Workplace Ergonomic Assessment

Improve comfort, movement and physical setup at work

A workplace ergonomic assessment looks at how your workstation, equipment, work habits and physical tasks interact with your body.

The aim is to identify practical changes that may help reduce unnecessary physical strain, improve comfort and support more sustainable working habits.

An ergonomic assessment can be useful for desk-based workers, people working from home, manual workers and employees returning to work after injury.

The goal is not to create one “perfect posture” that must be maintained throughout the day. Instead, the assessment focuses on creating a setup that supports movement, comfort and the actual demands of your work.

What is a workplace ergonomic assessment?

A workplace ergonomic assessment examines how your working environment is arranged and how you use it.

Depending on your role, the assessment may consider:

• Chair setup
• Desk height
• Screen position
• Keyboard and mouse placement
• Laptop use
• Sitting and standing habits
• Reaching
• Repetitive tasks
• Manual handling
• Lifting
• Workstation layout
• Breaks and movement during the day

The assessment should be specific to your job rather than based on one standard setup for everyone.

Who may benefit from an ergonomic assessment?

A workplace ergonomic assessment may be useful if you:

• Experience neck or shoulder discomfort at work
• Have back pain during prolonged sitting or standing
• Develop wrist or hand symptoms
• Feel uncomfortable at your desk
• Work from home regularly
• Use a laptop for long periods
• Perform repetitive tasks
• Carry or lift as part of your job
• Are returning to work after injury
• Are returning after surgery
• Have changed workstation or job role
• Spend long periods driving
• Want practical advice before symptoms become more persistent

An assessment may also be useful when an employee is struggling with a specific work task rather than the entire workstation.

What happens during the assessment?

The assessment begins with a discussion about your job and symptoms.

You may be asked about:

• Your role
• Hours worked
• Typical daily tasks
• Computer use
• Sitting and standing time
• Lifting or carrying
• Pain or discomfort
• Previous injuries
• Workstation equipment
• Breaks
• Working from home
• Activities that increase symptoms

The workstation or work task can then be reviewed in more detail.

Understanding the cause of workplace discomfort

Work-related discomfort is not always caused by one chair, screen or posture.

Symptoms may be influenced by a combination of:

• Time spent in one position
• Repetitive activity
• Physical workload
• Lack of movement
• Previous injury
• General strength
• Stress
• Sleep
• Work demands

For this reason, changing one piece of equipment may not solve the whole problem.

A useful ergonomic assessment considers both the work environment and the person using it.

There is no single perfect posture

Posture is often blamed for neck and back pain.

In reality, there is no single posture that everyone must maintain throughout the day.

Even a comfortable sitting position can become uncomfortable if held for long enough.

A practical approach usually involves:

• Finding a comfortable setup
• Changing position regularly
• Taking movement breaks
• Adjusting tasks when needed

The aim is to make your workstation adaptable rather than forcing the body into one rigid position.

Chair assessment

A chair should support comfortable sitting while allowing you to work without unnecessary reaching or tension.

The assessment may look at:

• Seat height
• Seat depth
• Back support
• Armrests
• Foot position

A useful setup usually allows:

• Feet to be supported
• Hips and knees to remain comfortable
• Shoulders to stay relaxed
• Easy access to the keyboard and mouse

The exact position depends on your body size and desk arrangement.

Desk height

Desk height can influence shoulder, elbow and wrist position.

If a desk is too high, you may find yourself:

• Raising the shoulders
• Reaching upwards
• Holding the arms away from the body

If it is too low, you may lean forwards excessively.

The assessment can help determine whether the desk, chair or equipment should be adjusted.

Screen position

Screen position can affect neck and upper-body comfort.

The assessment may consider:

• Screen height
• Screen distance
• Number of monitors
• Main monitor position

The screen should generally allow you to work without repeatedly:

• Looking significantly down
• Rotating the neck
• Leaning forwards

The exact setup depends on visual needs, monitor size and task.

Dual-screen workstations

Using two monitors can be comfortable when the setup reflects how often each screen is used.

If both screens are used equally, they may be positioned more centrally.

If one is the primary screen, it may be better positioned directly in front.

Poor placement can result in repeated neck rotation throughout the day.

Laptop setup

Using a laptop for long periods can be challenging because the screen and keyboard are attached.

If the screen is raised to a comfortable height, the keyboard may become difficult to use.

If the keyboard is positioned comfortably, the screen may be too low.

For frequent laptop use, options may include:

• Laptop stand
• Separate keyboard
• Separate mouse
• External monitor

The setup should suit how long and how often the laptop is used.

Keyboard position

The keyboard should generally be positioned so you can use it without excessive reaching.

The assessment may consider:

• Distance from the body
• Elbow position
• Wrist position
• Keyboard angle

Your shoulders should not need to remain elevated while typing.

Small adjustments can sometimes make prolonged computer work more comfortable.

Mouse position

A mouse that is too far away can lead to repeated reaching.

The assessment may look at:

• Distance
• Hand position
• Forearm support
• Mouse size or type

The mouse should normally be easy to reach without repeatedly moving the shoulder forwards.

Some people may benefit from trying a different mouse design, particularly where symptoms involve the hand, wrist or forearm.

Wrist and hand symptoms

Computer and repetitive work can sometimes contribute to:

• Wrist discomfort
• Hand fatigue
• Forearm soreness
• Tingling

Assessment may consider:

• Keyboard use
• Mouse use
• Grip
• Repetitive tasks
• Workload

Persistent numbness, weakness or worsening neurological symptoms should receive appropriate clinical assessment rather than being managed through workstation changes alone.

Neck discomfort at work

Neck symptoms may be influenced by:

• Prolonged sitting
• Screen position
• Repeated neck rotation
• Reduced movement
• Workload

Ergonomic changes may help reduce unnecessary strain.

Physiotherapy may also include:

• Movement
• Strengthening
• Exercise
• Activity advice

The aim is not usually to keep the neck completely still.

Shoulder discomfort at work

Shoulder symptoms may occur during:

• Reaching
• Mouse use
• Overhead work
• Repetitive tasks

The assessment can help identify whether the workstation is encouraging unnecessary reaching.

However, persistent shoulder pain may also require a separate physiotherapy assessment.

Back discomfort during desk work

Back pain during desk work may be influenced by:

• Long periods sitting
• Lack of movement
• Previous back pain
• Reduced physical activity
• Stress

Changing the chair may help, but movement is often equally important.

Strategies may include:

• Changing sitting position
• Standing occasionally
• Short walking breaks
• Regular exercise

The goal is to increase tolerance rather than avoid sitting completely.

Sit-stand desks

Sit-stand desks can allow more variation during the working day.

They may help some people alternate between:

• Sitting
• Standing

However, standing all day is not necessarily better than sitting all day.

Both positions can become uncomfortable if maintained for too long.

A sit-stand desk is most useful when it encourages regular position changes.

Standing workstations

For jobs involving prolonged standing, the assessment may consider:

• Work surface height
• Foot position
• Reaching
• Footwear
• Opportunity to change position

Standing workers may benefit from being able to:

• Shift weight
• Sit occasionally
• Walk
• Change tasks

The goal is not to remain in one fixed standing posture.

Movement breaks

Regular movement is an important part of workplace comfort.

Movement breaks do not need to be long.

They may include:

• Standing
• Walking
• Changing position
• Stretching briefly
• Completing a different task

Short, frequent movement may be more practical than relying on one long break after several hours of sitting.

How often should I move?

There is no exact schedule that suits everyone.

A useful approach is to avoid remaining in one position for very long periods.

Movement can be built naturally into the workday through:

• Phone calls
• Meetings
• Walking to colleagues
• Getting water
• Changing tasks

The best strategy is one that can be maintained consistently.

Desk stretches

Stretching may provide temporary relief if you feel stiff.

This may include gentle movement for:

• Neck
• Shoulders
• Back
• Hips

However, stretching alone may not solve persistent work-related symptoms.

Strength, general physical activity and changing work habits may be equally or more important.

Strength and workplace comfort

People often focus only on posture when work becomes uncomfortable.

Physical strength can also influence how well you tolerate:

• Sitting
• Standing
• Lifting
• Repetitive work

A physiotherapy programme may therefore include strengthening for the:

• Upper back
• Shoulders
• Trunk
• Hips
• Legs

The aim is to increase physical capacity for the demands of the job.

Workload and symptoms

Symptoms may increase during periods of:

• Longer working hours
• Deadlines
• Increased computer use
• Reduced breaks
• Higher physical workload

This does not always mean the workstation itself is wrong.

The total volume of work should also be considered.

Temporary changes to workload or task organisation may sometimes be useful.

Repetitive work

Repeated movements may become uncomfortable when performed for long periods.

Examples include:

• Typing
• Packing
• Scanning
• Assembly work
• Repetitive gripping

An ergonomic assessment may consider whether tasks can be:

• Rotated
• Reorganised
• Broken into shorter periods
• Performed with different equipment

The aim is to reduce unnecessary repetition where practical.

Manual handling assessment

For physically demanding jobs, ergonomic assessment may include manual handling.

This may look at:

• Lifting
• Carrying
• Pushing
• Pulling
• Reaching

The assessment should consider:

• Load weight
• Frequency
• Distance
• Working height
• Environment

Manual handling advice should be practical for the actual workplace rather than based only on idealised lifting demonstrations.

Lifting at work

There is no single lifting technique suitable for every task.

A small box lifted from a shelf is different from a heavy object lifted from the floor.

The assessment may consider:

• Load position
• Distance from the body
• Frequency
• Space available
• Strength

Where appropriate, changes may include:

• Adjusting storage height
• Reducing load size
• Using equipment
• Sharing heavier lifts

Carrying

Carrying tasks may be influenced by:

• Load weight
• Distance
• Grip
• Number of trips
• Stairs

If carrying contributes to symptoms, the assessment may consider whether tasks can be modified.

Rehabilitation may also focus on improving:

• Grip strength
• Upper-body strength
• General conditioning

Pushing and pulling

Pushing and pulling may place different demands on the body from lifting.

Jobs involving:

• Trolleys
• Beds
• Equipment
• Stock

may require assessment of:

• Equipment height
• Wheel condition
• Load
• Repetition
• Available space

Where physical weakness is contributing, strength and conditioning may also be appropriate.

Reaching and overhead work

Repeated reaching can become uncomfortable, particularly when work is performed:

• Above shoulder height
• Far away from the body
• For prolonged periods

Possible changes may include:

• Repositioning frequently used items
• Adjusting shelf height
• Changing task position

Where overhead work is essential, shoulder strength and endurance may also need to improve.

Work from home assessment

Home working environments are often less adjustable than office workstations.

You may be using:

• Dining chairs
• Kitchen tables
• Sofas
• Laptops

An ergonomic assessment can help identify realistic improvements without necessarily requiring expensive equipment.

Changes may include:

• Adjusting chair height
• Adding foot support
• Raising the laptop
• Using a separate keyboard and mouse
• Changing position during the day

The best setup is one that works practically within your home.

Small-space workstations

Not everyone has a dedicated home office.

If space is limited, assessment may focus on simple adjustments such as:

• Improving screen height
• Supporting the feet
• Reducing reaching
• Changing chairs
• Packing equipment away between work periods

Simple changes can still make the setup more comfortable.

Driving and work

People who drive for work may experience discomfort because of:

• Prolonged sitting
• Repeated getting in and out
• Steering
• Vehicle vibration

Assessment may consider:

• Seat distance
• Backrest
• Steering position
• Break frequency

Long-distance drivers may also benefit from regular movement when stopping safely.

Ergonomics for healthcare workers

Healthcare roles may involve:

• Patient handling
• Standing
• Reaching
• Pushing beds
• Working at different heights

An ergonomic assessment may look at:

• Equipment setup
• Working height
• Task organisation
• Manual handling

Physical strength and conditioning may also be relevant for demanding roles.

Ergonomics for warehouse and logistics work

Warehouse jobs may involve:

• Lifting
• Carrying
• Reaching
• Walking
• Repeated bending

Assessment may consider:

• Shelf height
• Load weight
• Frequency
• Task rotation
• Use of handling equipment

The aim is to reduce unnecessary physical demand while maintaining practical workflow.

Ergonomics for trades and construction

Construction and trade work often involves variable environments.

Tasks may include:

• Kneeling
• Overhead work
• Tool use
• Heavy lifting
• Working in restricted spaces

It may not be possible to create an ideal posture for every task.

The focus is therefore on:

• Task variation
• Appropriate equipment
• Strength
• Work-rest balance
• Practical movement strategies

Ergonomics for laboratory or technical work

Laboratory and technical roles may involve:

• Repetitive hand work
• Microscopes
• Bench work
• Prolonged standing

Assessment may look at:

• Work surface height
• Seating
• Equipment position
• Reaching
• Task rotation

Small workstation changes may reduce repeated strain.

Returning to work after injury

Following injury, a previously manageable workstation or job may temporarily feel more demanding.

An ergonomic assessment may help identify temporary changes such as:

• Reduced sitting duration
• Modified lifting
• More movement breaks
• Different work tasks
• Adjusted workstation setup

These changes can be reviewed as recovery progresses.

Returning after surgery

After surgery, return-to-work recommendations need to consider:

• Healing
• Medical restrictions
• Strength
• Mobility
• Job demands

Temporary ergonomic changes may help during the transition back.

The aim is usually to progress towards normal duties where possible rather than maintain unnecessary restrictions.

Phased return to work

Some employees benefit from gradually increasing:

• Hours
• Workload
• Physical tasks

An ergonomic assessment can help identify which duties may be easier to reintroduce first.

This can work alongside physiotherapy and occupational health support where required.

Ergonomic assessment and persistent pain

People with persistent pain may become highly concerned about:

• Sitting posture
• Chair position
• Desk angle

Constantly trying to maintain a perfect position can sometimes increase tension and worry.

A more useful approach may involve:

• Comfortable setup
• Regular movement
• Strengthening
• Gradual increase in activity

Ergonomics should support confidence rather than create fear around normal movement.

Ergonomic equipment

Equipment may sometimes help improve comfort.

This may include:

• Adjustable chairs
• Footrests
• Monitor stands
• Separate keyboards
• Different mouse designs
• Sit-stand desks

However, more expensive equipment does not automatically produce a better outcome.

The assessment should identify whether equipment is actually necessary before recommending changes.

Do I need an ergonomic chair?

Not necessarily.

An adjustable chair can make positioning easier, but comfort depends on:

• Desk height
• Screen
• Movement
• Time spent sitting

A good chair will not remove the need to move regularly.

Existing furniture can sometimes be adjusted effectively without complete replacement.

Footrests

A footrest may be useful when:

• The chair needs to be raised for desk height
• The feet no longer reach the floor comfortably

The purpose is to provide stable support.

Not everyone needs one.

Monitor arms and stands

A monitor stand or arm may help adjust:

• Height
• Distance
• Screen position

This can be particularly useful when the existing monitor has limited adjustment.

The solution should be based on the workstation rather than automatically adding equipment.

Ergonomic assessment and physiotherapy

Ergonomic changes may reduce unnecessary strain, but physiotherapy may still be required when symptoms are related to:

• Injury
• Weakness
• Joint stiffness
• Reduced physical capacity

Treatment may include:

• Strengthening
• Mobility
• Exercise
• Functional rehabilitation

The aim is to improve both the working environment and the body’s ability to tolerate work.

Ergonomics and stress

Work-related symptoms may become worse during stressful periods.

Stress can influence:

• Muscle tension
• Sleep
• Pain sensitivity
• Movement habits

This does not mean symptoms are imaginary.

A complete approach may need to consider physical setup alongside workload, recovery and general wellbeing.

Monitoring whether changes are helping

Ergonomic recommendations should be practical and reviewed.

Useful signs of improvement may include:

• Less discomfort during the day
• Increased sitting or standing tolerance
• Fewer symptoms after work
• Greater confidence with tasks
• Reduced need to avoid certain activities

If symptoms continue despite reasonable changes, further clinical assessment may be needed.

When an ergonomic assessment may not be enough

Workstation changes alone may not be sufficient if you have:

• Significant injury
• Severe pain
• Progressive weakness
• Persistent numbness
• Major loss of movement

In these situations, physiotherapy or medical assessment may be required alongside any ergonomic changes.

When further medical assessment may be needed

Seek appropriate clinical or medical assessment if you develop:

• Sudden significant weakness
• Persistent or worsening numbness
• Severe pain after injury
• Significant unexplained swelling
• Loss of hand function
• Rapidly worsening neurological symptoms
• Chest pain or unexplained breathlessness during work

These symptoms should not be managed through workstation adjustment alone.

Assessment based on your work

An ergonomic assessment should reflect your actual job.

Your goals may include:

• Working comfortably at a desk
• Reducing neck or shoulder discomfort
• Returning after injury
• Improving home-working setup
• Managing a manual role
• Increasing tolerance for standing
• Reducing unnecessary reaching
• Improving workstation organisation

The recommendations can then be prioritised around the tasks that matter most.

What happens after the assessment?

Following the assessment, you may receive recommendations relating to:

• Chair setup
• Desk height
• Screen position
• Keyboard and mouse placement
• Equipment
• Movement breaks
• Workstation organisation
• Task modification
• Manual handling
• Exercise or physiotherapy

Recommendations should be practical and realistic for your working environment.

How many appointments will I need?

Many people may only require one ergonomic assessment with recommendations.

Further review may be useful if:

• Symptoms remain persistent
• Equipment is changed
• You are returning after injury
• Work duties change
• A rehabilitation programme is also required

The number of appointments depends on the complexity of the problem and your work demands.