Poor desk setup might seem like a minor workplace issue, but across the UK and Europe it is contributing to millions of lost working days every year.
Back pain, neck strain and upper limb disorders are now among the most common causes of sickness absence in desk-based roles, often linked to poor workstation design and a lack of appropriate ergonomic office equipment.
Louise Shipley, Head of European Marketing for Workplace Health Solutions at Fellowes, says musculoskeletal problems linked to desk work often develop gradually rather than appearing overnight.
“Musculoskeletal disorders linked to deskwork tend to develop incrementally rather than suddenly. Without early intervention, minor workstation issues can compound over time and contribute to extended absence.”
Fellowes, a manufacturer of office ergonomic equipment, has highlighted some of the most common workstation mistakes that can increase discomfort, reduce productivity and ultimately contribute to sickness absence.
Poor workstation ergonomics can have long-term consequences
One of the most common issues is monitor positioning. Screens placed too high or too low encourage employees to crane or tilt their necks, increasing strain on the neck and upper back. Shipley recommends using a monitor arm or monitor/laptop stand so that the screen sits around eye level or just below.
“Using a monitor arm or a monitor/laptop stand is a great solution. This allows users to adjust the position of their screen to sit around eye level or just below.”
Another common problem is inadequate lumbar support. Chairs that fail to support the lower back encourage slouching and increase spinal compression. While many office chairs include built-in lumbar support, Shipley says additional support can also help.
“While not all chairs have built in lumbar supports, a lumbar cushion or back rest can be helpful in preventing pain.”
Desk height is another factor that can affect posture. Desks that are too high or too low can force employees to raise their shoulders or hunch forward, increasing the risk of shoulder and arm strain. According to Shipley, adjusting the chair or using a height-adjustable desk can help employees maintain a more neutral working position.
“This can be corrected by adjusting the height of your chair or height adjustable desk. You want to make sure your elbows rest at roughly 90 degrees when typing and mousing.”
The position of keyboards and mice also matters. Repeated reaching places additional strain on the shoulders and forearms and can contribute to repetitive strain injuries (RSIs), including carpal tunnel syndrome. Keeping both input devices close together and considering ergonomic keyboards and mice can help support a more neutral wrist posture.
Similarly, unsupported arms can increase tension through the shoulders and neck during prolonged typing. Adjustable armrests or correctly positioned wrist supports can provide light forearm support without forcing wrist extension.
Movement, lighting and hybrid working all play a role
Prolonged sitting remains another significant contributor to musculoskeletal discomfort. Sitting for extended periods can reduce circulation and contribute to fatigue, stiffness and pain. Encouraging employees to take short movement breaks every 30 to 60 minutes, alongside the use of sit-stand desks or active seating, may help reduce these effects.
Screen position and lighting also play an important role. Screens positioned too close or too far away can increase eye strain while encouraging poor posture, including forward head posture, sometimes referred to as “tech neck”. Fellowes recommends positioning screens approximately an arm’s length away using a monitor arm or laptop stand where necessary.
Extended periods of screen use can also contribute to headaches and visual fatigue, particularly where glare or poor lighting is present.
“To avoid strain, screens should be positioned perpendicular to windows and avoiding overhead lighting. Anti-glare screens and adjustable lighting are also helpful.”
Hybrid working has introduced additional ergonomic challenges. Many employees now spend part of the week working from home, where workstation setups may not match office standards. Fellowes recommends encouraging employees to recreate office ergonomics at home through the use of laptop stands, external keyboards, external mice and supportive seating.
Why workstation risk assessments matter
Finally, Shipley highlights the importance of regular Workstation Risk Assessments to ensure employees have the right equipment and setup to work comfortably.
“Workstation Risk Assessments can identify risks and find ergonomic solutions for improving posture, reducing strain and boosting well-being.”
By identifying workstation issues before they become long-term problems, employers can help reduce discomfort, improve employee wellbeing and minimise sickness absence associated with musculoskeletal disorders.
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