A Guide to Office Ergonomics for a Healthy Workplace
The Importance of Ergonomics in the Workplace
When individuals think of workplace injuries, in many cases, jobs with high-risk hazards such as big machinery may come to mind. While the traditional office setting may not have large machinery, there are hazards workers must be aware of, including poor ergonomics.
Ergonomic improvements are essential for a healthy workplace. By ensuring that your workplace is well-designed, you can prevent injuries, reduce eye strain, and promote musculoskeletal health. When workers enjoy a comfortable and efficient workstation, their well-being flourishes, leading to enhanced productivity, boosted morale, and a healthier bottom line for your company.
What is Ergonomics?
Ergonomics is how workers interact with all aspects of their work. The knowledge gained from ergonomic studies is used to design or modify the workplace to make it less hazardous and more productive. Ergonomic recommendations are based on the principle that the job should be fit for the person and not the person to the job. Ergonomics is a mix of many different specialties. Specialties ergonomics is derived from include:
- ‘Biomechanics’ – the study of mechanical principles related to the human body, especially of the forces exerted by the muscles and gravity on the skeletal structure.
- ‘Physiology’ – the study of the processes and functions of the human body.
- ‘Anthropometry’ – the study of measuring the human body (size, weight, proportions).
- ‘Engineering’ – the application of science to design.
- ‘Psychology’ – the study of behaviour, and the processes and functions of the mind.
The Consequences of Poor Office Ergonomics
If the workstation does not fit the physical dimensions of the worker, it will cause them to assume awkward postures and exert unnecessary force. Regular exposure to these conditions can cause various musculoskeletal system injuries. Musculoskeletal disorders (MSDs) are among the most common lost-time injuries, and employers must protect their workers from them. The Occupational Health and Safety Act dictates that the ‘employer shall ensure that equipment provided by the employer is maintained in good condition’ in section 25 1(b). We will highlight some compelling statistics below:
- 2.3 million Canadian adults annually experience an MSD serious enough to limit their normal activities; and most of these injuries are caused by work-related activity.
- According to the Workplace Safety and Insurance Board (WSIB), MSDs represent over 40% of all lost-time compensation claims in Ontario.
Beyond causing lost-time injuries, MSDs are one of the most high-costing injuries that occur in workplaces. The impacts of MSDs are long-term and often chronic, which results in costly and ongoing medical treatment, such as physiotherapy, medications, and sometimes surgery. Additionally, when injured workers go on temporary leave, companies must pay to train employees or hire new workers, incurring indirect costs. When it comes to ergonomics, the best option is to ensure that your workstations are effective for every employee.
How to Improve Office Ergonomics in the Workplace
Improving office ergonomics requires a personalized and preventative approach. For example, a computer mouse with a trackball may benefit someone with wrist pain, but it would not work for an individual with a thumb injury who cannot move it well. Simply buying “ergonomically correct” office equipment does not always create a safe workplace. Below, we will highlight ways to prioritize office ergonomics in the workplace:
1. Provide an Infrastructure for Office Ergonomics:
The first step to improving office ergonomics is to enhance general understanding among all staff. Understanding can be promoted by:
- Integrating ergonomics into your onboarding
- Conducting training sessions to share best practices and how to recognize hazards
- Discussing office ergonomics in your regular safety meetings to hear employee concerns and feedback
2. Regular Inspections of the Workplace:
Ergonomic hazards are assessed during workplace inspections carried out by worker members of the Joint Health and Safety Committee (JHSC) or a health and safety representative, if your workplace regularly employs six to 19 workers. When complex inspections are required, a third party should be called in. If injury and incident records reveal the possibility of ergonomic concerns, those parts of the workplace become the priority for inspection.
3. Observe Workers Performing Office Tasks:
Observing workers doing their daily tasks is another way to improve office ergonomics. As you walk about the workplace, pay attention to how your coworkers are sitting in their chairs, what their posture is like, and if their screens and keyboards are at the correct height for their body stature.
4. Listen to Worker Concerns:
As employees are familiar with their workspaces, pain points, and medical histories, direct feedback is invaluable when enhancing office ergonomics. Ways to gather employee input include direct conversations, suggestion boxes, questionnaires, and group discussions.
An Introduction to Ergonomic Assessments in the Workplace
An office ergonomic assessment identifies potential ergonomic hazards in the workplace. Assessments conclude with recommended solutions to reduce the risk of work-related injuries and illnesses.
“The most common challenge I find when I complete an office ergonomic assessment is an ill-fitting chair. Often, the chair has been passed from one person to another, or the employer has decided on one chair for the entire office. The problem with this is that we are not all the same shape and size. The ergonomic chair that fits the individual who is 6 feet tall is not the same chair that is required by their co-worker who is 4 foot 11. Even two people the same height have different leg lengths and arm reaches. One size does not fit all.”
–Louise Caicco Tett, President and Founder of HSPI
In many workplaces, an outside party, like HSPI, may be brought in to complete an office ergonomic assessment. During this assessment, an examination of the entire workplace, including workstations, furniture, and common areas, will occur. Key factors that will be examined in workstation design are work height, reach distances, workstation layout/workspace, sitting or standing duration, and displays and controls.
The Benefits of Office Ergonomic Evaluations
Ergonomic evaluations are vital for keeping workplaces safe. We receive many questions in terms of the frequency of assessments, and our answer is this: when it comes to the frequency of office ergonomic assessments, there is no universal solution, as every workplace is unique. Office ergonomics is a great topic for staff or safety meetings. Generally, we encourage conducting focused evaluations when there is a direct need. This need could be prompted by a new employee joining the team, an employee reporting pain, or a WSIB claim. We recommend being preventative and identifying ergonomic hazards before they are serious enough to have long-lasting impacts on employees.
Louise noted: “Investing in a new chair and other ergonomic improvements is far less costly than replacing an employee due to a WSIB claim, healthcare expenses, or potential surgery. The financial and operational impact of losing a critical office worker far outweighs the initial cost of ergonomic interventions.”
If your workplace has a JHSC, they can conduct basic evaluations. Should your workplace require a more in-depth assessment, a third party, such as a nurse, physiotherapist, occupational therapist, or ergonomist, may be brought in. At HSPI, we specialize in office ergonomic assessments. A registered nurse (RN) evaluates your workspace, delivering a comprehensive report and practical suggestions for enhancing office ergonomics. Our assessment doesn’t end there – we follow up post-implementation, ensuring efficacy and addressing any additional needs. Want to learn more about our office ergonomic assessment services? Please reach out to info@hspinc.ca.
How Office Ergonomics Contributes to Overall Employee Well-being
A well-designed and ergonomic work environment plays a vital role in supporting the overall well-being of employees, extending far beyond physical comfort. If the workstation does not fit the physical dimensions of the worker, employee well-being can suffer, which has long-reaching impacts on the workplace and society. Below, we will highlight a few benefits of proper office ergonomics.
- Improved employee well-being: Ergonomic workspaces minimize the risks associated with improper ergonomic setups, such as musculoskeletal disorders. When employees are physically comfortable and pain-free at their workplace, stress and anxiety can be reduced, which improves overall well-being.
- Improved employee retention: When employees have their unique ergonomics needs accommodated and prioritized, they are significantly more likely to feel valued, engaged, and committed to their roles.
- Showcases employer commitment to safety: When employers demonstrate a genuine interest in their employees’ well-being, morale is increased.
By investing in office ergonomics, employers benefit from a healthier and more productive workforce. This contributes to a broader societal impact by promoting employee well-being and reducing the economic burdens associated with work-related injuries and illnesses.
Office ergonomics is important for every workplace. By conducting assessments and listening to employee concerns, each workplace can customize employee workstations to meet their unique needs. Organizations can foster a healthier, more productive, and cost-effective work environment by prioritizing office ergonomics.
