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The Importance of Office Ergonomics

By  Utica National Risk Management Team  ·    |   2 minute read

Office ergonomics centers on designing workspaces and tasks to promote comfort, safety, and efficiency for all employees, emphasizing the adaptation of equipment and environments to support well-being and reduce health risks. In addition to standard ergonomic practices, organizations may provide specific accommodations, in accordance with the Americans with Disabilities Act (ADA), tailored to individual needs on a case-by-case basis to ensure an inclusive and accessible workplace.


Why Ergonomics Matters

Improved Health & Comfort

Government agencies such as the Occupational Safety and Health Administration (OSHA), the National Institute for Occupational Safety and Health (NIOSH), and state safety departments highlight that good ergonomic design reduces the risk of:

  • Musculoskeletal disorders (MSDs) including back pain, tendonitis, and carpal tunnel syndrome.
  • Eye and neck strain by aligning monitors at appropriate height and distance.
  • Fatigue caused by awkward postures or repetitive motions.

Maintaining neutral body postures – where the spine, shoulders, elbows, hips, and wrists remain aligned – is consistently recommended to reduce strain.

Increased Productivity

Ergonomically designed workstations help employees work more efficiently because:

  • Reduced discomfort means fewer interruptions and better concentration.
  • Improved workstation layout ensures frequently used items are within easy reach, minimizing unnecessary movement.

Lower Absenteeism and Healthcare Costs

OSHA notes that MSDs are among the most common causes of lost or restricted work time. By reducing ergonomic risks, organizations can significantly decrease:

  • Work-related injuries and time away from work.
  • Medical costs associated with treating repetitive strain-related injuries.


How to Set Up an Ergonomic Workstation

Chair

  • Adjust seat height so feet are fully supported on the floor or a footrest.
  • Hips and knees should be at approximately 90 degrees.
  • Backrest should provide lumbar support; add a cushion, if needed.

Desk & Keyboard

  • Keyboard and mouse should be at elbow height with elbows relaxed and close to the torso.
  • Keep wrists in a straight, neutral position. Place frequently used items within easy reach.

Monitor

  • Position the monitor directly in front of the user, about arm’s length away.
  • The top of the screen should be at or slightly below eye level.
  • Reduce glare by adjusting tilt or lighting.

Posture & Movement

  • Sit with shoulders relaxed, arms close to the body, and back supported.
  • Avoid leaning forward or sitting in static positions for long periods.
  • NIOSH recommends taking mini-breaks every hour to reduce discomfort and enhance well‑being.

Lighting & Environment

  • Position screens perpendicular to windows to reduce glare.
  • Maintain appropriate temperature, airflow, noise control, and lighting quality.

General ergonomic guidance consistently reinforces the same principle: workstations should be adapted to the worker – not the other way around.

Implementing recommended ergonomic practices can help improve comfort, reduce injury risk, and support long‑term employee well‑being. These tips help provide clear, practical steps to make it achievable.

 

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