Ergonomic Equipment in the Workplace: UK Standards and Best Practices

Workplace ergonomics has evolved significantly over recent years, with more UK employers recognising not only their legal obligations but also the business benefits of providing suitable ergonomic equipment. From reducing musculoskeletal disorders (MSDs) to improving productivity and staff wellbeing, ergonomic equipment plays a vital role in the modern workplace.

This comprehensive guide explores the most common types of ergonomic equipment used in UK workplaces, how they work, the injuries they help prevent, and guidance on implementation based on UK regulations and standards.

Understanding Workplace Ergonomics

Ergonomics (also known as human factors) is the scientific discipline concerned with understanding interactions among humans and other elements of a system to optimise human wellbeing and overall system performance. In the UK workplace context, ergonomics is governed primarily by the Health and Safety at Work Act 1974 and more specifically by the Health and Safety (Display Screen Equipment) Regulations 1992 (as amended). These regulations place duties on employers to:

• Assess workstations to reduce risks
• Ensure workstations meet minimum requirements
• Plan work to include breaks or changes of activity
• Provide information and training
• Provide eye tests on request, and special glasses if needed
• Review assessments when equipment or work changes

With work-related musculoskeletal disorders affecting over 500,000 workers in the UK each year (according to HSE statistics), ergonomic equipment serves as a crucial preventive measure.

Common Ergonomic Equipment for Office Environments

Ergonomic Chairs

Perhaps the most fundamental piece of ergonomic equipment in any office, a proper ergonomic chair supports the natural curve of the spine and reduces pressure on the lower back.

Key features include:

• Adjustable seat height: Allowing users to position their feet flat on the floor with thighs parallel to the floor
• Lumbar support: Supporting the natural curve of the lower back
• Backrest recline: Allowing users to change positions throughout the day
• Adjustable armrests: Supporting arms to reduce strain on shoulders and neck
• Swivel base: Allowing easy movement without twisting the spine
• Seat depth adjustment: Ensuring proper thigh support without cutting off circulation
• Breathable material: Preventing heat build-up during prolonged sitting

Prevents: Lower back pain, shoulder and neck tension, and poor circulation in legs

UK standards to look for: BS EN 1335-1:2000 (Office furniture. Office work chair)

Sit-Stand Desks

With increasing awareness of the health risks associated with prolonged sitting, sit-stand desks have gained significant popularity in UK workplaces.

Types available:

• Electric height-adjustable desks: Featuring motorised mechanisms for smooth transitions
• Crank-operated desks: Manual adjustment using a handle
• Pneumatic desks: Gas-lift mechanisms for adjustment
• Desktop converters: Units placed on existing desks to create a raised working platform

Key benefits:

• Reduces sedentary time
• Encourages movement throughout the day
• Improves energy and focus
• Reduces back and neck discomfort

Prevents: Back pain, obesity-related health issues, and cardiovascular problems associated with prolonged sitting

UK guidance: While not specifically mandated, the HSE increasingly recommends varying posture throughout the day, making sit-stand desks a valuable option.

Monitor Arms and Stands

These adjustable supports allow users to position monitors at the optimal height and distance, reducing strain on the neck and eyes.

Types available:

• Single monitor arms: For standard one-screen setups
• Dual monitor arms: For multi-screen workstations
• Fixed monitor stands: Non-adjustable height boosters
• Laptop stands: Elevating laptops to eye level when used with external keyboards

Key features to look for:

• Height adjustment
• Tilt and swivel capabilities
• Cable management
• VESA compatibility (industry standard mounting pattern)
• Sufficient weight capacity for your monitor

Prevents: Neck pain, eye strain, and headaches from poor monitor positioning

UK standards: DSE Regulations require that screens “can be swivelled and tilted easily and freely to suit the needs of the operator or user.” Proper monitor positioning should place the top of the screen at approximately eye level.

Ergonomic Keyboards

Standard keyboards can force wrists into unnatural positions, potentially leading to repetitive strain injuries. Ergonomic keyboards address this with designs that promote natural hand and wrist positioning.

Types available:

• Split keyboards: Divided into two sections to reduce wrist deviation
• Contoured keyboards: Shaped to match the natural positioning of hands
• Compact keyboards: Reducing the need to stretch for a mouse
• Mechanical keyboards: Requiring less force to activate keys
• Wireless keyboards: Offering flexibility in positioning

Key features to look for:

• Wrist support
• Negative tilt capability (front edge higher than back)
• Responsive key action
• Programmable keys for frequently used functions

Prevents: Carpal tunnel syndrome, tendonitis, and other repetitive strain injuries

UK guidance: HSE guidance requires that keyboards should “be tiltable and separate from the screen so as to allow the operator or user to find a comfortable working position avoiding fatigue in the arms or hands.”

Ergonomic Mice and Input Devices

Standard computer mice can cause strain by requiring pronation of the wrist (palm facing down) for extended periods.

Types available:

• Vertical mice: Positioning the hand in a “handshake” position
• Trackballs: Allowing cursor control without moving the entire hand
• Pen tablets: Providing a more natural drawing motion
• Touchpads: Alternative to traditional mice
• Ergonomic mouse pads: With built-in wrist supports

Key features to look for:

• Contoured shape fitting the hand
• Sufficient size for your hand
• Programmable buttons
• Adjustable sensitivity
• Wireless capability for flexible positioning

Prevents: Repetitive strain injuries, carpal tunnel syndrome, and tendonitis

UK standards: DSE Regulations require that “the work equipment shall not cause users discomfort or fatigue that could lead to physical problems.”

Document Holders

These simple but effective tools position documents at eye level adjacent to the monitor, reducing the need to look down repeatedly.

Types available:

• In-line holders: Positioned between keyboard and monitor
• Side-mounted holders: Attached to the side of a monitor
• Freestanding holders: Placed next to the monitor
• Magnetic holders: Attaching to metal surfaces of desks or filing cabinets

Key benefits:

• Reduces neck flexion and rotation
• Improves workflow when referencing documents
• Helps maintain proper posture
• Reduces eye strain from changing focus distances

Prevents: Neck strain, shoulder pain, and eye fatigue

UK guidance: HSE recommends that “document holders, where needed, should be stable and adjustable to minimise the need for uncomfortable head and eye movements.”

Footrests

When desk and chair height cannot be adjusted to allow feet to rest flat on the floor, footrests provide necessary support.

Types available:

• Fixed footrests: Basic non-adjustable platforms
• Adjustable angle footrests: Allowing customisation of foot position
• Rocking footrests: Encouraging subtle movement
• Heated footrests: Providing warmth in cold environments
• Massage footrests: Including textured surfaces for foot stimulation

Key features to look for:

• Stable, non-slip surface
• Height and angle adjustment
• Sufficient size for both feet
• Durable construction

Prevents: Lower back pain, poor circulation, and discomfort from dangling feet

UK standards: DSE Regulations state that “a footrest should be provided for any operator who cannot place their feet flat on the floor.”

Wrist Rests and Supports

These provide cushioning and support for wrists when typing or using a mouse.

Types available:

• Keyboard wrist rests: Providing support along the length of the keyboard
• Mouse wrist rests: Supporting the wrist during mouse use
• Gel-filled rests: Offering cushioned support
• Memory foam rests: Conforming to individual wrist shape
• Cooling wrist rests: Designed to reduce heat during prolonged use

Key considerations:

• Should support the heel of the hand, not the wrist itself
• Should not restrict movement
• Should be at the same height as the front edge of the keyboard
• Should be easy to clean

Prevents: Carpal tunnel syndrome, wrist strain, and contact stress

UK guidance: HSE guidance mentions that “wrist rests can help keep wrists straight and at the same level as the keys during breaks in keying.” However, they advise that “using wrist rests incorrectly can cause problems.”

Task Lighting

Proper lighting reduces eye strain and helps maintain energy levels throughout the workday.

Types available:

• Desk lamps: Direct task lighting for workspaces
• Monitor lights: Attached to screens to reduce contrast and glare
• Under-shelf lights: Illuminating the work area without occupying desk space
• Floor lamps: Providing broader area lighting
• Daylight simulation lamps: Mimicking natural light spectrum

Key features to look for:

• Adjustable brightness
• Adjustable positioning
• Glare reduction
• Energy efficiency
• Colour temperature options (warmer or cooler light)

Prevents: Eye strain, headaches, and fatigue

UK standards: The Workplace (Health, Safety and Welfare) Regulations 1992 require that “every workplace shall have suitable and sufficient lighting” and the HSE specifically mentions that “lighting should be appropriate for the task.”

Best Practices for Implementing Ergonomic Equipment

Conducting Workstation Assessments

Under UK regulations, employers must assess workstations to identify risks and determine appropriate equipment needs.

Key elements of an effective assessment:

• Individual evaluation: Considering the specific needs of each worker
• Task analysis: Understanding the physical demands of different job functions
• Equipment review: Assessing the suitability of existing equipment
• Environmental factors: Considering lighting, temperature, and space
• Documented findings: Recording results and action plans

Who should conduct assessments:

• Trained DSE assessors
• Occupational health professionals
• Health and safety representatives
• External ergonomics consultants for complex cases

Timing of assessments:

• When new equipment is provided
• When a new workstation is set up
• When a substantial change is made to equipment, furniture, or environment
• When new users start work
• When individual health conditions require it
• When users report pain or discomfort

Developing an Ergonomic Equipment Policy

A formal policy helps ensure consistent application of ergonomic principles across the organisation.

Key components:

• Standard equipment provisions: What’s provided to all employees
• Assessment procedures: How needs are evaluated
• Request process: How additional equipment can be requested
• Budget considerations: Funding for specialised equipment
• Training requirements: Ensuring proper use of equipment
• Maintenance procedures: Keeping equipment in good condition
• Review schedule: When and how the policy is updated

Training and Education

Even the best ergonomic equipment will be ineffective if not properly used.

Training should cover:

• Adjustment of equipment: How to configure chairs, desks, and accessories
• Recognition of symptoms: Early warning signs of musculoskeletal problems
• Reporting procedures: How to request assessments or additional equipment
• Work techniques: Proper posture and movement patterns
• Rest and recovery: Importance of breaks and stretching

Accommodating Remote and Hybrid Workers

With more UK employees working from home at least part-time, ergonomic considerations extend beyond the traditional office.

Approaches include:

• Home assessment guidance: Providing checklists for self-assessment
• Equipment allowances: Budgets for home office setups
• Equipment loan programs: Allowing office equipment to be used at home
• Virtual assessments: Remote evaluation of home workstations
• Hybrid solutions: Considering ergonomics in both environments

Special Considerations for Reasonable Adjustments

Under the Equality Act 2010, UK employers must make reasonable adjustments for employees with disabilities, which often includes specialised ergonomic equipment.

Common reasonable adjustments include:

• Specialised chairs: For specific back conditions
• Adapted input devices: For limited dexterity or visual impairments
• Voice recognition software: For those unable to type
• Adjustable height desks: For wheelchair users or those unable to sit for long periods
• Specialised lighting: For visual sensitivity or migraines

Process considerations:

• Assessment by qualified professionals
• Involvement of occupational health
• Regular review of effectiveness
• Documentation of adjustments
• Consideration of Access to Work funding

Cost-Benefit Analysis of Ergonomic Equipment

While there is an initial investment in ergonomic equipment, the business case is compelling when considering the full financial picture.

Costs of Inadequate Ergonomics

Direct costs:

• Sickness absence: UK businesses lose approximately 6.9 million working days annually due to work-related musculoskeletal disorders
• Healthcare costs: Including private healthcare premiums and NHS usage
• Legal costs: From potential claims and regulatory penalties
• Replacement staff: Temporary cover for absent employees

Indirect costs:

• Reduced productivity: Employees working through pain are less efficient
• Presenteeism: Being present but not fully functioning due to discomfort
• Staff turnover: Replacing employees who leave due to physical strain
• Reduced morale: Impact on the wider team

Return on Investment

Research consistently shows positive ROI for ergonomic interventions:

• Studies indicate returns of £3-£6 for every £1 spent on ergonomic equipment
• Reductions in musculoskeletal claims of 50-90% with comprehensive programs
• Productivity increases of 10-15% with proper workstation setups
• Significant reduction in error rates and quality issues

Budgeting Strategies

Approaches to managing ergonomic equipment costs:

• Phased implementation: Prioritising high-risk areas or individuals
• Equipment tiers: Standard provisions with options for specialised needs
• Bulk purchasing: Negotiating discounts for volume orders
• Leasing options: Spreading costs over time
• Tax considerations: Potential benefits for adjustments for disabled employees

Sustainability in Ergonomic Equipment

Increasingly,  organisations are considering environmental impacts alongside ergonomic benefits:

• Sustainable materials: Recycled and recyclable components
• Durability: Longer-lasting products reducing waste
• Energy efficiency: Lower power consumption for adjustable equipment
• End-of-life considerations: Disassembly and recycling options
• Carbon footprint: Manufacturing and transport impacts

The Impact of Flexible Working

As work models continue to evolve, ergonomic equipment is adapting:

• Portable ergonomic accessories: For workers moving between locations
• Hot-desking solutions: Quickly adjustable equipment for shared workspaces
• Multi-purpose equipment: Adapting to different tasks and environments
• Minimalist designs: Accommodating smaller home office spaces

Conclusion

Investing in appropriate ergonomic equipment is not merely a legal obligation for UK employers; it’s a strategic decision that benefits both employees and the organisation. By understanding the range of equipment available, implementing it correctly, and providing proper training, employers can create workplaces that support physical wellbeing and productivity.

The most effective approach combines well-designed equipment with proper training, regular assessment, and a supportive organisational culture that values employee wellbeing. As work practices continue to evolve, ergonomic principles remain a constant foundation for healthy, productive workplaces.

Our Workstation Setup and Self Assessment Workshop has been designed for all DSE users including hybrid workers, lone workers, mobile workers and homeworkers to ensure a safe and compliant workstation, any time, anywhere.

Resources for Further Information

• Health and Safety Executive (HSE): www.hse.gov.uk/msd – Comprehensive guidance on musculoskeletal disorders and ergonomic solutions
• BackCare: www.backcare.org.uk – Charity focused on back health with workplace guidance
• British Standards Institution: www.bsigroup.com – UK standards for office and workplace equipment
• Access to Work: www.gov.uk/access-to-work – Government support for workplace adjustments