How to run a quick ergonomic assessment
A 15-minute workstation assessment for office managers: chair, monitor, keyboard, lighting, laptop setup, and when to escalate.
Most ergonomic problems are fixed with a few adjustments, not a new chair. A short, repeatable assessment helps employees set up their workstation and gives you a clear list of equipment requests.
Start with the chair
Feet should rest flat on the floor or on a footrest. Knees should be roughly level with the hips. The back should be supported, and the seat pan should leave a small gap behind the knees.
If the chair cannot be adjusted, log it. A broken or fixed-height chair is an equipment request, not a training issue.
- Feet supported
- Knees level with hips
- Lower back supported
- Seat depth leaves a small gap
Monitor and keyboard
The top of the screen should be at or slightly below eye level. The monitor should be about an arm’s length away. The keyboard should sit flat or slightly negative, with elbows near 90 degrees.
Laptop-only setups are the most common problem. A laptop stand plus an external keyboard and mouse is usually the cheapest fix.
- Top of screen at eye level
- Monitor an arm’s length away
- Elbows near 90 degrees
- Wrists straight
- Laptop stand and external keyboard for full-time laptop use
Lighting and noise
Check for glare on the screen and reflections from windows. Adjust the monitor or add a blind before buying new equipment. Confirm that the work area has enough light without harsh overhead glare.
Noise is part of the assessment. If an employee needs to concentrate, a quieter zone or a pair of headphones may be more effective than a new desk.
Laptop and remote work
Remote employees need the same basics: a chair with back support, a monitor at eye level, and a keyboard and mouse. Ask them to send a photo of their setup; it is faster than a long questionnaire.
Do not assume a home setup is worse. Some employees have better equipment at home than in the office. Assess the setup, not the location.
What to do with the findings
Separate quick wins from equipment requests. Quick wins include raising the monitor, moving the keyboard, adjusting the chair, and reducing glare. Equipment requests include chairs, stands, monitors, footrests, and keyboards.
Log every request with a reason. “Employee asked for a new chair” is weaker than “chair height cannot be adjusted; employee’s knees are above hip level.”
- Fix quick wins during the assessment
- Log equipment requests with evidence
- Set a budget and a review cadence
- Reassess after changes
When to involve a professional
This checklist is not medical advice. If an employee reports pain, numbness, or a diagnosed condition, involve a qualified health and safety professional or occupational health provider.