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The importance of employee comfort and contentment at their workstation cannot be over-emphasised. For employers, there are many factors to think about concerning the basic needs of staff in this respect, and it is also vital to ensure that all personnel are working in an environment that complies with health and safety guidelines.

The key thing to remember for employers is that a focus on workplace comfort and health and safety will lead to enhanced productivity, which can only spell good news for a business.

So, what exactly is involved in achieving a contented workforce? How do you create the ultimate in comfort for your staff, and ensure their health and safety during the working day? The answer is, ‘ergonomics'.

An ergonomic workspace is designed to boost comfort and reduce injuries such as musculoskeletal disorders including back, neck and arm pain as well as to prevent headaches and eye strain. The benefits of getting it right are many; the dangers of getting it wrong are very risky indeed and could lead to low morale, increased sickness absence and reduced efficiency.

‘Ergonomic’ – what does it mean?

Ergonomic means, ‘relating to or designed for efficiency and comfort in the working environment.' When it comes to office furniture and desk space, ergonomic literally means, ‘to fit the needs of the user'. In other words, equipment that is comfortable and adjustable to suit the individual needs of the person using it.

Employees who feel comfortable at their desks will carry out their tasks efficiently without having to keep stopping to make adjustments to how they are sitting. They will be able to reach and view things within their workstation without the need for straining. Ergonomically designed workstations, and office furniture and accessories, help greatly with this.

The dangers of an un-ergonomic workstation

When someone is working in an environment with barriers to productivity, the whole organisation can suffer. For example, a monitor that is positioned in such a way that the user cannot see it without straining or turning; a chair that is too low and prevents the member of staff accessing their workstation tools without a struggle; anything like this will slow the worker down, and could lead to tension and pain in the neck, arms and back as well as headaches and repetitive strain injuries. Such health issues can lead to lost working days: an expensive issue for employers.

Musculoskeletal disorders, or MSDs, contribute significantly to workplace ill health and account for around 9.5 million lost working days. The Health and Safety Executive (HSE) runs campaigns with the core aim of resolving the problem.

Making sure workstations do not put staff at risk of suffering MSDs is essential, and ergonomics play a vital role in this. In addition, demonstrating to staff that you are genuinely concerned as to their comfort in the workplace makes them feel valued, which in turn boosts morale and loyalty.

Ergonomic office furniture

As mentioned, ergonomic workspaces can be defined comfortable and adjustable to the specific needs of an individual. Flexibility is therefore key.

Desks, chairs, monitors and other workstation features all need to be fully adjustable to promote the ultimate comfort of the user. Bear in mind that no two workers are the same. People vary in size and stature; some have disabilities and others have personal preferences as to how they like to work. Some may have temporary conditions that affect their comfort, for example workers who are pregnant or carrying an injury. In other words, everyone is unique, which is why ergonomically designed office furniture and accessories are so important.

The ability to adjust a workstation to suit needs and preferences has a direct impact on motivation, mood and productivity. So, how to achieve an ergonomic workstation?

Creating an ergonomic workstation

There are two main elements of an ergonomic workstation, these being the chair and the desk. In addition, there are other features that assist with comfort and efficiency, such as adjustable monitor arms and stands; laptop stands; footrests and accessible storage.

To achieve the ultimate in comfort, a user will want to adjust the desk to suit their height and preference for working. Some people like to work standing, and in fact there are proven health benefits to doing so. Wheelchair users will have different requirements. Height adjustable desks are widely available and offer excellent flexibility. Costs vary, and the value of such an investment must of course be weighed up before proceeding.

Office chairs that do not offer much in the way of adjustability are again not to be considered ergonomic. What can be classed as ergonomic however are chairs that adjust in a variety of ways. Ergonomic desk chairs offer a range of movement: seat height can of course be changed, but also the back of the chair can be manoeuvred to support an individual's neck and back. Ergonomic chairs usually include removable armrests so the user can decide on their preference. There is also the opportunity to recline the chair over several points; perfect for those who wish to take breaks and change position regularly, which should always be encouraged.

Workstation accessories such as footrests and monitor arms assist both with comfort and posture. For workers who use laptops, providing a stand and an external mouse will help to prevent neck and arm pain and again, assist with posture correction. Accessories like these all contribute towards the creation of an ergonomic workstation.

Workstation Assessments

Remember that workstation assessments are required under the Health and Safety (Display Screen Equipment) Regulations. Aside from complying with the Regulations, these assessments offer the opportunity for employees to consider their workstation comfort, and for employers there is the chance to help their staff achieve the most comfortable working position.

To discover how PMR Solutions can assist with your obligations concerning display screen equipment, please visit our Workstation Health & Safety page.