Practice knowledge base
Ergonomics Program
The Ergonomics Program establishes guidelines for workstations, equipment, and office areas to reduce physical strain and promote sustainable working conditions.
Documentation sections
What it is
This is an organizational program that outlines the optimal setup for workstations, both in the office and at home, covering aspects such as furniture, technology, lighting, posture, noise levels, and basic accommodations. It addresses the issue where employees independently manage their health and comfort, leading to the company only observing the consequences: fatigue, complaints, and decreased concentration. The program works best when there is a dedicated owner, clear minimum standards, and an accessible channel for requests.
When it helps
- Employees report back pain, eye strain, or discomfort after the workday.
- The team operates in a hybrid model, but guidelines for home office equipment are not defined.
- Office areas vary in quality: some are noisy, dimly lit, or unsuitable for laptop work.
- New employees receive equipment but lack clear recommendations for workstation setup.
How to start
- 1 Appoint a program owner from HR, operations, or office management to ensure requests are not lost between teams.
- 2 Define minimum workstation standards: chair, desk, monitor, lighting, keyboard, mouse, and basic posture adjustments.
- 3 Conduct a brief employee survey on physical discomforts and their primary work locations.
- 4 Establish a clear process for equipment compensation or provision: who approves, what items are available, and where requests are logged.
- 5 Audit one office area and one type of home workstation against the standard, then address the most prominent issues.
Expected effect
Managers gain a clear and structured method for addressing employee physical discomfort, rather than handling each case individually. Teams can maintain better concentration as fundamental working conditions become predictable, both in the office and at home.
Common pitfalls
- Limiting the program to purchasing chairs without setup guidelines, a request owner, or office area audits.
- Considering the home workstation solely an employee's personal issue, despite its impact on work sustainability.
- Promising medical outcomes instead of a manageable reduction in everyday sources of strain.
- Making the program expensive and complex before launch, instead of starting with minimum standards and addressing frequent complaints.
Further reading
- Standard: ISO 6385, Ergonomics principles in the design of work systems
- Standard: ISO 9241, Ergonomics of human-system interaction
- Guideline: OSHA, Computer Workstations eTool
- Guideline: HSE, Working safely with display screen equipment
FAQ
Who should own the ergonomics program?
Typically, the owner is within HR, operations, or office management. It is crucial that they have the authority to approve equipment, modify office areas, and collect recurring complaints.
Can we start without an external consultant?
Yes. Begin with minimum workstation standards, a brief survey, and an audit of the most problematic areas. A consultant is beneficial for complex production environments or numerous contentious cases.
How can we determine if the program is effective?
Monitor recurring complaints, the speed of equipment request processing, and the number of workstations that meet the standard. Do not promise medical outcomes; instead, track manageable operational indicators.
What if employees are reluctant to set up their workstations?
Provide a concise instruction guide with photos or a checklist and offer assistance during onboarding. Resistance often decreases when setup is quick and does not feel like a formal inspection.