Smart ergonomics: Creating environments fit for work

In this resource

• Basics of ergonomics
• Principles for ways of working
• Practical steps to make work fit for people
• Checklist to create safer, more comfortable workplaces
• Key takeaways

What is ergonomics?

Ergonomics is about making work fit the person, not forcing the person to fit the work. It involves designing tools, equipment and workplaces to be comfortable, safe and easy to use. Good ergonomics help prevent injuries and support wellbeing and productivity.

Ergonomics covers all aspects of work – from office set‑ups to production lines, access to emergency equipment and the design of tools workers use.

Why ergonomics matters

Poor ergonomics can cause people to lose focus and make mistakes. It also reduces comfort and wellbeing, leading to increased absences and lower productivity for organisations.

Common ergonomic mistakes

Often called risk factors, common ergonomic mistakes can become routine and difficult to change. Over time, they may lead to musculoskeletal problems. Examples are outlined below.

(For managing these risks, see the Preventing musculoskeletal disorders: practical information for workplace health resource.)

Ergonomic Fault	Health outcomes	Examples
Poor posture at workstation or desk	muscle and joint pain (back, neck, shoulders); eye strain; headaches	slouching; leaning toward the screen; stooping over a workstation
Incorrect lifting techniques	back injuries; muscle strains; hernias	lifting loads that are too heavy; bending at the waist instead of the knees; holding loads away from the body
Static and awkward postures	circulation issues; fatigue; muscle stiffness	prolonged standing; prolonged sitting
Repetitive movements	repetitive strain injuries (RSIs); carpal tunnel syndrome; tennis elbow; trigger finger	incorrect mouse use; assembly line work; barcode scanning; painting
Vibration of equipment	hand–arm vibration syndrome (HAVS); carpal tunnel syndrome; circulatory issues such as “white finger”; whole‑body vibration	jackhammers; drills; forklifts or tractors with poor suspension; angle grinders

Practical tips to create ergonomically safe workspaces

Keep a neutral posture

Maintain a natural, relaxed posture where joints are aligned and muscles aren’t strained – for example, back straight, shoulders relaxed, elbows close to the body and feet flat on the floor.

Work within your comfort zone

Work in a range of positions that feel natural without excessive reaching or twisting. At a desk, your arms should move easily without overstretching.

Use correct lifting and carrying techniques

Bend your knees – not your back – keep loads close, avoid twisting and use assistance or mechanical aids when needed.

Encourage movement and breaks

Take short, regular breaks to relieve static tension and promote circulation. Aim for movement every 30–60 minutes and vary tasks when possible.

Use the right tools and equipment

Adjust the workspace to fit the worker. This includes chair height, desk height and reach distance. Use ergonomically designed tools with padded grips and lightweight materials.

Follow good work organisation principles

Good work organisation reduces risk by addressing poor task design, excessive workloads, limited control and boredom. Avoid rushing, spread heavy tasks throughout the day and allow workers autonomy where possible.

Listen to your body

Stop any activity that causes pain or strain. Report issues early so adjustments can be made before symptoms worsen.

Case Study: Reducing Neck and Shoulder Pain on a Production Line

Problem:

Workers on a confectionery production line were complaining of neck and shoulder pain to the occupational health nurse. Most of those affected worked on the same line, so the nurse raised the issue at the monthly health and safety meeting.

Investigation:

The OSH team looked into the problem and found that workers spent their entire shift doing the same task:

• Removing biscuits from a moving conveyor belt.
• Placing them into boxes for packaging.

This was repeated all day, with only one 30‑minute lunch break and two short tea breaks.

How the pain was caused:

The same muscles were used repeatedly, causing strain. Some workers also had to stretch to reach the biscuits because of height differences, adding extra stress.

Solution:

• Task Rotation: Workers swapped sides after each break to spread the strain between both sides of the body.
• Adjustable Stools: These allowed workers to change their working height, reducing the need to stretch.

Result:

These changes helped reduce discomfort and prevented further injuries.

Checklist for employers and employees

• Check workstation set‑up – chairs and desks should be adjustable. 
• Ensure good posture and comfort – use anti‑fatigue mats or footrests for standing work. 
• Ensure equipment and tools are appropriate for the task. 
• Design tasks to reduce repetition and allow realistic workloads. 
• Encourage breaks and movement – provide guidance on healthy work habits. 
• Provide training and raise awareness of ergonomic risks. 
• Build a supportive culture – encourage early reporting of discomfort. 
• Check lighting, ventilation and temperature. 
• Review ergonomic assessments regularly and act on feedback.

Key takeaways

• Ergonomics means fitting work to the person through thoughtful design. 
• Good ergonomics improve health and productivity, while poor ergonomics can lead to mistakes and long‑term health issues. 
• Common risk factors include poor posture, incorrect lifting, repetitive movements and vibration exposure. 
• Simple adjustments – such as chair height, screen position, regular breaks and ergonomic tool choices – help prevent fatigue and musculoskeletal problems. 
• Employers and employees share responsibility for creating ergonomic workplaces.

Summary

Ergonomics protects health and improves productivity. Small adjustments to the design of workspaces and working habits can prevent pain, reduce fatigue and help people stay focused and present at work.

Take your knowledge further

Recommended IOSH training

• Working Safely – basic awareness for all workers 
• Managing Safely – includes ergonomics principles 
• IOSH Managing Safely Refresher – maintain current knowledge