Time to switch

Loraine Perkins, Owner and Co-Founder of DSE Assessments with advice on ensuring good ergonomics across every environment

Workplace flexibility is no longer a trend, it’s a permanent shift in how we work. Employees are no longer confined to a desk in a single office. In a typical week, one person might use a laptop at home, a desktop at a hot desk, a tablet in a client meeting, and their phone in transit.

While the hybrid era has unlocked greater freedom and autonomy, it has also made maintaining ergonomic best practices far more complex. And when comfort is overlooked, so is wellbeing.

Inconsistent setups can contribute to musculoskeletal issues such as neck pain, back discomfort, and repetitive strain injuries (RSIs). According to the HSE, Musculoskeletal Disorders (MSDs) account for 32 per cent of all work-related ill health in the UK, and with more people working flexibly than ever, it’s a figure that’s likely to rise. Ergonomics now needs to be as agile as the modern worker.

Facilities managers and Health & Safety teams must move away from a location-based approach and instead consider how employees interact with technology in all places of work – from formal offices, hot desks, collaborative areas, quiet office pods, working from home, business travel, hotel rooms and lobbies, cafés, client sites – the list goes on.

MULTI-DEVICE ERGONOMICS

Here’s how to help your team stay safe and comfortable across any environment:

EMPOWER WITH EDUCATION
Posture principles can be transferred across devices and locations to some degree. Most discomfort comes from a lack of awareness, not a lack of resources. Provide employees with basic ergonomic training tailored to varying locations and devices. This should include:

• Highlighting the risks associated with poor posture.
• The importance of regular movement, stretching, and microbreaks.
• The recommended posture for an office/home desk, including hot desking.
• Tips to improve posture when using a laptop away from the office.
• Improving screen height and wrist positions when using a tablet and smartphone.

Tips for making the most of what is available, for example, a box or books to raise the screen or cushion/s to improve back support and/or sitting height to improve upper limb posture.

OFFER LIGHTWEIGHT, PORTABLE EQUIPMENT
Issue employees with a portable ergonomic accessories bundle that can make a big difference to create a safer, more comfortable set up. Here are some examples:

• A compact, foldable laptop stand (or tablet stand).
• A lightweight external keyboard and mouse.
• A small portable footrest.
• Portable lumbar support.
• A suitable backpack. This may not be as aesthetically pleasing but is considered better for posture.

DESIGN FOR ADAPTABILITY
Back in the office, invest in hot-desking areas that are easily adjustable. This includes:

• Clear signage or short guides at each hot desk can prompt users to check and adjust their setup before they dive into their work.
• Fully adjustable chairs that can be adjusted to suit an individual’s needs.
• Footrests should be available if needed.
• Height adjustable monitors, stands, or monitor arms (they should be easily adjustable).
• A height adjustable laptop stand if it’s company policy to use a laptop as an additional screen at the desk.
• An external keyboard and mouse.
• Although not mandatory, height-adjustable desks may be considered to allow alternating between sitting and standing and to accommodate taller users who need a higher desk.

CREATE QUICK ERGONOMIC CHECKLISTS
Instead of long policy documents, create visual, user-friendly resources for posture guidance. We love our QR code that’s linked to a short 30 second animation with a six-point guide to good posture – a few quick checks to self-correct in that moment, regardless of where they’re working. Put it on a coaster, desk cling, postcard or whatever you to wish to choose.

DON’T FORGET MENTAL COMFORT

Psychological comfort plays a key role in employee wellbeing. Switching locations and setups can be mentally fatiguing, especially if workers feel unsupported or uncertain about what’s expected of them. Facilities managers can help by ensuring consistency in:

• Tech and login processes.
• Communication channels.
• Access to support and escalation for reporting discomfort or equipment issues.
• When employees feel they can work safely and be supported, wherever they are, wellbeing naturally improves.

As work continues to evolve, the idea of a ‘fixed’ workspace is fading. In its place, we need a mobile, responsive approach to ergonomics – one that follows the user, not the desk. Facilities professionals are uniquely placed to lead this shift. By combining flexible design with proactive guidance, you can ensure your workforce stays healthy, engaged, and productive… whether they’re working at HQ, from home, or on the move.

Because wherever work happens, comfort should follow.