Ergonomics at the Workplace | Workplace Design | Setup | Desk | Screen

Ergonomics at the Workplace - 8 Tips & Examples for Setup and Design

What does ergonomics at the workplace actually mean? In this article, you will find everything you need to know about an ergonomic workplace: 8 tips for healthy office work as well as helpful examples for the proper design and setup of your desk. Learn which office chair is best for your back, what sitting position you should adopt, what desk height is healthy, and what tools you can use to do something good for your body while working.

Definition: Ergonomics

The term ergonomics is derived from the two Greek words "ergon" and "nomos," which translate to "work" and "law." Ergonomics is thus the science of the laws governing human work. Simply put, ergonomics aims to design working conditions, processes, and everything surrounding them as efficiently as possible so that work causes as little harm as possible and employees can practice their profession for many years or even decades. The keyword "user-friendliness" sums it up: The workplace should be designed to suit the worker as optimally as possible. Ergonomic work means designing the workplace and working conditions in such a way that the strain on health is minimized. In short, ergonomics is about adapting the working conditions to the person, not the other way around.

Why is an ergonomic workplace important?

An ergonomic workplace is crucial, primarily for health reasons. If you spend your entire workday in the same posture, you should ensure that this posture does not become a burden. For example, those who do not sit ergonomically at their desks often experience tension, back pain, or headaches, which can quickly become chronic. Productivity can also suffer if your workplace is not suited to you. Workflows may take longer, tension and pain can make work more difficult, and this can also quickly diminish your enjoyment of work. An ergonomic workplace not only protects you from physical discomfort but also directly contributes to making your work environment more pleasant and easing your workday. This way, you approach your tasks with a much more positive attitude—which is reflected in the quality of your work.

Where is workplace ergonomics particularly important?

Workplace ergonomics is particularly important where you spend a lot of time in the same position or work with specific tools. For instance, those who work extensively on a computer should ensure an ergonomic computer workstation. This includes an adjustable office chair that supports a healthy sitting posture, a height-adjustable desk, and properly adjusted computer screens. Standing work should also be ergonomically designed. Just like desk work, you should maintain a healthy posture, which can be supported by proper office furniture. Don't forget that regular movement is important to keep your muscles relaxed.

However, ergonomics is not only essential in the office. Jobs that involve repetitive movements should also be checked for ergonomic improvements. This applies to both production and assembly jobs, where ergonomic working conditions are just as important.

Good ergonomics can make your work significantly more pleasant by reducing physical strain and promoting overall well-being. When you feel better, you work better and end the day with a sense of accomplishment.

Ergonomics at Computer Workstations

Many people underestimate it, but working at a PC can be very exhausting in the long run. To prevent excessive physical strain, you should adjust your computer workstation ergonomically. This can be done in just a few simple steps:

Working while standing is important from time to time to loosen muscles.

1. Avoid glare and reflections: Position your screen so that no direct sunlight falls on it from a window.
2. Adjust your office chair correctly: Your legs should form slightly more than a 90° angle, and your forearms should rest comfortably on the desk. Also, use the entire seat surface of your office chair instead of just sitting on the edge.
3. Set your desk height correctly: If your desk is height-adjustable, take advantage of that. Based on your office chair's position, adjust the desk height so that your forearms can rest comfortably on the tabletop. When working on a PC, use the keyboard height as a guide for setting the desk height.
4. Maintain a proper posture: You should not have to lean forward or sit hunched over the computer. Sit upright and comfortably.
5. Place your screen and keyboard optimally: You should be able to look straight at the screen. The keyboard should be directly in front of the monitor and about 10 cm away from the desk edge for comfortable typing.
6. Keep a sufficient distance from the screen: The ideal viewing distance between you and the screen is 50-70 cm.
7. If necessary, wear computer glasses: Do not lean forward toward the screen!
8. Incorporate movement breaks: Stand up from time to time and walk around your office. There are also various exercises you can do while sitting. The important thing is to regularly stretch your muscles to prevent tension.
9. Regularly check your working conditions and equipment: If something no longer fits, adjust your computer workstation accordingly.

Ergonomics at Standing Workstations

Standing for too long, just like sitting for too long, can lead to health issues. In many professions, standing is part of the daily routine, such as in retail, production, or reception areas in hospitality. Many people working in these fields quickly develop muscle pain, heavy legs, back pain, or even circulation problems. In severe cases, these symptoms can lead to chronic conditions. That's why you should take ergonomic precautions now. A balance of movement is particularly important:

• Maintain good posture while working: Stand up straight and avoid leaning too far forward. The angle between your upper and lower arms should ideally be slightly more than 90 degrees to maintain an upright posture and prevent tension.
• Incorporate movement and muscle relaxation: If possible, move around at your workstation, such as by shifting weight from the ball of your foot to the heel or making small posture adjustments. If possible, walk around occasionally—even if it's just to the coffee machine.
• Take the stairs instead of the elevator: Even this short trip can help loosen your muscles and stimulate circulation.
• Use an anti-fatigue mat or other ergonomic office furniture: These provide comfort even during long periods of standing and support your muscles.
• Make use of ergonomic products that make your work easier: These ergonomic products include vertical mice, document holders, and armrests.
• Find an active balance to work: Engage in sports such as cycling, swimming, or hiking in your free time. This helps you stay fit and feel good even during less active workdays.

Ergonomics at Assembly Workstations

At an assembly workstation, you spend most of your workday performing repetitive tasks and movements, often in the same body position. However, if your workstation is not ergonomically adapted to your needs, these repetitive actions can quickly lead to physical discomfort. Tension, pain, and loss of enjoyment in your work may be the result. To not only work healthily but also maintain your enthusiasm for your job, you should learn how to make your workstation as ergonomic as possible. Here are our tips for you:

Ergonomics at the assembly workstation can be challenging, but maintaining a healthy posture is crucial.

• Schedule sitting or movement breaks into your workday: You should not spend your entire work time standing without breaks. Stretch your legs occasionally or sit down for some tasks if possible.
• Change your posture regularly: Standing in the same position for too long can quickly cause muscle cramps and tension. Relax your muscles from time to time and adjust your body posture.
• Keep materials or tools within easy reach: If possible, avoid having to constantly bend down to retrieve your materials.
• Use tools that are easy to handle: Tools should have a good grip and not be too slippery. They should also be suitable for both right- and left-handed users.
• Ensure the right working height: If you maintain the same posture all day, it is essential that materials and furniture are adapted to your needs. This applies to assembly tables as well as desks. You should not have to bend or stretch excessively. Adjust your work table height if possible to match your body size.
• Use hearing protection if exposed to loud noise for extended periods: Noise can also cause long-term health issues. Protect your hearing in advance with appropriate ear protection.
• Ensure proper lighting: Good lighting conditions are particularly important for assembly work. The light should not cause glare but should be bright enough to clearly see your materials.

Ergonomics in Production

Even in production workplaces, you should ensure an ergonomically adapted work environment. Repetitive movements can place significant strain on your body, and poor posture can quickly lead to health issues. An ergonomically designed workplace can support both your work and your long-term well-being.

• Work with flexible and adjustable materials whenever possible: If you work at a production table, it is best to use one that is height-adjustable to fit your body size.
• Protect your back: Avoid bending down or leaning forward too much.
• Maintain good movement balance: Do not spend your entire workday standing in the same posture. Move around whenever possible or sit down for certain tasks.
• Keep tools and work materials within easy reach: You should be able to access everything easily and safely to optimize your workflow.
• Adapt your work environment ergonomically: This includes aspects such as lighting, workplace temperature, and noise exposure while working.

Ergonomics in the Home Office

If you spend a lot of time working from home, you should ensure that your workspace is adapted to your needs. People often prioritize comfort over functionality in their own homes. However, when it comes to your workstation, you should focus on ergonomics to prevent health risks.

In a home office, you often have more flexibility to set up an ergonomic workspace.

• Choose the right location for your workspace: If possible, set up a dedicated office room. Avoid working at the kitchen table or on the sofa, as these not only distract you from work but also do not promote a healthy posture.
• Minimize workplace noise: Especially if you work from home with family around, it is important to minimize distractions. Even a loud TV can significantly impact your concentration. Close your office door and use noise-canceling headphones if necessary.
• Avoid too much artificial lighting: Natural daylight is always best for working. Choose a room with windows rather than a small office corner in a hallway.
• Furnish your home office with suitable office furniture: This includes a height-adjustable desk, an ergonomic office chair, and a complete computer setup (monitor, keyboard, and mouse). Avoid working all day on a laptop.
• Arrange your work materials ergonomically: Maintain a sufficient distance from your screen and keep important documents within easy reach.
• Ensure proper movement balance: Avoid sitting all day. Since working from home eliminates your daily commute, compensate with exercise such as a walk during lunch breaks or short stretching exercises.

Employer Requirements

Employers generally want their employees to work healthily and without restrictions. This ensures productivity and efficiency. Most employers are therefore committed to designing ergonomic workplaces from the outset. In fact, it is legally required that employers must not expose their employees to avoidable health risks. However, specific guidelines on what an ergonomic workplace should look like are not clearly defined, as each person’s body is different and requires individualized adjustments.
If you find that ergonomic adjustments would improve your work, talk directly to your employer and collaborate on a workplace optimization plan.

Workplace Design: Setting Up an Ergonomic Workspace

An ergonomic workplace is the first step to healthy and motivated working. It should be designed so that you can work without restrictions and with minimal strain from external factors. Ergonomic furniture can help reduce physical strain at a desk, while anti-fatigue mats can make prolonged standing easier.

If you want to set up an ergonomic workplace, make sure to tailor it to your individual needs. While there are general guidelines, adjustments should be genuinely beneficial to you.

Ergonomic Desk

Anyone who works at a desk for long periods should pay close attention to maintaining a healthy posture. An adjustable office desk is ideal for this purpose, allowing you to raise or lower the tabletop to a height that best suits your working position. Ideally, your forearms should rest at a slight angle above 90 degrees on the tabletop while you sit upright in your office chair. If you work extensively on a computer, adjust the desk height so that you can type comfortably on the keyboard without bending your wrists. The perfect complement to your height-adjustable desk is an ergonomic office chair. This combination ensures that you can work without suffering from tension and pain at the end of the day. For standing work, a standing aid provides dynamic standing support, reducing fatigue while keeping you energized.

Ergonomically Arranging Work Materials on Your Desk

An ergonomic office chair and a height-adjustable desk significantly improve your posture. However, to maximize the benefits, you should also arrange your work materials ergonomically on your desk. The goal is to avoid awkward body positions. Place your materials parallel and within easy reach to ensure both efficiency and comfort.

If you work with two monitors, you should follow the same guidelines that apply to working with a single screen. However, it is important that the two monitors are not placed too far apart but are slightly angled towards each other if possible. If you primarily use one of the two screens and only occasionally use the other, for example, to monitor incoming emails, it is also acceptable to position the second screen slightly to the side.

Positioning an Ergonomic Monitor

People who spend a lot of time working at a screen often complain about tired eyes, headaches, or neck tension. The connection is clear when considering ergonomics at a computer workstation: an improperly positioned monitor leads to poor posture, causing tension and pain. Additionally, a misaligned screen puts unnecessary strain on your eyes, making you feel fatigued and drained by the end of the workday.
Fortunately, this issue can be easily remedied. When setting up your workspace, ensure that your office chair, desk, and computer monitor are properly adjusted for you. You should be able to sit upright and comfortably look at the screen without having to stretch or tilt your head. Additionally, your monitor should be positioned directly in front of you rather than at an angle, as this can quickly lead to tension. The optimal viewing distance is between 50 and 70 cm. Also, ensure that no light reflections interfere with your screen visibility and that you can clearly see the text and images. If necessary, adjust the display settings. You should also be able to tilt your screen to achieve the most comfortable working position.

The correct distance to the screen is essential for comfortable working.

If you work with two monitors, you should follow the same guidelines as for a single screen. However, it is important that the two monitors are not placed too far apart but are slightly angled towards each other if possible. If you primarily work on one screen and only occasionally use the second—for example, to monitor incoming emails—it is also acceptable to position the second screen slightly to the side.

Ergonomics with a Laptop

Many people working from home or on the go prefer to use a laptop for their work. However, one thing should be said upfront: maintaining an ergonomic posture while using a laptop for long periods is nearly impossible. While a laptop is portable and convenient, it should not become the permanent center of your workstation. If you need to work on a laptop for a short time, there are some products that can help you maintain ergonomic posture. One such product is a laptop stand. It raises your laptop so you don’t have to lean forward to see the screen properly. To protect your wrists, it is also advisable to use an external keyboard and mouse. Over time, these adjustments can help prevent tension and joint pain, supporting your overall health.

Ergonomic Sitting - The Office Chair

When people think of workplace ergonomics, they often think first of ergonomic office chairs—and for good reason. Office workers spend most of their work hours sitting. Maintaining the wrong posture for extended periods can lead to long-term health issues.

For instance, if you do not sit on an ergonomically adjusted office chair, you may quickly adopt a slouched posture. This can cause muscle tension, leading to neck or back pain. In the worst cases, chronic pain or even a herniated disc can develop.

Prevent back pain by sitting correctly in your office chair.

An ergonomically adjustable office chair is an essential part of an ergonomic office setup. It should be height-adjustable and feature a flexible, adaptable backrest that provides reliable support by adjusting to your body. This actively promotes dynamic sitting, which involves regularly switching between:

• Forward Sitting Position:
  Here, you lean your upper body slightly forward, supporting yourself with your arms on the desk while your legs are slightly bent backward.
• Upright Sitting Position:
  As the name suggests, this position is upright and straight. Your legs should be at a 90-degree angle with your feet flat on the floor, and your arms should rest at a 90-degree angle on the desk. Ensure your legs are parallel and your feet are level with your knees.
• Reclined Sitting Position:
  This position is more relaxed, as your upper body leans back, almost as if you are "lying" in your office chair. Your legs should be stretched out at an angle on the floor.

When purchasing an office chair, ensure that it is ergonomic and supports dynamic sitting. The right chair will support your spine in all these sitting positions while providing reliable stability.

Ergonomic Office - The Workspace Environment

A good workplace should always be adapted to the worker, not the other way around. This also includes the design of your office space and work environment. An ergonomic office setup may involve not only your personal office but also designated quiet workrooms specifically designed for focused work without distractions like phone calls. In your own office, you can create a comfortable work environment by implementing an organizational system. Use the wide range of design options available to make your workspace enjoyable. This will help you stay motivated and approach your tasks with energy.

For organizational systems, you can use ergonomic office furniture such as cabinets or shelves. Depending on your system, this setup creates a dynamic work environment where you periodically get up from your desk to retrieve documents or materials. This helps prevent muscle tension and encourages a more active work routine.

Ergonomic Lighting

If you think workplace ergonomics is only about office chairs and height-adjustable desks, think again. Lighting conditions also significantly impact how well you work and how much strain you experience. To make your workspace as ergonomic as possible, you should also pay attention to suitable lighting. The best lighting for work is natural daylight. However, if you spend most of your time indoors under artificial light, ensure that your workspace is bright enough for clear visibility without causing glare.

Proper lighting in the workplace is crucial.

While working, your eyes should not be unnecessarily strained. Also, make sure there are no unnecessary reflections or glare—especially from your screen—and take breaks to get some daylight. Even a short walk in the sun can give you fresh energy for your next task.

Tips & Examples for Workplace Ergonomics

To work efficiently and productively, an ergonomic work environment is essential. This starts with the proper setup of your workspace and the use of ergonomically adjustable work materials. Before you begin your tasks, check whether your workstation is still suited to your needs. If necessary, adjust your equipment to ensure a comfortable and efficient working experience. Your workspace should always be adapted to you, not the other way around. Over time, your needs may change, or your workplace may require reconfiguration. Regularly assess whether everything is still set up optimally for you.

Movement, position changes, and proper equipment contribute to workplace ergonomics.

Principles & Behavioral Guidelines for Workplace Ergonomics

The key principles to consider when setting up an ergonomic workplace at a glance:

1. Adaptability:
   Your workplace should adapt to you, not the other way around. Your work materials and office furniture should support you in your tasks. If you notice that certain movements cause discomfort, it’s time to make adjustments.
2. Movement:
   Do not remain in the same posture for your entire workday. Regularly stretch your muscles with small exercises at your desk or by taking short walks to the break room.
3. Dynamics:
   Incorporate as much movement into your workday as possible and try to keep your tasks and associated movements varied. This keeps both your body and mind fit, giving you new energy and motivation for your work.

Ergonomic Sitting at the Desk

If you spend a lot of time sitting at a desk, it is essential to maintain a healthy posture and a good sitting position. Sitting for long periods without a break can quickly lead to an unhealthy posture, which can be harmful in the long run. To ensure ergonomic sitting in the workplace, you should first have the right office furniture. If your office chair is not height-adjustable, maintaining proper posture can be difficult: To sit correctly at a desk, your legs should form a 90-degree angle while using the entire seat surface of the office chair. Your chair is at the optimal height when your forearms rest comfortably at a 90-degree angle on the tabletop.

Always keep in mind the importance of active sitting, and change your position regularly to relax your muscles and prevent long-term strain. The book by Dr. Kelly Starrett, Glen Cordoza, and Juliet Starrett makes an important point: “Sitting is the New Smoking”. That’s why using ergonomic office furniture can help counteract the harmful effects of prolonged sitting and encourage you to listen to your body. Do you already feel slight discomfort in your back, frequently suffer from headaches, or experience persistent pain in your lower back, neck, or shoulders? If so, you should urgently reassess your sitting position and consider investing in an office chair that supports your spine and relieves your back.

Ergonomics & Desk Height

To work in a healthy posture, not only must your office chair be properly adjusted, but your desk should also be set at an appropriate height. To work optimally, your desk should be adjusted so that your forearms rest naturally at a 90-degree angle, allowing you to work comfortably while sitting or standing upright. If you work on a computer and type frequently or use work materials that are taller than the actual desk height at a standing workstation, use those as a reference for setting the optimal desk height. You should not have to lean forward unnecessarily while working, as this can strain your back and lead to long-term discomfort.

3 simple rules for workplace ergonomics

Ergonomic Tools in the Workplace

To support your work at the computer and protect your joints, there are several ergonomic tools that can significantly reduce the strain on your body. If you do a lot of typing, you might consider using an ergonomic keyboard. Unlike standard keyboard models, these are also height-adjustable and designed for ergonomic use. They support the natural posture of the hands and shoulders, helping to prevent tension over time.

The same applies to an ergonomic mouse. Whether you're right- or left-handed, an ergonomic mouse is designed to fit comfortably in your hand and support natural movement patterns. Even after hours of computer work, the risk of hand posture issues is significantly reduced, and strain on your wrist is minimized.

Ergonomic tools and regular stretching are beneficial for your posture

Additional support is provided by arm and wrist rests. These not only relieve muscle strain while sitting but also while standing, supporting the natural movement of your arms and hands. Maintaining a neutral position for your hands and arms helps prevent overextension and can reduce neck pain, among other issues. Of course, ergonomic tools are not only useful for preventing posture-related problems. Even if you already experience discomfort, these small tools can be a great relief. With the right equipment, you can sustainably alleviate pain caused by poor hand positioning.

Ergonomic Equipment & Health Insurance

Adapting your workplace ergonomically is always beneficial, though it can sometimes involve additional costs. Many employers are willing to cover these costs to ensure the well-being of their employees. If you want to use ergonomically adapted office furniture—such as in a home office—you may be eligible for support from your health insurance provider. This is especially relevant for people with pre-existing conditions, such as a herniated disc. In such cases, you can contact your health insurance company to apply for an ergonomic office chair. Typically, you will need a medical certificate (e.g., from your orthopedist) confirming that your condition limits your ability to work and that ergonomic office furniture can help you continue your job. If your application is approved, the cost of your new office chair may be partially subsidized or even fully covered by your health insurance.
It is best to contact your health insurance provider directly to learn about your options and the requirements for submitting an application.

Office Exercises: How to Prevent Tension

Most of your workday is spent in the same body posture, repeating specific movements. Whether in production, at a computer, or while standing, these repetitive movement patterns can put a significant strain on the body over time, quickly leading to muscle tension. This often results in pain, which can reduce motivation and enjoyment at work.

Regularly relaxing your muscles with small exercises can help prevent tension.

To give both your body and mind a break from routine, you can incorporate some movement into your workspace. While simply standing up from time to time and completing certain tasks—such as phone calls—while standing can already be beneficial, light exercises can also help loosen your muscles and boost your energy for upcoming tasks.

Exercises at the workplace

Of course, you can also do light fitness workouts using household items, such as beverage crates or a sofa, or incorporate short yoga exercises into your workday. The key is to integrate regular movement into your routine rather than exerting yourself once and then sitting stiffly for the rest of the day. Even small, non-strenuous exercises benefit your muscles and improve circulation—keeping you awake and enhancing concentration.

Workplace Ergonomics: Checklist

To give you a quick overview of our tips and tricks for an ergonomic workplace, we have put together a small checklist. No matter where you work, our checklist will help you create an ergonomic workstation and maintain energy and focus throughout your workday.

Checklist for an ergonomic workplace

Summary

Workplace ergonomics goes far beyond height-adjustable desks: it encompasses all aspects of work that should be adapted to suit your needs. This includes not only office furniture but also factors such as room climate, lighting, and noise reduction. Creating an ergonomic workplace means tailoring it to your individual requirements. Do not adapt yourself to your workspace; instead, shape your environment to meet your needs. This approach helps prevent long-term muscle tension and posture-related issues.
Ergonomic office furniture and strategic workspace design encourage natural movement patterns and introduce the necessary dynamics into your workday, helping to loosen your muscles and prevent you from remaining in a single unhealthy posture for too long.

The correct movements for your workplace at a glance

Ergonomic office chairs support your back, while height-adjustable desks encourage alternating between sitting and standing throughout the day. Additional ergonomic tools, such as mice, keyboards, and armrests, help relieve strain on your shoulder and neck muscles, promoting long-term health. Incorporating ergonomics into your daily work routine is simple. Even a short walk to the break room or taking a phone call while standing can help loosen your muscles. Additionally, ensure a good balance of movement by cycling to work or taking active breaks with small exercises in the office. An ergonomic workplace is not just important in office settings but also in fields such as assembly, production, and retail.

FAQ:

1. Why is workplace ergonomics important?
   Ergonomics plays a crucial role in the workplace. An ergonomically optimized workspace allows you to work more efficiently while reducing strain on your body. This leads to fewer health issues, enabling you to perform your job without limitations and maintain long-term job satisfaction.
2. What are the key principles of ergonomics?
   An ergonomic workplace is designed to meet your needs as an individual worker, rather than forcing you to adapt to it. This is the most fundamental principle of ergonomic work design. Since every body is different, there are no universal guidelines for ergonomic working conditions. However, the key goal is to ensure that you work in a posture that minimizes strain on your body. To achieve this, various ergonomic office furniture options—such as height-adjustable desks and office chairs—can significantly improve your work experience.
3. What are the employer’s responsibilities regarding ergonomics?
   By law, employers are required to provide working conditions that eliminate avoidable health risks for their employees. However, specific details on what an ergonomic workplace should look like are not strictly defined in regulations. This is because ergonomic workspace design must be customized to each individual worker. Since every body is different, ergonomic workstations can also vary. To support their employees, many employers provide height-adjustable desks and office chairs that can be customized to individual needs.
4. What does workplace ergonomics mean?
   Workplace ergonomics primarily means that your workstation is adjusted to fit you, making your work easier. It involves much more than just a height-adjustable desk. In addition to office furniture, factors such as lighting, noise levels, and varied work processes are also crucial. To avoid spending the entire workday in a single posture—which can quickly lead to tension and pain—it is best to introduce variations in body positioning and schedule adequate breaks. Short movement exercises can help you recharge and refocus on your tasks.