Small Adjustments, Big Impact: The Importance of Workplace Ergonomics
If you’ve ever wrapped up a workday with a stiff neck, aching back, or sore wrists, you’re not alone. Since the shift to hybrid and remote work, many of us are spending more time than ever sitting in front of a computer. While advances in technology and working-from-home can certainly have their perks, long hours in poorly set up workspaces can also take a serious toll on our bodies.
The good news? Much of this discomfort is preventable. With just a few small adjustments to your workstation and daily habits, you can protect your body and boost your energy levels throughout the day.
In this post, we’ll break down why workplace ergonomics matter, how to optimize your workstation, and what both individuals and workplaces can do to support better physical health at work.
Why Ergonomics Matter
At its core, ergonomics is the science of designing your work environment to fit you - not the other way around [1]. A significant factor in a ‘good fit’ is supporting your body’s natural movements and minimizing physical strain while you work.
Without proper ergonomics, repetitive movements and static postures (like hunching over a laptop all day) can contribute to a range of common issues, including [1]:
Neck and shoulder pain from forward head posture and muscle tension
Lower back pain from prolonged sitting and slouched posture
Wrist and hand pain from poor keyboard or mouse positioning
Headaches from screen glare, eye strain, and sustained forward head posture
Even though these issues are all too common among working adults, research shows that simple ergonomic adjustments can significantly lower the risk of discomfort and musculoskeletal disorders [2]. A better setup can also help reduce fatigue, improve focus, and increase productivity [3]. In other words, when your body feels supported, it’s easier to stay engaged and energized throughout the day.
How to Set Up your Workstation
Think of your workstation like a puzzle; each piece should be working together to support your body [1,3].
Monitor: The top of your screen should be at or just below eye level. Keep your main screen directly in front of you to avoid neck rotation.
Keyboard and Mouse: Both should sit at elbow height and close enough that your arms stay relaxed by your sides.
Chair: Look for lumbar support and adjust the height so your feet are flat on the floor (or on a footrest). Your knees and hips should be at 90-degree angles.
Desk: Make sure there’s enough clearance for your knees and thighs. If possible, consider using a sit-stand desk (even standing for 10 minutes every hour can help!).
Beyond the basics, additional tools can also make a big difference in reducing strain and promoting better alignment throughout the day. Whether it’s a laptop stand, external keyboard, ergonomic mouse, or a simple headset, small equipment changes can help support your body and make your workday more comfortable and sustainable [1,3].
The Importance of Posture
A well-designed workstation gives your body a good starting point, but how you sit and move throughout the day matters just as much. Prolonged poor posture can lead to the same type of strain that workplace ergonomics is designed to prevent. When your body isn’t well-supported, your muscles and ligaments work overtime to keep you upright. This extra strain can cause discomfort over time [3,4].
Instead of aiming for “perfect” posture, focus on finding a neutral posture where your joints are stacked and your muscles aren’t doing unnecessary work [1,4]:
Keep your ears in line with your shoulders
Avoid slouching or leaning heavily to one side
Switch leg positions regularly and avoid sitting with crossed legs for long periods
Pay attention to discomfort; if a position starts to feel uncomfortable, it’s time to move
Keep Your Body Moving at Work
Even with a great setup and good posture, your body isn’t meant to stay still for hours at a time. Movement is just as important as positioning [1,3]. Physiotherapists recommend changing positions at least every 30 to 60 minutes, and take short standing or walking breaks throughout the day. Regular stretching can also help relieve muscle tension and improve circulation [1,4].
If you’re not sure where to start, here are 3 easy seated exercises to try at your desk:
Upper Trap Stretch: Tilt your head to one side while keeping your shoulders relaxed. You can deepen the stretch by anchoring your hand under your seat or gently applying pressure to your head with the opposite hand. Hold for 10 to 20 seconds, then switch sides.
Seated Thoracic Twist: Sit tall and place one hand on the opposite knee. Gently rotate your upper body toward that side. Hold for 10 to 20 seconds, then switch sides.
Pelvic Tilts: Sit tall and gently rock your pelvis forward (arching your lower back slightly), then backward (rounding your lower back). Repeat this movement slowly for about 10 repetitions.
What can workplaces do?
While individuals can take steps to protect their bodies, workplaces also play an essential role in supporting employee well-being through workplace ergonomics. High-stress environments often lead to increased muscle tension and physical discomfort. Creating a balanced and supportive work culture can help prevent long-term issues [3]. A few ways organizations can help:
Provide education and training on ergonomics
Encourage early reporting of discomfort to prevent more serious injuries
Offer proper ergonomic equipment in the office
Support remote and hybrid employees in setting up effective at-home workstations
Promote a workplace culture that values employee wellness and comfort
Overall, investing in ergonomics is an investment in both productivity and long-term employee health.
Final Thoughts
Workplace ergonomics is about making small, intentional changes that add up over time. By paying attention to your setup, positioning, and movement, you can help prevent discomfort and stay focused and energized throughout the day. Whether you’re working from home, in the office, or somewhere in between, supporting your body at work is one of the simplest ways to invest in your long-term well-being. If you’re experiencing ongoing pain, numbness, or discomfort - or if you’d like help setting up your workspace - connecting with a physiotherapist can help.
This blog post was written in collaboration with Katy van’tSchip (MPT) and Baseline Health & Wellness, a multidisciplinary clinic with locations in Vancouver and Burnaby. Their team of chiropractors, physiotherapists, registered massage therapists, acupuncturists, and kinesiologists offers a wide range of services, including chiropractic care, physiotherapy, massage therapy, acupuncture, and active rehabilitation. Baseline Health & Wellness is committed to providing personalized, evidence-based care to help individuals manage pain, recover from injuries, and achieve their wellness goals. Learn more or book online by visiting their website, and follow along Katy’s Instagram for more tips, exercises, and evidence-based information.
At WellIntel, we believe workplace wellness should be both evidence-based and practical. That’s why we offer tailored, expert-led talks and workshops on topics like stress management, mental health, optimizing performance, and burnout prevention. Interested in bringing high-quality wellness education sessions to your team? Visit our homepage to learn more.
Written by:
Katy van'tSchip (MPT), Registered Physiotherapist at Baseline Health & Wellness
Rachel Mallinson (BSc.), WellIntel Coordinator
References:
[1] Canadian Centre for Occupational Health and Safety (CCOHS). (n.d.). Ergonomics. Retrieved from https://www.ccohs.ca/topics/hazards/ergonomic/
[2] Mahmud, N., Kenny, D. T., Md Zein, R., & Hassan, S. N. (2015). The effects of office ergonomic training on musculoskeletal complaints, sickness absence, and psychological well-being: A cluster randomized control trial. Asia-Pacific Journal of Public Health, 27(2), 1652–1668. https://doi.org/10.1177/1010539511419199
[3] Occupational Safety and Health Administration (OSHA). (n.d.). Computer Workstations eTool. Retrieved from https://www.osha.gov/etools/computer-workstations
[4] National Spine Health Foundation. (2024). Spine Health: Posture and Workplace Ergonomics. Retrieved from https://spinehealth.org/article/spine-posture-workplace-ergonomics/