by Niamh Pentony, Ergonomist and Director at Boyne Ergonomics
As an employer, you invest significant resources into attracting top talent, ensuring workplace safety, and fostering a culture of well-being. Yet, one critical factor is often overlooked in these efforts—workplace ergonomics. All too often I am brought into a business to address an issue that has already caused, or contributed to, employee discomfort or absence. Taking a proactive approach to workplace ergonomics can help identify and address key risk factors before they result in loss of productivity and employee absence. Integrating ergonomics into your employee onboarding, health and safety protocols, and wellness initiatives is not just a nice-to-have; it’s a business necessity.
The Cost of Ignoring Ergonomics
Musculoskeletal disorders (MSDs) are a widespread and costly issue, affecting workers across all industries and job types. These conditions, including back pain, repetitive strain injuries, and carpal tunnel syndrome, are among the leading causes of work absences and long-term disability. In fact, nearly half (46%) of European workers report back pain, while 43% experience discomfort in their shoulders, neck, or upper limbs. MSDs are responsible for 40% of all recognized occupational diseases in the EU and account for 50% of work absences lasting more than three days. The HSA’s Annual Review of Workplace Injuries, Illnesses and Fatalities 2022- 2023, reported that the back was the most injured body part for workers in 2023, accounting for 19% of non-fatal incidents.
The impact extends beyond the workplace—chronic pain leads to reduced quality of life, financial hardship, and psychological distress for affected workers and their families. Alarmingly, of those who remain off work for more than six months, fewer than half ever return, highlighting the long-term economic and social consequences. As life expectancy increases, the prevalence of these conditions is set to rise, making proactive prevention and workplace ergonomics more critical than ever.
A proactive approach to ergonomics can significantly reduce absenteeism, improve employee retention, and enhance overall workplace efficiency. But where should ergonomics fit into your organisational strategy? Let’s explore three key areas where it should be embedded.
Integrating Ergonomics in Your Business
1. Ergonomics in Employee Onboarding
From day one, new employees should be introduced to ergonomic best practices for all tasks. A structured onboarding process that includes DSE (Display Screen Equipment) training, workstation assessments, manual handling training and posture guidance ensures that employees start on the right foot.
Why This Matters:
- New hires are often eager to impress and may overlook discomfort or poor workstation setup, leading to long-term issues.
- Early education fosters a culture of self-care and responsibility for ergonomic health.
- Employees who feel physically comfortable while completing their tasks are more engaged and productive.
Implementation Tips:
- Provide an ergonomic checklist as part of the onboarding materials, including information on proper chair adjustment, screen positioning, and desk setup.
- Conduct an ergonomic workstation assessment within the first few weeks of employment to identify any risk factors and make necessary adjustments.
- Include manual handling, and task specific training for all new employees.
- Offer brief but impactful training sessions, such as short video tutorials or interactive webinars, on posture, screen positioning, and desk setup.
- Encourage employees to take ownership of their ergonomic well-being by providing self-assessment tools and guidelines they can follow independently.
- Ensure all new employees are aware of the reporting process for faulty equipment, injuries and issues.
2. Ergonomics in Health & Safety Policies
Health and safety policies must go beyond compliance with basic regulations; they should actively protect employees from preventable injuries by considering the abilities and individual needs of the employees completing the tasks. Remember, one size does not fit all and a compliant work area does not always mean it is the best fit for the employee. Ergonomics should be a core component of your risk assessment procedures, ensuring workspaces are designed to minimize strain and discomfort.
Why This Matters:
- Failure to address ergonomic risks can lead to workplace injuries, compensation claims, employee turnover and regulatory penalties, ultimately increasing business costs.
- A well-designed ergonomic programme reduces risk factors such as adverse postures, excessive force, static postures, contact stress and repetitive motion injuries, helping to prevent long-term employee health issues.
- Investing in ergonomics demonstrates corporate responsibility and a commitment to employee well-being, which can strengthen your employer brand and attract top talent.
Implementation Tips:
- Include ergonomic assessments as a mandatory component of regular health and safety audits.
- Provide adjustable desks, chairs, and monitor stands to accommodate different body types and work styles, ensuring optimal comfort for every employee.
- Include the employees in the task / work area design and equipment selection process to ensure the right decisions are made for those completing the tasks.
- Implement an easy-to-access reporting system where employees can raise ergonomic concerns and request necessary adjustments to their workstation.
- Train managers and team leaders to recognise early signs of discomfort and address ergonomic concerns proactively to prevent issues from escalating.
3. Ergonomics in Workplace Wellness Programmes
Wellness initiatives often focus on mental health, fitness, and nutrition—but ergonomic health is just as crucial. Discomfort and pain caused by poor workstation setup can lead to stress, decreased focus, and even long-term chronic conditions.
Why This Matters:
- Employees experiencing discomfort are less likely to stay engaged and more likely to take sick leave, impacting overall team performance.
- A comfortable work environment supports mental clarity, reducing workplace stress and helping employees maintain focus throughout the day.
- An investment in ergonomic wellness translates to higher productivity, improved employee satisfaction, and lower healthcare costs for the organisation.
Implementation Tips:
- Host ‘Ergonomics Awareness’ days with interactive workshops and posture coaching, where employees can learn from experts and apply best practices in real time.
- Provide access to online resources, such as instructional videos, infographics, and ergonomic self-assessment tools, to empower employees to take charge of their well-being.
- Encourage movement breaks and dynamic working practices, such as alternating between sitting and standing using sit-stand desks and task rotation, promoting better circulation and reducing fatigue.
- Incorporate ergonomic-friendly work habits into wellness challenges, such as reminders to stretch every hour or posture check-ins throughout the day.
The Business Case for Proactive Ergonomics
The return on investment for workplace ergonomics is undeniable. Studies have shown a ROI of between 3:1 and 15:1 for companies that invest in ergonomic programmes for the employees, in reduced absenteeism, improved productivity, and lower compensation claims.
Beyond financial savings, a well-implemented ergonomic programme fosters a positive work culture, enhances employee loyalty, and positions your company as an employer that truly values its workforce. Employees who feel physically well-supported are more likely to remain with the company, reducing turnover and associated recruitment costs.
As an employer, prioritising ergonomics is not just about compliance—it’s about creating a healthier, more resilient workforce. By embedding ergonomics into your onboarding, health and safety policies, and wellness initiatives, you demonstrate a genuine commitment to employee well-being while protecting your organisation from preventable risks.
By positioning ergonomics as a strategic business investment, you can future-proof your workforce, enhance employee satisfaction, and strengthen your company’s reputation as an employer of choice. Don’t wait for discomfort to become a problem—act now and make workplace ergonomics an integral part of your organisational success.
References
HSA Annual Review of Workplace Injuries, Illnesses and Fatalities 2022 – 2023
About the author
Niamh has been working in the area of workplace ergonomics since 2009, specialising in assessing and adapting workstations to reduce pain and discomfort, having completed a Masters in Applied Ergonomics from the University of Nottingham.
In June 2019 Niamh launched Boyne Ergonomics, an independent ergonomics consultancy company that specialises in virtual and onsite DSE Risk Assessments and workplace Ergonomic Risk Assessments. Niamh works with employers in corporate, industrial and educational settings to ensure their employees can work safely and efficiently, whether it is an employee returning from absence, an employee reporting pain at work, an employee with additional needs or a general preventative review of current workstations.
Since April 2020, Niamh has been working with employers in to ensure their home-based employees have the appropriate education, equipment and set-up to reduce their risk of musculoskeletal injury, eye strain and stress.
Niamh is a member of the Irish Human Factors & Ergonomics Society and the Chartered Institute of Ergonomics and Human Factors.
