Sitting at a desk for hours every day can take a toll on your body. That nagging backache, stiff neck, or tingling in your wrists might feel like a normal part of the office grind, but it doesn’t have to be. These discomforts are often signs that your workstation isn’t set up correctly for your body. This is where ergonomics comes in—the science of designing your workspace to fit you, not the other way around.
An office ergonomic assessment helps you identify and fix issues with your setup to improve comfort, boost productivity, and prevent long-term strain. Think of it as a tune-up for your workspace. This guide provides a straightforward, do-it-yourself checklist to help you evaluate your own desk setup and make simple adjustments for a healthier workday.
How to Use This Ergonomic Checklist
Go through each checkpoint in the table below while sitting at your desk in your usual working posture. Be honest with your answers. The goal is to identify areas for improvement, not to get a perfect score. For every “No” you check, read the suggested action and try to implement it. Even small changes can make a world of difference.
This checklist is a powerful tool for self-assessment. If you find you have many “No” answers or if you continue to experience pain after making adjustments, a professional evaluation may be necessary.
The Complete Office Ergonomic Assessment Checklist
Use the following table to evaluate your office workstation. Go through each item and see if your setup meets the recommendation. If not, try the suggested actions to make improvements.
| Area/Component | Check Point | Yes/No | Suggested Action/Improvement |
| Your Chair | Is your chair comfortable and are all its features working correctly? | If not, consider creating a standing station to alternate your position. | |
| When sitting back, are your feet flat on the floor or a footrest? | Adjust your chair height. If your feet still don’t reach, use a footrest. A stack of sturdy books can work in a pinch. | ||
| Are your knees roughly level with your hips (about a 90-degree angle)? | Raise or lower your chair. Use a footrest if needed to achieve the correct angle. | ||
| Does the chair provide good support for your lower back? | Adjust the chair’s lumbar support. If it lacks this feature, add a lumbar cushion or a rolled-up towel. | ||
| Is there a small gap (about 2-3 fingers wide) between the front edge of the seat and the back of your knees? | If the seat pan is too deep, add a cushion to your backrest to push you forward slightly. | ||
| Your Monitor | Is the top of your monitor screen at or slightly below your eye level? | Raise or lower your monitor. Use a monitor stand or a stack of books if it’s too low. | |
| Is your monitor positioned directly in front of you, not off to one side? | Center the monitor with your body and keyboard to keep your neck in a neutral, forward-facing position. | ||
| Is the monitor about an arm’s length away from you? | Lean back in your chair and extend your arm; your fingertips should just about touch the screen. Adjust as needed for visual comfort. | ||
| If you wear bifocals, can you see the screen clearly without tilting your head back? | You may need to lower your monitor more than usual and tilt the screen upward. | ||
| Is your screen free from distracting glare or reflections? | Position your monitor away from windows or bright overhead lights. Use blinds to control sunlight. A glare filter can also help. | ||
| Your Keyboard & Mouse | When typing, are your elbows close to your sides and bent at a 90-degree angle? | Adjust your chair height. The goal is to have your forearms parallel to the floor. | |
| Are your wrists straight and in a neutral position when typing and using the mouse? | Adjust the keyboard tilt; often, a flat keyboard is better for wrist posture. Avoid resting your wrists on the desk. | ||
| Is your mouse located right next to and at the same level as your keyboard? | Move your mouse closer to prevent over-reaching. A keyboard tray can help keep both on the same level. | ||
| Work Surface & Accessories | Do you have enough legroom under your desk to move freely? | Clear any clutter or obstacles from under your desk. | |
| Are frequently used items (like your phone or notebook) within easy reach? | Arrange your desk so the items you use most are in your “usual work” zone, directly in front of you. | ||
| Do you use a headset or speakerphone for long calls instead of cradling the phone between your head and shoulder? | Obtain a headset or use your phone’s speaker to avoid neck strain. | ||
| If you refer to documents, are they placed on a holder next to your monitor? | Use a document holder to position papers at the same height and distance as your screen, preventing repeated neck movement. | ||
| Your Work Habits | Do you take short breaks away from your screen every 20-30 minutes? | Set a timer to remind yourself to stand up, stretch, or walk around briefly. Look away from your screen to a distant object to rest your eyes. | |
| Do you alternate between sitting and standing throughout the day if possible? | If you have a sit-stand desk, use it. If not, make a point to stand up during phone calls or when reading documents. |
What Your Results Mean
Now that you’ve completed the checklist, take a look at the number of “No” answers you have. This can give you a general idea of your ergonomic risk level.
- Low Risk – You answered “Yes” to most questions. Your workstation is in good shape. Focus on maintaining good habits like taking regular breaks.
- Medium Risk – You have several “No” answers. Your setup needs some attention. Implement the suggested actions to reduce your risk of discomfort and strain.
- High Risk – You have many “No” answers or are already experiencing persistent pain. It’s important to make changes promptly. If the discomfort continues, seeking professional advice is a wise next step.
When a Self-Assessment Isn’t Enough
This checklist is a powerful tool for making immediate improvements to your workstation. However, sometimes persistent discomfort or unique workstation challenges require a more detailed evaluation. If you’ve made adjustments and still experience pain, or if your company needs to ensure compliance with health and safety regulations, a professional assessment is your next step.
Get Professional Ergonomic Support from Ergo Global
At Ergo Global, we specialize in creating safer, more comfortable, and more productive workspaces. Our team of expert ergonomists provides comprehensive assessments and solutions tailored to the individual needs of your employees and your organization. We go beyond the basics to address complex issues and help you foster a strong culture of health and safety.
Visit us at Ergo Global to learn more about our ergonomic consulting services.
For businesses looking to build in-house expertise, we also offer specialized training programs. Explore our DSE Assessor Training to empower your team with the skills needed to conduct professional-grade ergonomic assessments and support your entire workforce.
