.
Training internal staff to conduct basic ergonomics assessments can prevent problems before they become costly issues. (Consider sending your staff, to a course like the one I’m preparing to teach in Cambridge on October 3. Or run it in-house for a group!)
- Guidelines for equipment and assessments
To ensure fairness and consistency, organizations should establish clear guidelines about how ergonomic interventions are handled. Important questions to consider:
- When should you bring in a professional ergonomist? Typically, this happens when in-house staff can’t resolve an issue, or after an injury has been reported.
- What ergonomic equipment is approved? It’s essential to standardize products like footrests, monitor arms, mice, and standing desks. Work with ergonomists to select equipment that suits your workforce and will accommodate as many people as possible.
- Who qualifies for new chairs or standing desks? It’s critical to maintain consistency. For example, giving an expensive chair to a manager who works at the desk for one hour/day, but not to an entry-level employee who works eight hours/day in discomfort, sends the wrong message. Create clear criteria for when new furniture is justified, and consider offering communal sit/stand desks for short-term use.
By establishing these guidelines, you can ensure a fair, proactive approach to office ergonomics, ultimately improving employee well-being and minimizing injury risks.
Why HR and Safety teams should care
An effective in-house ergonomics program doesn’t just prevent injuries—it also boosts productivity, reduces absenteeism, and enhances employee morale. Proactively addressing ergonomics concerns ensures your workforce stays healthy, engaged, and efficient. Safety and HR professionals play a key role in developing these programs, ensuring they align with broader organizational goals, like reducing workers’ compensation claims and supporting employee retention.
By investing in ergonomics, you’re not only ensuring compliance with health and safety standards—you’re creating a safer, more comfortable, and productive workplace for everyone.