Workplace Ergonomics Checklist: How to Create a Safer, More Productive Workspace

Poor workplace ergonomics can leave your neck feeling stiff and your shoulders tense by the end of the workday. Maybe you find yourself shifting in your chair or needing to stretch. If that sounds familiar, you’re not alone.

These aches and pains are usually the result of a workstation that isn’t properly set up. Luckily, small ergonomic adjustments can largely reduce strain and improve comfort throughout the workday. Whether you’re working in an office, or on a job site, use this workplace ergonomics checklist to evaluate your workstation.

Start with Your Chair

Your chair is the foundation of an ergonomic workstation. According to OSHA, when it’s adjusted properly, it helps support good posture and reduces stress on your back and shoulders.

Ask yourself:

• Are your feet flat on the floor?
• Are your knees at a 90-degree angle?
• Does your chair support the natural curve of your lower back?
• Are your shoulders relaxed?

If not, make a few simple adjustments before moving on.

Check Your Desk Setup

Once your chair is adjusted, your desk should allow you to work without reaching, twisting, or shrugging your shoulders.

A good ergonomic setup includes:

• Elbows bent at approximately 90 degrees while typing
• Frequently used items within easy reach
• Adequate legroom beneath the desk
• Enough space to work without excessive stretching

Small changes to your desk layout can reduce repetitive movements throughout the day. OSTS Safety Instructor Diana Hernandez recommends keeping frequently used items (phone, documents, water bottle, etc.) within easy reach to minimize excessive reaching and twisting.

Raise Your Monitor for Better Workplace Ergonomics

Improper monitor placement is one of the most common causes of neck discomfort and eye strain.

Your monitor should:

• Sit directly in front of you.
• Be about an arm’s length away.
• Have the top of the screen at or slightly below eye level.

If you spend most of your day working on a laptop, Hernandez also suggests using a laptop stand or riser along with a separate keyboard and mouse. This setup helps position the screen at the correct height while maintaining proper wrist and arm alignment.

Keep Your Keyboard and Mouse Close

Your keyboard and mouse should work as a team.

To reduce strain:

• Keep them at the same height.
• Maintain straight wrists while typing.
• Position the mouse close enough that you don’t have to reach for it.
• Use wrist supports if they improve comfort.

Even a few inches of unnecessary reaching can add up over the course of a workday.

Remember to Move

Even the best workstation can’t make up for staying in one position all day.

Throughout the day:

• Follow the 20-20-20 rule to reduce eye strain.
• Stand, stretch, or walk every 30 to 60 minutes.
• Alternate between sitting and standing, if possible.
• Change your posture regularly.

Your Environment Matters for Workplace Ergonomics

Your surroundings matter, too.

Simple improvements can make your workspace more comfortable:

• Use natural light whenever possible.
• Position your workstation to reduce glare.
• Add task lighting when needed.
• Keep your workspace clean and organized.

A comfortable environment helps support focus and productivity throughout the day.

Listen to Your Body: A Key Part of Workplace Ergonomics

One of the most important parts of workplace ergonomics is recognizing discomfort before it becomes an injury, and make workstation improvements as needed.

Be sure to listen to your body. Hernandez suggests paying attention to early signs of discomfort.  If you’re experiencing soreness, stiffness, tingling, numbness, or persistent neck, shoulder, or wrist discomfort, make workstation adjustments.  These small adjustments made early can help prevent more serious musculoskeletal disorders later.

How OSTS Can Help

Workplace safety extends beyond compliance. Ergonomic assessments and employee training can help organizations identify risk factors before they lead to injuries and lost productivity. OSTS offers workplace ergonomics safety training that equips employees with the knowledge and practical skills to recognize ergonomic hazards, improve workstation setup, and reduce the risk of musculoskeletal disorders before injuries occur. Contact us today to see how we can help you!