IOSH
Smart ergonomics: creating environments fit for work
Practical guidance for safer, healthier workplace design
This resource explains why ergonomic practice matters, outlines common risk factors like poor posture and repetitive tasks, and offers simple steps to reduce strain in any workplace.
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. Here are some examples.
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Poor posture at workstation or desk
Impact on health: muscle and joint pain in the back, neck and shoulders, eye strain and headaches.
Common examples: slouching, leaning towards a screen, or stooping over a desk or workstation.
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Incorrect lifting techniques
Impact on health: back injuries, muscle strains and hernias.
Common examples: lifting heavy loads, bending at the waist instead of the knees, or holding loads away from the body.
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Static and awkward postures
Impact on health: poor circulation, fatigue and muscle stiffness.
Common examples: standing or sitting for long periods without changing position.
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Repetitive movements
Impact on health: repetitive strain injuries (RSIs), carpal tunnel syndrome, tennis elbow and trigger finger.
Common examples: incorrect mouse use, assembly line tasks, barcode scanning or repetitive painting.
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Vibration from equipment
Impact on health: hand–arm vibration syndrome (HAVS), carpal tunnel syndrome and circulation problems such as white finger.
Common examples: regular use of vibrating tools or equipment, including exposure to whole‑body vibration.
Practical tips
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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.
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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.
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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.
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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.
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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.
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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.
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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: a production line
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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.
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Investigation
The occupational safety and health team investigated the issue and found that workers spent their entire shift repeating the same task.
The task was removing biscuits from a moving conveyor belt and placing them into boxes for packaging. Work continued all day, apart from one 30‑minute lunch break and two short tea breaks.
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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.
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Solution
Task rotation was introduced so workers swapped sides after each break to spread the physical strain more evenly across the body. Adjustable stools allowed them to change their working height and reduce the need to stretch.
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Result
These changes helped reduce discomfort and prevented further injuries.
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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
Summary
- 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.
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.
Frequently asked questions
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What are the most common signs that my workstation isn’t set up correctly?
People often notice discomfort such as back, neck or shoulder pain, eye strain, headaches or general fatigue when their workstation isn’t supporting good posture. These issues can develop gradually if the set‑up isn’t properly adjusted.
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How can I reduce the risk of musculoskeletal problems at work?
Simple changes help, such as adjusting chair and screen height, keeping a neutral posture, taking regular breaks and using tools designed to reduce strain. Good task design and realistic workloads are also essential.
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What’s the right way to lift and carry items safely?
Safe lifting involves bending your knees instead of your back, keeping loads close to the body, avoiding twisting and using mechanical aids or help from others for heavier items.
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How often should I take breaks to avoid strain or fatigue?
Short, frequent breaks are recommended – ideally every 30–60 minutes – to relieve static tension, promote circulation and help you stay focused.
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Who is responsible for improving ergonomics in the workplace?
Both employers and employees share responsibility. Employers should provide suitable equipment, training and task design, while employees should report discomfort early, adjust their set‑up and follow healthy work habits.
