Ergonomic workstation checklist: How to set up your workspace ergonomically

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

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

What defines an ergonomic workstation?

Undoubtedly, an ergonomic workstation 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 workstations in your company meet these criteria?

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

While there are regulations that provide precise specifications for setting up an ergonomic workstation, you should also consider the individual preferences of your employees. After all, an objectively ergonomic workstation is only half the battle: your team members should also feel subjectively comfortable in their office.

Health benefits of ergonomic workstations

An ergonomic workstation is essential, regardless of the industry you work in. Your employees likely spend a large part of their daily lives at your company. It is therefore all the more important that the work environment focuses on both the physical and mental health of your staff.

By providing an ergonomic workstation, you and your employees benefit from many advantages that have far-reaching effects – not only on health, but also on the productivity of your team.

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

Of course, it is also important that your employees move enough and do not remain at their desks for hours on end. To encourage 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 ailments that can arise from prolonged sitting, such as thrombosis or swelling in the legs.

Using ergonomic keyboards and 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.

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

Legal regulations for ergonomic workstations

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

In addition, the Technical Rules for Workplaces (ASR) provide specific, important information on setting up ergonomic workstations and minimum office space requirements, specifically in the following sections:

• 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, an ergonomic workspace involves much more than just office furniture. However, the following checklist will equip you well to ensure ergonomics in your office:

Checklist: Essentials for an ergonomic workspace

1. Ergonomic office chairs

An ergonomic office chair is the centerpiece of a healthy workspace, as a good chair promotes proper posture and prevents back problems—this is not an area where you should cut corners. A high-quality office chair is height-adjustable so that your employees' feet can rest flat on the floor with their knees bent at a right angle. The backrest should support the lower back and encourage 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 specifications for the ideal dimensions of a suitable desk. Ideally, the desk should be set to a height where the arms can rest on the tabletop at a right angle without the shoulders being raised.

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

3. Proper monitor placement

Naturally, the correct position of the screen is also an important feature of workplace ergonomics. 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 strain. The top edge of the screen should be slightly below eye level so that the gaze is directed slightly downward.

Working on a laptop is therefore not recommended—unless you place the laptop on a stand that raises the screen. In that case, you should also provide your team with separate keyboards to maintain an ergonomic workspace.

4. Proper lighting

Good lighting in the workplace is crucial for minimizing eye strain and creating a pleasant working environment—especially during long shifts, suitable light sources are essential. Natural light is ideal, but it can be supplemented by glare-free artificial light sources.

By the way, there is also a guideline you can use for optimal lighting conditions in the workplace: the European standard DIN EN 12464-1. Here you will find the ideal illuminance levels, which vary depending on the specific work area, the workstation, and the task at hand.

5. Ergonomic keyboard and mouse

Ergonomic keyboards and mice are also essential in your office to reduce strain on your employees' wrists and arms. A split keyboard can support a natural hand position, but some people find it distracting—it is important to address individual preferences here.

An ergonomic mouse should fit comfortably in the hand and not require unnecessary movements. Wrist rests can help keep the wrists in a neutral position, which reduces the risk of carpal tunnel syndrome and other repetitive strain injuries.

Ergonomics in the home office: an ergonomic workspace at home

If your company relies on hybrid work models, your employees face the challenge of creating their own ergonomic environment at home—without the typical office standards. This is because they often lack the specially adapted furniture and the right equipment usually found in the office.

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

Im Home Office gibt es möglicherweise weniger Platz, weshalb sich Ihre Angestellten oft mit improvisierten Möbeln behelfen müssen. Deshalb ist es umso wichtiger, dass Sie zumindest in einen hochwertigen, verstellbaren ergonomischen Bürostuhl investieren – sowohl für das Büro als auch fürs Home Office. Ein ausreichend großer und gut positionierter Schreibtisch hilft ebenfalls, eine gute Haltung zu ermöglichen. 

Prinzipiell können aber natürlich alle Aspekte der Checkliste für einen ergonomischen Arbeitsplatz auch aufs Home Office umgemünzt werden. Denn das Home Office sollte ein Ort sein, der sowohl Komfort als auch Funktionalität bietet, damit Ihre Teams auch von zuhause aus produktiv und gesund arbeiten können.

Flexopus: die Lösung für hybrides Arbeiten

Mit Flexopus wird die Integration hybrider Arbeitsmodelle zum Kinderspiel. Diese intelligente Desk Sharing Software bietet Ihnen die Werkzeuge, um die Auslastung Ihrer Büroflächen und Arbeitsplätze effizient zu verwalten, was gerade in einem flexiblen Arbeitsumfeld von unschätzbarem Wert ist.

Dank Flexopus können Ihre Mitarbeitenden unkompliziert Arbeitsplätze, Besprechungsräume und sogar Parkplätze buchen, während Sie gleichzeitig einen Überblick über die gesamte Belegung behalten. Wenn Sie darauf hinarbeiten, dass jede Ressource optimal genutzt wird und keine Fläche unnötig leer steht, ist Flexopus genau das Richtige für Sie. 

Wenn Ihre Mitarbeitenden nach Bedarf zwischen Büro und Home Office wechseln können, bedeutet das für viele Unternehmen einen erhöhten Aufwand, um sicherzustellen, dass die Büroorganisation nicht ins Chaos gerät. Mit Flexopus gelingt es Ihnen, einfach und unkompliziert den Überblick zu behalten. Zudem liefert Flexopus wertvolle Analysen zur Auslastung und Nutzung Ihrer Büroflächen, die Sie geschickt nutzen können, um in der Zukunft Kosten sparen zu können.