Astutis' Step-By-Step Guide to Better Workplace Ergonomic Practices

Employee comfort and well-being is always a heavily discussed topic with many health professionals showing concern about the effect that sitting down at a desk all day has on the body. Studies have shown that sitting at a desk all day might actually be very detrimental to your health and quality of life.

The primary way to protect against these risks is to develop a robust system and programme for best ergonomic practices.

What is Ergonomics in Health and Safety?

Ergonomics, defined by the Chartered Institute of Ergonomics & Human Factors, is a "scientific discipline concerned with the understanding of interactions among humans and other elements of a system".

In the simplest terms, ergonomics is a framework that was founded to keep the workplace as staff friendly as possible. It encompasses a range of other professions such as psychology, design and engineering.  Proper ergonomic practices are achieved through an assessment to first understand the workplace's status, then come any improvements.

Once you have an idea of how to investigate ergonomics and implement its concepts you'll find it will make a demonstrable improvement to employee health, wellbeing and general mood.

Step-by-Step Guide to Assessing Ergonomics in the Workplace

Begin by evaluating your workplace to identify potential ergonomic issues. Look for areas where employees might experience discomfort or repetitive strain injuries. You can hire a professional ergonomist or use online resources such as our IIRSM Approved DSE and Wellbeing Toolkit to guide you through the assessment. This course also comes as a part of the Safety Essentials bundle.

Some organisations arrange for an external expert or therapist to come into their workplace and conduct the assessment themselves. Traditionally experts look for the following things during the assessment.

Workplace Data

Before conducting the assessment, evaluate any existing workplace injury data that can help paint a picture of patterns or anomalies in the workplace that showcase a string of injuries for a similar source. It's important to remember that a professional ergonomic assessment is a data-collecting exercise - the numbers will tell you everything you need to know.

Workstation Check

Begin by closely assessing desks and workstations. Questions must be asked, such as: 

• Does the position of the workstation lead to bad posture? 
• Do the chairs lead to bad posture? 

Staff Interviews

Once a competent check has been conducted on the office apparatus, it's time to begin discussions with staff. This stage can often prove the most revealing if staff feel that their comments are treated discreetly. Helpful questions could be:

• Does your role involve any repetitive motion? Has any strain developed as a result?
• How often do you experience pain or discomfort while on the job?
• Do you get tired while performing your job, physically rather than mentally?
• Do you ever feel unsafe while in the workplace?
• Can you think of anything that would increase your comfort, energy, or feelings of safety while at work?
• If you were me, how would you improve the work environment?

Actioning Ergonomic Recommendations

It is important that organisations act on the findings of the assessment. The most translatable form arguably is investment. 

Investing in ergonomic office furniture showcases progress and a willingness to listen to employees. Some possible adjustments could be:

• Adjustable chairs.
• Sit-stand desks.
• monitor stands.

On a human level, these items help employees maintain proper posture and reduce the risk of musculoskeletal problems. 

Ensure that each employee's workstation is set up correctly for their specific needs. Adjust the chair height, desk height, and monitor position to support a neutral posture. The ergonomic assessment and open and honest dialogue with the employee should influence all actions taken here. 

Ergonomics extends beyond office equipment; it encompasses every possible way to enhance staff well-being. So it is critical to encourage regular breaks, nothing extreme, just short breaks to get people away from computer screens every hour. Employees should take short, frequent breaks to stretch and move around. Sedentary behaviour can lead to discomfort and health issues, so promoting movement is crucial. Stretching and exercises that employees can do at their desks or designated areas can significantly reduce muscle tension and improve flexibility. 

It might be time to consider standing meetings or desks. Most modern offices around the world are implementing standing desks. They help promote blood flow and alertness and are becoming increasingly popular for staff with back or muscle issues. You could encourage standing rather than sitting for short meetings.

Attention to tiny details are a necessary maximise the ergonomic programme's effectiveness. Organisations should offer ergonomic accessories like keyboard trays, mouse pads with wrist support, and footrests to enhance comfort and prevent strain. These items may seem minor; however, employees will feel the benefits over time. Employees will also bear witness to the added extras their organisation are investing in; for their benefit.

Investing in Employee Health and Wellbeing

Ergonomics utilised to its true potential should also ensure that staff have positive mental well-being and feel valued at work. The first stage of accomplishing this is to implement a wellness program. An effective ergonomic wellness programme has to include:

• Ergonomic assessments.
• Workshops.
• Regular check-ins .

An effective programme will be able to address any discomfort or issues employees may be experiencing. As a part of this programme, organisations could offer training sessions on how to set up their workstations properly. The training courses such as our IIRSM Approved DSE and Wellbeing Toolkit cover the position and adjustment of their chairs, the use of equipment, and the importance of maintaining a good posture.

Organisations should continuously monitor the effectiveness of their ergonomic initiatives and gather feedback from employees. From this, organisations can make adjustments to improve the overall ergonomic environment - and have employees feel heard simultaneously.

Enhancing employee well-being means understanding that employees have a life outside the office. Many employees have transitioned to working from home full time - a way of working that has only increased as time has gone on. Organisations must continue supporting flexible working arrangements because remote work or flexible hours allow employees to create an ergonomic work environment at home.

Lastly, understanding that any ergonomic initiatives or principles introduced into an organisation can be easily undermined by managers or leaders who fail to take it seriously. It's vital that these individuals demonstrate good ergonomic practices to inspire employees.

In order to get a full method of good workplace occupational health and safety practices, we strongly recommend our Safety Essentials bundle, linked below. The bundle includes our IIRSM Approved and ROSPA Assured courses such as:

• Risk Assessment in Practice 
• Manual Handling
• Managing Contractors
• Display Screen Equipment (DSE)
• Stress and Wellbeing