Supporting Healthy Office Ergonomics

I recently assisted some employees in their return to office work after an absence.  In helping leadership navigate the many factors to a successful return, I started thinking about Roger’s diffusion of innovation (https://en.wikipedia.org/wiki/Technology_adoption_life_cycle).  I was inspired to adapt this concept to help represent the different levels of intervention that an organization could put in place to support their employees with healthy office work.  There are 6 stages in my model.  

General Ergonomic Principles (Stages 1, 2 & 3).

The first 3 stages (as seen in the image at right) should provide enough support for most employees to manage their own set-up and maintain productivity.  

Stage 1.  For some employees, no intervention is needed.  They have the necessary stature, work tasks, healthy habits, and current function that allows them to make the best of whatever basic office set-up is available.

Stage 2.  For others, they will need a setup that meets basic ergonomic guidelines to ensure it matches their needs.  For around 90% of the healthy population - a good ergonomic, one-size-fits-all chair will work.  With some simple accessories these users should be able to access their keyboard, mouse and monitor while maintaining healthy postures.

Stage 3.  Even with standard ergonomic equipment, many employees will need access to training so they can learn how to adjust their furniture to fit their stature and work style.

Depending on the quality of the ergonomic equipment and the relevance of the training, many (and maybe most) employees will be able to maintain productivity and use healthy habits.  However, there is likely up to half of your employees that need additional support to stay healthy. 

Personalized Intervention (Stages 4 & 5).

A large proportion of employees will require some individualized support beyond the basics of ergonomic equipment and general guidance.  Standard equipment and education do not cover all possibilities, especially for those who (a) aren’t of ‘average size’, (b) cannot adjust their equipment to meet their needs, (c) have not established healthy habits or (d) are unable to be productive away from their computer.

Stage 4.  For employees that struggle with their ergonomic setup, consultation with an expert in office ergonomics can be beneficial.  This may include direction on specific adjustments with available equipment or recommendations for alternate devices.

Stage 5.  Even with an individualized ergonomic setup, some individuals will need coaching on specific healthy habits to maintain productivity and function.  For example, all employees should be able to sit into the back of their chair with shoulders against the backrest.

All 5 stages discussed so far fall within ergonomics - although coaching on healthy habits may not fit everyone’s strict definition of “fitting the work to the worker”.  Even with all the recommended prevention pieces in place, there is still a sizable portion of the office workforce that is dealing with discomfort, pain or injury and requires something more.

Beyond Ergonomics (Stages 5 & 6).

What can we do when ergonomics doesn't resolve the employee's concerns?

Stage 5 (revisited).  Many office ergonomics programs overlook the importance of reinforcing healthy sitting positions and regular movement.  Within the boundaries of a safe workstation setup, employees need the training, skills and coaching to maintain healthy habits.

Stage 6.  My experience has shown that few employers have a robust process for addressing employee concerns when ergonomics is not the solution.  Ergonomists know the frustration of chasing employee discomfort with specialized equipment.  At some point, there needs to be a solution for employees whose functional limitations mean they are unable to be productive with an ergonomic office setup.

If you are responsible for the health, safety and wellbeing of your office employees, I would encourage you to ensure that your process addresses all 6 stages.