Ergonomic workplace checklist: How to set up your workplace ergonomically

Coming to work every day full of energy and without annoying back pain sounds almost too good to be true. But with a few simple adjustments, this doesn't have to be a pipe dream. The key to this lies in the ergonomic design of your workstations. 

But ergonomics means much more than just comfortable chairs and stylish desks. In this article, you'll learn how to set up an ergonomic workspace and create a work environment that promotes both the health and productivity of your team. 

What makes an ergonomic workplace?

There is no doubt that an ergonomic workplace is crucial for the well-being and long-term performance of your employees. But what exactly does "ergonomic" mean and how can you ensure that the workplaces in your company meet these criteria?

In principle, an ergonomic workplace is designed to guarantee the health of your employees. The goal is to minimize physical stress and create a pleasant, supportive work environment. 

Although there are regulations that provide precise guidelines for setting up an ergonomic workplace, you should also consider the individual preferences of your employees. Because an objectively ergonomic workplace is only half the battle: Your team members should also subjectively feel comfortable in their office. 

Health benefits of ergonomic workplaces

An ergonomic workplace is essential – no matter what industry you work in. Because your employees probably spend a large part of their everyday life in your company. This makes it all the more important that the work environment focuses on both the physical and mental health of your employees. 

An ergonomic workplace offers you and your employees many far-reaching benefits – not only for health, but also for your team's productivity.

Ergonomic office furniture supports healthy posture and reduces strain on the spine. This helps prevent chronic back and neck pain, which is often caused by poor sitting. 

Of course, it is also important that your employees get enough exercise and do not sit at their desks for hours. To facilitate this, height-adjustable desks are a worthwhile investment. They allow employees to regularly switch between sitting and standing – without having to neglect their work. This movement promotes blood circulation and prevents problems that can arise from sitting for long periods, such as thrombosis or swelling in the legs.

Using ergonomic keyboards and ergonomic mice helps reduce the risk of hand and wrist problems, such as the common carpal tunnel syndrome. Proper positioning of monitors, keyboards, and other work equipment also minimizes strain on muscles and joints. 

But the positive effects of an ergonomic workplace on mental health should not be underestimated. A well-designed workplace can reduce stress by creating a comfortable and supportive work environment – because fewer physical complaints also mean less mental strain.

Legal regulations on ergonomic workplaces

The government has also recognized the importance of ergonomics in the workplace and has therefore passed laws to ensure the health of workers. If you have any doubts as to whether your office is actually ergonomically designed, you should take a look at the Occupational Safety and Health Act (ArbSchG) and the Workplace Ordinance (ArbStättV) : Here you will find clear regulations on ergonomics in the workplace. 

In addition, the Technical Rules for Workplaces (ASR) provide important information on the establishment of ergonomic workplaces and the minimum office space, namely in the following places:

• ASR A1.2 Room dimensions and movement areas
• ASR A1.5/1.2 floors
• ASR A1.8 Traffic routes
• ASR A3.4 Lighting
• ASR A3.5 Room temperature

As you can see, there is much more to an ergonomic workplace than just the furnishings in your office. However, with the following checklist you are well equipped to ensure ergonomics in your office:

Checklist: What should not be missing from an ergonomic workplace

1. Ergonomic office chairs

An ergonomic office chair is the heart of a healthy workplace, as a good chair promotes correct sitting posture and thus prevents back problems – so you shouldn't skimp on this. A quality office chair is height-adjustable so that your employees' feet are flat on the floor and their knees are bent at a right angle. The backrest should support the lower back and promote the natural curvature of the spine. Adjustable armrests are also a must to relieve shoulder strain and prevent tension. 

2. Ergonomic desks

The Workplace Ordinance provides precise information on the ideal dimensions of a suitable desk. Ideally, the desk should be set to a height where your arms can rest at a right angle on the tabletop without raising your shoulders. 

If you want to do something good for your workforce, you should invest in height-adjustable desks to give your employees the flexibility to work both sitting and standing. Alternating between the two positions reduces the strain of prolonged sitting, promotes blood circulation, and prevents postural damage and muscle weakness. 

3. The correct screen placement

Of course, the correct position of the screen is also an important feature of ergonomics in the workplace. The monitor should be placed directly in front of the employee, about an arm's length away and at eye level, as this position prevents neck tension. The top edge of the screen should be slightly below eye level, so that your gaze is tilted slightly downward. 

Working on a laptop is therefore not recommended – unless you attach the laptop to a stand that raises the screen. However, you should also provide your team with separate keyboards to maintain an ergonomic workplace.

4. The right lighting

Good lighting in the workplace is crucial to minimize eye strain and create a pleasant working environment – especially during long shifts, suitable light sources are essential. Natural light is ideal, but can be supplemented with glare-free artificial light sources. 

By the way, there is also a guideline that you can follow to ensure optimal lighting conditions in the workplace: the European standard DIN EN 12464-1. Here you will find the ideal lighting levels, which vary depending on the respective work area, workplace and activity.

5. Ergonomic keyboard and ergonomic mouse

Ergonomic keyboards and mice are also essential in your office to reduce the strain on your employees' wrists and arms. A split keyboard can support natural hand positioning, but some people find it distracting—individual preferences need to be addressed. 

An ergonomic mouse should fit comfortably in the hand and not require unnecessary movements. Wrist supports can help keep the wrists in a neutral position, reducing the risk of carpal tunnel syndrome and other overuse conditions.

Ergonomics in the home office: ergonomic workplace at home

If your company relies on hybrid work models, your employees in the home office face the challenge of creating their own ergonomic environment – without the typical office standards. This is because there is usually a lack of specially adapted furniture and the right technology that one would otherwise find in the office. 

But don't worry, with a few simple adjustments and a conscious design of the workplace, your employees can create an ergonomic working environment at home that preserves health in the home office, promotes concentration and supports productivity.

There may be less space in a home office, which is why your employees often have to make do with improvised furniture. That's why it's all the more important that you invest in at least one high-quality, adjustable ergonomic office chair - both for the office and for your home office. A sufficiently large and well-positioned desk also helps promote good posture. 

In principle, however, all aspects of the checklist for an ergonomic workplace can also be applied to the home office. The home office should be a place that offers both comfort and functionality so that your teams can work productively and healthily from home.

Flexopus: the solution for hybrid working

With Flexopus, integrating hybrid working models becomes child's play. This intelligent desk sharing software provides you with the tools to efficiently manage the utilization of your office space and workstations, which is invaluable, especially in a flexible working environment.

Thanks to Flexopus, your employees can easily book workstations, meeting rooms and even parking spaces, while maintaining an overview of the entire occupancy. If you're working to ensure every resource is used optimally and no space is left unnecessarily empty, Flexopus is exactly what you need. 

If your employees can switch between the office and home office as needed, this means increased effort for many companies to ensure that the office organization does not fall into chaos. With Flexopus you can easily and simply keep track of everything. In addition, Flexopus provides valuable analyses of the occupancy and use of your office space, which you can cleverly use to save costs in the future.