What is a workstation assessment, and why is it important?

A workstation assessment is a systematic evaluation of an individual's workspace, including the equipment, furniture, and work habits, to ensure they are optimised for comfort and safety. The importance of workstation assessments lies in their role in preventing musculoskeletal disorders.

MSDs are conditions that affect the muscles, tendons, ligaments, and other parts of the musculoskeletal system. They can result from poor ergonomics, repetitive tasks, and prolonged periods of uncomfortable posture, all of which can be identified and addressed through a workstation assessment.

How often should workstation assessments be conducted?

The frequency of workstation assessments depends on several factors, including the nature of the job, individual needs, and any changes in the workspace or work habits. In general, it is advisable to perform workstation assessments whenever there is a significant change in an employee's role, or workstation, or when they report discomfort or pain related to their work environment. Regular assessments, such as annual or biennial checks, are also recommended as part of a proactive approach to preventing MSDs.

Who is responsible for conducting workstation assessments?

Workstation assessments should ideally be a collaborative effort involving multiple stakeholders. In many organisations, this responsibility falls on the employer, the health and safety team, or an ergonomics specialist. Employees themselves can play an active role by reporting discomfort or suggesting improvements. It is crucial for management and employees to work together to create a safe and ergonomic work environment.

What are the key components of a workstation assessment?

A comprehensive workstation assessment should cover several key components, including:

• Workspace layout: the arrangement of furniture, equipment, and work materials.
• Chair and desk ergonomics: ensuring the chair and desk are adjustable to accommodate various body sizes and positions.
• Monitor and keyboard placement: correct positioning to reduce strain on the neck, back, and wrists.
• Lighting: adequate lighting to reduce eye strain and glare.
• Input devices: proper positioning of the mouse and keyboard to prevent wrist and hand discomfort.
• Work habits: evaluating how the individual performs tasks, including posture and movement.
• Breaks and exercises: identifying opportunities for micro-breaks and ergonomic exercises.

What should be included in a workstation assessment report?

A workstation assessment report should document the findings and recommendations. It typically includes:

• Description of the workstation and equipment.
• Identified ergonomic issues.
• Recommended adjustments or modifications.
• A timeline for implementing changes.
• Any additional resources or training required.
• Follow-up plan for ongoing monitoring and improvement.

How can I reduce the risk of musculoskeletal disorders (MSDs) at my workstation?

To reduce the risk of MSDs at your workstation, consider the following tips:

• Ensure proper ergonomics: adjust your chair, desk, and monitor to maintain a neutral posture.
• Take regular breaks: incorporate micro-breaks to stretch and change positions.
• Use ergonomic accessories: invest in tools like keyboard trays, monitor stands, or footrests.
• Maintain good posture: sit up straight, keep your feet flat on the floor, and avoid slouching.
• Stay physically active: engage in regular physical activity outside of work.
• Report discomfort: inform your employer or health and safety team if you experience pain or discomfort.

Are there recommended breaks or exercises to prevent strain and fatigue during the workday?

Yes, incorporating short breaks and exercises during the workday can help prevent strain and fatigue. Recommended practices include:

• The 20-20-20 rule: every 20 minutes, take a 20-second break to look at something 20 feet away to reduce eye strain.
• Stretching exercises: perform simple stretches for your neck, shoulders, back, and wrists during breaks.
• Chair yoga: engage in seated yoga poses to alleviate tension and improve circulation.
• Core exercises: strengthen your core muscles to support a healthy posture.
• Desk exercises: incorporate subtle exercises like leg raises or ankle circles to stay active.