Workplace Ergonomics: A Complete Guide to Preventing Pain

What is Workplace Ergonomics?

Workplace ergonomics adapts tasks, equipment, and the environment to an individual’s abilities. It aims to improve comfort and reduce the risk of injury. It applies not only to the desk, chair, and tools, but also to the physical demands of the job, breaks, and work organization. Musculoskeletal disorders, or MSDs, primarily affect the muscles, joints, tendons, and nerves. Tendons connect muscles to bones.¹

At Physioactif, physical therapists assess pain that interferes with work. The evaluation takes into account your job duties, your abilities, and what affects your symptoms. The following recommendations combine practical guidelines for workplace adjustments with research findings.

Ergonomics can help prevent certain work-related injuries.¹ In particular, it aims to adapt tools, reduce excessive strain, and vary repetitive tasks. However, adjusting a chair alone is not enough to explain all cases of back or arm pain.

The 2018 Cochrane Review reports that previous studies estimate that between 20% and 60% of office workers have musculoskeletal disorders². These issues don’t just affect your comfort; they can also impact your work performance, your quality of life, and even your ability to carry out daily tasks—a challenge that physical therapy for office workers helps address.

Good ergonomics isn't just about buying an expensive chair. It's about understanding how your body interacts with your work environment and adapting your workstation to your tasks. A so-called "neutral" position, for example, keeps the wrist in line with the forearm and the shoulders relaxed. This comfortable baseline also allows you to change positions.

What kinds of pain can be related to office work?

Office work can be associated with pain in the neck, back, shoulders, wrists, and hands. Lower back pain, also known as lumbago, affects the lower back. This pain is a major cause of activity limitations worldwide.³ A study published in 2014 attributed 26% of the global burden of low back pain in 2010—measured in years of healthy life lost—to occupational exposures.⁴ An earlier estimate, published in 2005, attributed 37% of low back pain cases to work.⁵ These figures are based on different time periods and metrics; they do not refer solely to office work.

In its 2022 report, the World Health Organization states that musculoskeletal disorders are the leading cause of activity limitations worldwide. Low back pain ranks first in 160 countries (WHO data). Work contributes to part of this problem, but these global estimates do not measure how many cases could be prevented by a simple adjustment to the workstation.

At work, the physical demands of the job are not the only factors at play: a lack of control over one’s work and limited support from supervisors are also associated with pain in the neck and upper extremities—that is, the shoulders, arms, and hands. These associations are reported in a population-based study and a^systematic review.^{⁶, ⁷} (study)

The most common pains include:

Neck and Shoulder Pain: Neck and shoulder pain can have several causes. A poorly positioned screen is just one possible factor among many—not a definite cause. Neck pain can also accompany tension headaches, a type of headache. The fact that they occur together does not prove that muscle tension is the sole cause. If you already suffer from neck pain, a physical therapy evaluation can identify workplace factors that may be contributing to your symptoms.

Lower Back Pain: The pain may be caused by an improperly adjusted chair, a lack of lumbar support, or prolonged sitting without changing your posture. Sitting for long periods without changing position can become uncomfortable for your lower back. This discomfort does not necessarily mean that your posture is damaging your spine: changing your position can help restore comfort. To learn more about lower back pain and its treatment, check out our comprehensive guide to back pain.

Pain in the Wrists and Hands: Pain in the wrists and hands is common among office workers. The positioning of the keyboard and mouse is one of the factors that can be adjusted, though it is not the sole cause of this pain. Compression of the median nerve, which runs through the wrist in a passage called the carpal tunnel, can cause numbness, tingling, and weakness in the hand. The guide on wrist and hand pain also outlines other possible causes.

Shoulder Pain: Pain can occur when you constantly have to reach out with your arm to use the mouse, or when your armrests are improperly adjusted, causing your shoulders to be constantly raised or leaving them unsupported.

High levels of exertion, repetitive movements, positions that are difficult to maintain, and a lack of variety are among the factors to consider. The intensity and duration of tasks also matter, as does the support received at work.¹

How can you adjust your workstation to improve comfort?

Adjusting your workstation should ensure that your feet are supported, the screen is easy to read, and your tools are within reach without having to stretch. Start by adjusting the chair, then the desk, screen, keyboard, and mouse according to your tasks and comfort.

Properly adjusting your workstation depends on several guidelines that should be tailored to your height and the nature of your work:

The height of your chair: Adjust the height so that your feet are firmly planted on the floor or on a footrest, with your thighs roughly parallel to the floor⁸. This adjustment helps support your feet without putting excessive pressure on your thighs. If your feet do not touch the floor even with the chair in its lowest position, use a footrest.

The height of your desk: The work surface should be level with the height of your elbows when they are at rest⁹. This allows your forearms to remain parallel to the floor while you type, keeping your shoulders relaxed.

Screen Distance and Height: Place your screen about an arm's length away. This handy guideline is sufficient; there's no need to aim for a precise distance down to the centimeter. Then adjust the distance so you can read clearly without leaning forward.

Keyboard and mouse placement: Position them at the same height, at or just below your elbows¹⁰, allowing your forearms to remain parallel to the floor. Keep your mouse as close to your body as possible to avoid repeatedly extending your arm.

Lumbar support: Adjust your chair's lumbar support to maintain the natural curve of your lower back. A good chair will allow you to adjust the height and depth of this support so that it matches the shape of your back.

These adjustments are designed to help you find a comfortable position with your back and arms supported. They allow you to work without having to constantly reach for objects that are out of reach. The workstation should also allow you to move around: you don’t need to stay in the same position all day.

What is the correct position for your computer screen?

Position the computer screen in front of you, about an arm's length away, with the top of the display at eye level or slightly lower. Adjust the height and tilt so that you can read with your gaze directed slightly downward (screen settings).

The height and distance of the screen affect the position you choose for reading. The goal is to see clearly without having to lift your chin or lean forward for long periods of time.

Optimal Distance: Position your screen about an arm's length away⁸. At this distance, your eyes can comfortably read the text without having to lean forward or squint. If you find the text difficult to read at this distance, increase the font size or your browser's zoom level instead of moving the screen closer.

Screen height: Position the top of the display area at eye level or slightly lower.¹¹ This guideline applies to the displayed image, not the thickness of the screen bezel. Adjust the screen height so that your head is in a comfortable position—you shouldn’t have to look up or strain to look down. You can lower the screen further if your progressive lenses require you to lift your chin.

Screen Tilt: Tilt the screen slightly backward so that it remains directly in front of your eyes. Also check for glare after making this adjustment. Adjust the lighting or the screen’s position if a light source is making it difficult to read.

Dual-monitor setup: If you use two monitors, place the one you use most often directly in front of you and the secondary monitor at a slight angle if you only use it occasionally¹¹. If you use both screens equally, place them side by side so that their edges touch in the center of your field of vision.

An improper monitor position can contribute to neck pain among office workers. A monitor that is too high or too low eventually becomes uncomfortable for the neck. Adjusting its height makes the workday more pleasant; it’s not something that needs to be fixed right away.

How to position your keyboard and mouse?

Place the keyboard and mouse in front of you, close to your body, and at a height that allows you to keep your shoulders relaxed. Your forearms should remain roughly parallel to the floor, with your wrists in line with them.

The position of the keyboard and mouse is one of the things you can adjust to make your wrists and hands more comfortable.

Keyboard Height: Position your keyboard at the same level as or just below your elbows¹⁰, so that your forearms remain parallel to the floor while you type. Make sure you don’t have to raise your shoulders to reach the keys.

Keyboard Tilt: Try using a flat keyboard or one that is slightly tilted, with the far edge lower than the near edge.⁸ Choose the setting that keeps your wrists in line with your forearms. The small feet on the back are not suitable for all setups (keyboard selection and adjustment).

Neutral wrist position: Keep your wrists roughly in line with your forearms, without bending them upward, downward, or to the sides for long periods of time. This guideline is intended to ensure comfort; it is not sufficient on its own to prevent carpal tunnel syndrome or other wrist and hand pain.

Mouse Position: Place your mouse on the same level as your keyboard and as close to your body as possible¹². Avoid constantly reaching out with your arm to reach the mouse, as this position creates tension in the shoulder and can lead to pain. A wrist rest can support the base of your palms during breaks. Avoid resting your wrists directly on it or leaving your hands on it while typing.

Numeric keypad: If your work doesn't require frequent use of the numeric keypad, consider a keyboard without one. This allows you to position your mouse closer to your body, reducing the extent to which you have to extend your arm.

Improper positioning of the keyboard and mouse forces your wrists, elbows, and shoulders into non-neutral positions for hours each day. Keeping your wrists, elbows, and shoulders in awkward positions for long periods of time is one of the factors associated with pain in the upper limbs.

What is the correct posture for working while seated?

A comfortable sitting position supports your back, allows you to rest your feet, and keeps your arms relaxed. Tilting the backrest slightly backward may be helpful. Adjust the armrests, then change your position as needed.

Contrary to popular belief, the scientific literature does not show that sitting at work, taken in isolation, causes^back pain13^{, 14}. (study)

Sitting does not require you to remain perfectly upright. A backrest can support your back, but you can also lean forward or adjust your posture at times. Comfort and the tasks at hand guide these changes.

Your spine is capable of moving and adapting to progressive stress. A review of 41 systematic reviews found mixed results regarding the links between posture and back pain. It does not support the conclusion that any specific posture alone causes low back pain.¹⁴ A clinical reflection piece also urges us to avoid messages that fuel fear surrounding posture (reflection on posture).

Choose a comfortable backrest angle that you can adjust. The review on posture does not specify an optimal chair angle.¹⁴ This practical adjustment should be tailored to your individual needs and the task at hand (clinical reasoning).

Lumbar support: The lumbar support on your chair should be adjusted to maintain the natural curve of your lower back¹⁵. Adjust the height and depth of this support to fit the shape of your back. You should feel gentle but firm pressure in the small of your back. If your chair does not have adjustable lumbar support, use a lumbar cushion or a rolled-up towel.

Foot support: Keep your feet flat on the floor or on a footrest¹⁶ to support your feet without putting excessive pressure under your thighs. Your knees should be approximately at the same level as your hips or slightly lower. If your feet don’t rest comfortably on the floor with the chair at the right height for your arms, a footrest is essential.

Seat Depth: Adjust the seat depth so there is 2 to 3 fingers' width of space between the back of your knees and the front edge of the chair⁸. The edge of the seat should not press against the back of your knees.

Weight Distribution: Your weight should be distributed across the entire surface of the seat, not just on the two bones you sit on. This distribution reduces pressure points and promotes comfort during extended periods of sitting.

The natural curves of your spine include cervical lordosis (a forward curve in the neck), thoracic kyphosis (a backward curve in the upper back), and lumbar lordosis (a forward curve in the lower back). These curves change as you move. You don’t have to keep them still all day long. To learn more about treating lower back pain that interferes with sitting, check out our guide on back pain.

How can you reduce repetitive strain at the office?

Varying your tasks, taking breaks, and using tools placed in the right spots can help reduce repetitive strain at the office. Alternate between activities and positions to spread out the physical strain throughout the day.

The terms “repetitive strain injury” or “injuries caused by repetitive movements” refer to problems associated with repeated motions or prolonged exertion. Their occurrence also depends on the intensity of the tasks, opportunities for recovery, and other factors. Repetition does not automatically lead to an injury.¹

Frequent Breaks: Plan breaks to stand up or move around—about once an hour as a starting point, which you can adjust as needed.¹⁶ Walk over to the water cooler, do a few simple stretches, or just change your position.

Position Changes: Alternate between sitting and standing throughout the day¹⁶ if you have access to a height-adjustable desk. This variation changes the physical demands placed on your body. Height-adjustable desks allow you to vary your positions throughout the day¹⁷, providing the flexibility needed to meet your body’s changing needs.

Vary Your Tasks: Alternate between different tasks that engage different muscle groups rather than spending hours on a single repetitive activity. For example, alternate between data entry, reading documents, phone calls, and meetings.

Avoid static positions: A position held for a long time can become uncomfortable, even with proper support. Try to change your position before discomfort sets in, as your work situation allows.

Micro-break exercises: During your breaks, do simple exercises such as shoulder circles, small backward neck movements, up-and-down wrist movements, and gentle forearm stretches. Choose movements that feel comfortable.

Workstation design and task variety complement each other. A 2009 review found no consistent association between a sedentary lifestyle—that is, spending a lot of time sitting—and back pain when considered in isolation.¹³ Staying active remains beneficial for comfort and overall health. This advice does not imply that every period of sitting should be viewed as harmful (review on sedentary work).

What are the proper lifting techniques at work?

Proper lifting keeps the load close to your body, distributes the strain between your legs and back, and works within your physical limits. Ask for help or use equipment when the object is too heavy or bulky. The lifting technique you choose also depends on your grip and the available space.

Although most office work involves sitting at a computer, many workers occasionally have to lift objects such as boxes of supplies, stacks of documents, or equipment. A few simple tips can make these tasks more comfortable.

Choose the method that works best for you: There isn't just one "right" way to lift. Bending your knees is one option, but lifting with a rounded or straight back may also work: your lower back is strong and designed to move under a load. Choose the method that feels most comfortable and stable to you.

Keep the load close to your body: Hold the object as close to your body as possible while lifting and carrying it. An object that is farther away requires more effort to hold or lift. Bringing the load closer can make the task easier.

Turn on your heels as needed: If you need to change direction while carrying a load, turning on your heels is often easier and more comfortable. Adjust your movement based on the weight of the object and the available space; avoid turning abruptly with a load that is difficult to control.

Use your leg strength: The thigh and gluteal muscles are among the strongest in your body and are a big help when lifting. Your back also plays a role in the movement: it’s strong and built for that.

Ask for Help: For heavy or bulky loads, always ask for help. Lifting as a team reduces the strain on each person and allows for better control of the object.

The NIOSH Lifting Equation: NIOSH, a U.S. occupational safety and health research agency, provides a formula for evaluating two-handed lifting tasks.¹⁸ This tool takes into account, among other factors, the weight, frequency, and distance of the lift. A trained professional can use it to adapt the task; it does not provide a personal limit that applies to all situations.

Even with good technique, there are limits to what one person should lift alone. If an object is too heavy, too bulky, or if you need to lift it frequently, explore mechanical solutions such as carts, dollies, or lifting systems.

What can employers do to improve ergonomics?

Employers can improve ergonomics by adapting equipment, tasks, and work organization in consultation with employees. Job evaluations, training, breaks, and exercise programs can all be part of this process.

In a British study published in 2006, the authors estimated that 24% of cases of neck or arm pain were attributable to physical work activities, and 12% to psychosocial factors. The latter include, in particular, the support received and control over tasks.⁶ These are estimates based on associations observed at a given point in time, not on the number of cases actually prevented by a program (population-based survey).

An ergonomics program also includes tracking changes: employees can report what helps them and what continues to be challenging.

Employee involvement: Workers help identify challenges and test solutions. A 2025 review focused on nursing staff reports improvements in pain levels in several programs that combine exercise with education, counseling, or workplace changes. Benefits are observed at six or twelve months.¹⁹ The programs and comparison groups differ; these results do not prove that any single combination is superior in all settings.

Findings on pain: A 2025 review covering several professions found a small average reduction in pain intensity following ergonomic interventions.²⁰ In the detailed results, the difference of -0.28 is a standardized measure: it allows for the combination of different scales and does not represent 0.28 points on a single pain scale. For reported low back pain, the main analysis yields an odds ratio of 0.58. The authors then repeated the analysis excluding Yu’s 2013 study to verify whether its inclusion altered the result: the odds ratio was then 0.53. Both analyses support ergonomic interventions. An odds ratio compares the likelihood of reporting pain between groups; it does not directly indicate the percentage of people who experienced relief. The results vary depending on the program, occupation, and site of pain.

Risk Assessments: Regular workplace assessments help identify issues and monitor the impact of changes. These assessments should examine the physical layout of the workplace, the tasks performed, and organizational factors.

Adjustable equipment: Providing high-quality ergonomic chairs with multiple adjustment options, height-adjustable desks, monitor stands, ergonomic keyboards, and other adjustable equipment allows employees to customize their workstations to suit their needs.

Continuing Education: Providing training on ergonomic principles, proper work techniques, and the importance of taking breaks helps employees understand how to protect their musculoskeletal health.

Consider the whole picture: Physical exertion and social or psychological factors all matter.²¹ Programs must examine not only the tasks themselves but also the pace of work, opportunities for breaks, and the support received. A 2024 publication recommends reassessing these factors with the participation of workers.²¹

The potential benefits aren't limited to pain relief: some programs also improve the ability to work or reduce absenteeism. However, the journal dedicated to nursing finds mixed results on these two points.¹⁹ Employers must monitor the program’s actual results, without assuming a guaranteed increase in productivity.

When should you consult a physiotherapist for work-related pain?

A physical therapy consultation is helpful when pain persists despite adjustments, interferes with your work, or limits your activities. A workplace assessment can also help you choose appropriate adjustments before pain sets in.

Pain at work isn't always caused by your job. A physical therapist can assess other contributing factors and refer you to a doctor if necessary.

Persistent pain: Pain that persists despite adjustments warrants evaluation. The professional assesses what affects the pain and suggests ways to resume challenging tasks.

Impact on Work: When pain begins to affect your ability to perform your tasks, your productivity, or your concentration, it’s time to seek medical attention. Temporary adjustments can help you continue certain tasks while undergoing treatment. Pain level alone is not an indicator of ongoing damage.

Preventive Assessment: You don’t have to wait until you’re in pain to see a physical therapist. Preventive consultations allow for a personalized assessment of your workstation and posture habits before problems develop. This approach can be helpful if you’re starting a new office job or if your work environment changes.

Personalized Assessment: Every person has a unique anatomy, a different health history, and varying work requirements. A physical therapist can assess your specific situation, identify the risk factors that apply to you, and recommend tailored solutions.

Integrated Approach: Physical therapy for work-related musculoskeletal disorders goes beyond simply treating pain. It includes education on ergonomic principles, exercises to improve strength and mobility based on the assessment, and advice on work habits. Manual therapy techniques—hands-on treatments—may also be used based on the assessment. To learn more about treating work-related pain, see our guide on physical therapy for office workers.

At our Physioactif clinics in the Greater Montreal area, we offer comprehensive ergonomic evaluations and personalized treatment plans for workers suffering from work-related musculoskeletal pain. Our evidence-based approach combines ergonomic modifications with active treatment to help you better manage your pain and regain your ability to work.

Frequently Asked Questions about Workplace Ergonomics

Frequently asked questions about ergonomics cover adjustable desks, chairs, monitors, time spent sitting, footrests, eye strain, and breaks.

Is a height-adjustable desk necessary?

An adjustable desk allows you to alternate between sitting and standing. Reviews of the literature on posture do not support the conclusion that standing alone causes or prevents low back pain.¹⁴ The 2018 Cochrane review includes a trial of sit-stand desks that found no clear difference in neck and shoulder pain or discomfort at eight weeks compared with a standard desk.² This finding applies to this specific piece of equipment and these symptoms, not to physical therapy care as a whole. Another review does not support the idea that standing, on its own, is a cause of low back pain (review on standing work). Choose this desk if it makes your tasks and position changes easier; it is not a substitute for breaks or other adjustments.

How do I know if my chair is properly adjusted?

Your chair is properly adjusted if your feet rest on the floor or on a footrest and your back is comfortably supported. Your thighs should remain roughly horizontal. Leave a space of about two to three fingers behind your knees. The backrest may be set slightly back, as long as there are no uncomfortable pressure points. Check these guidelines while performing your actual tasks, then adjust as needed.

What's the best distance between my eyes and the screen?

An arm's length is a good starting point for positioning the screen. Adjust the distance based on your vision and the text size. Increase the font size or zoom in if you have to lean forward to read. Your eyeglasses and personal preferences may also affect this setting (screen distance).

How long can I sit without moving?

There is no specific amount of time spent sitting that guarantees the absence of back pain. The review on postures finds no consistent dose-response relationship with low back pain: spending more time in a given position does not always result in more pain.¹⁴ Plan opportunities to stand up and move around, then adapt them to your tasks and comfort level. Postural advice can encourage variety without creating a fear of sitting (clinical reflection). A comfortable workstation is no substitute for physical activity throughout the day.

Are footrests necessary?

A footrest is necessary if your feet do not comfortably touch the floor when your chair is adjusted to the correct height for your arms. A footrest is primarily for comfort: it relieves pressure under your thighs and allows you to sit without having to reach for the floor with your toes. If your feet already rest comfortably on the floor, a footrest isn’t necessary, but you can still use one to vary your position slightly throughout the day.

How can I avoid eye strain when using a computer?

Eye strain can be reduced by using a clear screen, minimizing glare, and taking breaks to look into the distance. Adjust the brightness to suit the room, and remember to blink. If your vision makes reading difficult, have your prescription checked (eye care tips). The 20-20-20 rule recommends looking at something about six meters away for twenty seconds every twenty minutes. Studies remain small, and their results vary: one study of 29 users with symptoms observed an improvement after two weeks of reminders, while a trial involving 30 young adults found no benefit during a 40-minute reading task (study with reminders, trial during reading). Persistent, painful eye symptoms, or those accompanied by blurred vision, warrant a medical consultation.

Do frequent breaks really reduce MSDs?

Taking additional breaks may slightly reduce discomfort in the neck, shoulders, forearms, or wrists. The 2018 Cochrane review based this finding on two studies of data entry workers, with very low certainty.² It does not allow us to promise that these breaks will prevent future musculoskeletal disorders. Breaks remain a practical way to vary one’s movements and regain comfort.

When should I replace my office chair?

Replace your chair when the lumbar support can no longer be adjusted or has lost its shape, the adjustment mechanisms no longer work properly, the padding has sagged or become permanently compressed, or you experience discomfort despite proper adjustments.

References

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3. Ferreira ML, de Luca K, Haile LM, Steinmetz JD, Culbreth GT, Cross M, et al. Global, regional, and national burden of low back pain, 1990–2020, its attributable risk factors, and projections to 2050: a systematic analysis of the Global Burden of Disease Study 2021. The Lancet Rheumatology. 2023;5(6):e316-e329. (Back to section: 1)
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