Workplace Ergonomic Assessment: Preventing Pain and Injury

Poor workplace ergonomics can lead to pain, discomfort, and long-term injury. This comprehensive guide explains ergonomic assessments, optimal workstation setup, and practical strategies to prevent work-related musculoskeletal problems.

Why ergonomics matters

Common work-related problems

Neck and shoulder pain
Back pain
Wrist and hand pain
Headaches
Eye strain
Fatigue
Reduced productivity
Long-term injury

Benefits of good ergonomics

Prevents pain and injury
Improves comfort
Increases productivity
Reduces fatigue
Better concentration
Fewer sick days
Enhanced wellbeing
Long-term health

What is an ergonomic assessment?

Definition

Evaluation of workstation setup
Analysis of work tasks
Assessment of posture and movements
Identification of risk factors
Recommendations for improvements
Personalized solutions

Who needs one?

Desk workers
Anyone with work-related pain
New employees
After injury or surgery
Pregnant workers
Those with health conditions
Home workers
Part-time workers

Desk and chair setup

Chair adjustment

Height: Feet flat on floor, thighs horizontal
Backrest: Supports lower back curve
Armrests: Elbows at 90 degrees, shoulders relaxed
Seat depth: 2-3 finger gap behind knees
Tilt: Slight forward tilt or neutral

Desk height

Elbows at 90 degrees when typing
Wrists straight, not bent
Shoulders relaxed
Forearms parallel to floor
Adjustable desk ideal

Monitor position

Distance: Arm's length away
Height: Top of screen at eye level
Angle: Tilted slightly back
Position: Directly in front, not to side
Dual monitors: Primary screen central

Keyboard and mouse

Directly in front
Close to body
Wrists straight
Light touch
Mouse at same level as keyboard
Consider ergonomic designs

Optimal sitting posture

Key points

Sit back in chair
Lower back supported
Feet flat on floor (or footrest)
Knees level with hips
Shoulders relaxed
Elbows close to body
Head balanced over shoulders
Eyes level with top of screen

Common mistakes

Perching on edge of chair
Slouching
Leaning forward
Crossing legs
Hunching shoulders
Tilting head down
Reaching for mouse

Laptop ergonomics

The problem

Screen too low
Keyboard and screen not separate
Encourages poor posture
Neck and shoulder strain

Solutions

Use laptop stand to raise screen
External keyboard and mouse
External monitor if possible
Laptop at eye level
Proper desk and chair

Standing desk setup

Benefits of standing

Reduces sitting time
Improves circulation
Burns more calories
Reduces back pain
Increases energy

Correct setup

Desk at elbow height
Monitor at eye level
Anti-fatigue mat
Supportive footwear
Alternate sitting and standing
Start with short periods

Best practice

Change position regularly
30 minutes sitting, 30 standing
Listen to your body
Build up gradually
Maintain good posture standing too

Home working ergonomics

Common challenges

Makeshift workstations
Kitchen tables
Sofas and beds
Poor lighting
Distractions
Lack of proper equipment

Creating a home workspace

Dedicated workspace
Proper desk and chair
Good lighting
Minimal distractions
All equipment within reach
Comfortable temperature

Budget solutions

Books to raise laptop
Cushion for back support
Footrest (or box)
Good lighting (desk lamp)
External keyboard (inexpensive)
Proper chair (invest if possible)

Movement and breaks

Why movement matters

Prevents stiffness
Improves circulation
Reduces fatigue
Refreshes concentration
Prevents injury

Break schedule

Micro-breaks: Every 20-30 minutes
Short breaks: Every hour
Longer breaks: Every 2 hours
Lunch break: Away from desk

Micro-break activities

Look away from screen (20-20-20 rule)
Shoulder rolls
Neck stretches
Wrist circles
Stand and stretch
30 seconds to 1 minute

Longer break activities

Walk around
Stretching routine
Make a drink
Go outside
Change task
5-10 minutes

Desk exercises and stretches

Neck stretches

Tilt head to one side
Hold 15-20 seconds
Repeat other side
Look over each shoulder
Gentle chin tucks

Shoulder exercises

Shoulder rolls (forwards and backwards)
Shoulder blade squeezes
Arm circles
Shoulder shrugs
10 reps each

Back stretches

Seated spinal twist
Side bends
Cat-cow stretch (if space)
Standing back extension
Hold 15-30 seconds

Wrist and hand exercises

Wrist circles
Finger stretches
Prayer stretch
Wrist flexion/extension
Shake out hands

Eye care

Preventing eye strain

20-20-20 rule (every 20 mins, look 20 feet away, 20 secs)
Blink regularly
Adjust screen brightness
Reduce glare
Clean screen regularly
Use appropriate text size

Lighting

Natural light ideal
Avoid glare on screen
Task lighting for documents
No harsh overhead lights
Adjust screen brightness to match room

Specific conditions

Pregnancy

Adjust chair height as bump grows
More frequent breaks
Footrest helpful
Back support essential
Avoid prolonged sitting

Arthritis

Ergonomic keyboard and mouse
Voice recognition software
Frequent breaks
Joint protection techniques
Warm environment

Back pain

Excellent back support
Lumbar roll
Regular position changes
Stretching routine
Consider standing desk

Equipment recommendations

Essential

Adjustable chair with lumbar support
Desk at appropriate height
External keyboard and mouse (for laptops)
Monitor or laptop stand
Good lighting

Beneficial additions

Footrest
Document holder
Ergonomic keyboard
Vertical mouse
Lumbar support cushion
Anti-glare screen filter

Advanced options

Sit-stand desk
Ergonomic chair (high-end)
Monitor arm
Keyboard tray
Anti-fatigue mat

The role of physiotherapy

Workplace Ergonomic Assessment provides:

Comprehensive workstation assessment
Personalized recommendations
Equipment advice
Posture education
Exercise programmes
Follow-up support
Written reports
Employer liaison

The bottom line

Good workplace ergonomics requires:

Proper workstation setup
Correct posture
Regular movement breaks
Appropriate equipment
Good habits
Regular assessment
Professional advice if pain develops

Investing time in proper ergonomics prevents pain, improves comfort, and enhances productivity. Small changes can make a big difference to your long-term health and wellbeing.

Need an ergonomic assessment?

Our Workplace Ergonomic Assessment service provides expert evaluation of your workstation and personalized recommendations to prevent pain and optimize comfort. We assess at your workplace or home office.

Get in touch Learn about Workplace Ergonomic Assessment

About the author

Lizzie Thornton is a specialist community physiotherapist with over 15 years of experience in ergonomic assessments and workplace health. She is HCPC registered and a member of the Chartered Society of Physiotherapy. Lizzie provides ergonomic assessments across Staffordshire Moorlands and Cheshire East.

View Lizzie's profile