How to Perform an Ergonomics Assessment

Understanding how to perform ergonomics assessment helps businesses reduce muscle strain, boost productivity, and prevent musculoskeletal issues. This guide will explain how to assess both office workstations and industrial settings, including practical tools, metrics, and actionable steps to improve workplace ergonomics effectively.

What is an Ergonomics Assessment?

An ergonomics assessment, sometimes called a workplace ergonomics evaluation, systematically identifies risks for musculoskeletal disorders (MSDs) resulting from poorly designed workplaces or unsuitable tasks. MSDs include common workplace injuries like strains, sprains, and repetitive stress injuries, usually caused by prolonged awkward postures, repetitive motions, or tasks requiring excessive force.

The assessment process aims to pinpoint these physical risk factors, determine their root causes, and recommend systematic improvements to enhance employee well-being, job performance, and job satisfaction. This is particularly critical in modern workplaces, where sedentary office work and physically demanding industrial tasks can lead to long-term health issues.

Effective ergonomics assessments start with reviewing workplace injury records, observing employee tasks, gathering employee feedback, and evaluating physical workspace layouts. The Occupational Safety and Health Administration (OSHA) suggests routine assessments to pinpoint potential risks and recommend practical adjustments, such as modifying workstations, adjusting task requirements, or providing ergonomic equipment.

By proactively addressing ergonomic risks, organizations can enhance employee well-being, improve productivity, and reduce the substantial costs associated with MSDs.

Who Needs an Ergonomics Assessment?

Ergonomics assessments are the critical first step in identifying and controlling hazards within the job improvement cycle of an ergonomics process. To create safer workplaces and mitigate the risk of MSDs, you must first understand where those risks exist and the extent of worker exposure.

Ideally, all job tasks within an organization should eventually undergo an ergonomics assessment. However, when resources are limited or an ergonomics program is just beginning, prioritization is key. 

Assessments should initially focus on:

1. High-Risk Jobs: Tasks known or suspected to involve significant ergonomic risk factors. These often include jobs involving:
   • High Force: Lifting heavy objects, forceful gripping, pushing/pulling heavy loads.
   • Awkward Postures: Frequent or sustained bending, twisting, reaching overhead, kneeling, squatting.
   • High Repetition: Performing the same motion repeatedly with short cycle times (e.g., assembly line work, data entry).
   • Static Loading: Maintaining the same posture for prolonged periods (e.g., prolonged sitting or standing).
   • Vibration: Using vibrating tools or driving vehicles over rough surfaces.
   • Contact Stress: Pressing body parts against hard or sharp edges.
2. Jobs with High Injury Rates: Departments or specific roles that have historically shown high rates of MSDs or related symptoms reported by employees.
3. New or Modified Tasks/Workstations: Whenever a new job task is introduced, a workstation is significantly altered, new equipment is brought in, or work procedures change, an ergonomics assessment should be performed. This proactive step ensures that changes haven’t inadvertently introduced new hazards or increased existing ones.
4. Employee Concerns: When an employee reports pain, discomfort, or difficulty performing a task that they believe is related to their work setup or demands.
5. Post-Intervention Follow-Up: After ergonomic improvements (e.g., new chair, adjusted workstation height, introduction of a lifting aid) have been implemented, a follow-up assessment is crucial. This verifies that the intervention has effectively reduced the identified risks and hasn’t created unforeseen problems.

While prioritizing high-risk areas is a practical starting point, a comprehensive ergonomics process aims for universal coverage, ensuring all employees benefit from a work environment designed with their health and safety in mind.

Tools and Methods for ergonomics assessments

A variety of tools and methods can be employed during an ergonomics assessment, ranging from simple observation and measurement to sophisticated technology. The choice of tools often depends on the complexity of the task, the specific risk factors being evaluated, the resources available, and the expertise of the assessor.

The assessment process typically begins with fundamental techniques: direct observation and employee interviews. Assessors carefully watch employees perform their tasks in their natural work environment, noting key factors like working postures, movement patterns, forces exerted, and the frequency and duration of specific actions. 

Common examples include:

1. RULA (Rapid Upper Limb Assessment): Evaluates posture, force, and muscle use for the neck, trunk, and upper limbs, primarily for sedentary tasks.
2. REBA (Rapid Entire Body Assessment): Assesses risks associated with whole-body postures, including static and dynamic loading, coupling, and activity, suitable for a wider range of tasks.
3. NIOSH Lifting Equation: Calculates a Recommended Weight Limit (RWL) for two-handed manual lifting tasks, helping to determine if a lift is high-risk.
4. Strain Index (SI): Assesses risk for distal upper extremity disorders (hand, wrist, forearm, elbow) based on intensity, duration, frequency of exertion, and posture.
5. Ergonomic Checklists: Many organizations (like OSHA) provide checklists tailored to specific environments (e.g., office, healthcare) to quickly identify common hazards.

Gathering direct input from the workers performing the tasks is also invaluable. They can provide insights into task frequency, duration, perceived effort, discomfort levels, and specific challenges that might not be obvious through observation alone. Standardized symptom surveys can also help identify early signs of MSDs.

Some manual, practical tools are also necessary to perform  an ergonomics assessment, such as :

Tool	Purpose	Example Use
Tape Measure	Measure surface heights, reaches	Record desk height, hand working height
Pinch Grip Dynamometer	Measure pinch grip strength	Assess hand tool usability
Force Gauge	Measure pushing/pulling forces	Evaluate effort in moving equipment
Hand Dynamometer	Measure power grip strength	Test grip for tool handling
Scale	Measure product/tool weight	Weigh items for lifting assessments

By combining careful observation with direct employee feedback and leveraging standardized tools where appropriate, assessors can build a comprehensive understanding of the ergonomic risks present in a given task or workstation.

How to Perform an ergonomics assessment in Specific Settings

While the fundamental steps of planning, observing, analyzing, and recommending solutions apply universally to ergonomics assessments, the specific hazards, tools, and interventions vary greatly depending on the work environment. 

Office settings present unique challenges related to sedentary work and repetitive motions, whereas industrial settings often involve higher physical forces, manual material handling, and diverse environmental factors.

How to Perform an ergonomics assessment in Office Setting

Office environments, while often appearing benign, are significant contributors to musculoskeletal disorders (MSDs). The primary risks stem from prolonged periods of static posture (sitting), highly repetitive fine motor tasks (typing and mousing), and sustained visual demands (screen viewing). These factors, often combined with poorly adjusted workstations, can lead to cumulative strain injuries. 

Common complaints include chronic neck and shoulder pain, lower backache, wrist and hand issues like tendonitis or carpal tunnel syndrome, and significant eye strain or headaches. The goal of an office ergonomics assessment is to identify and mitigate these risks by optimizing the fit between the worker, their equipment, and their work habits.

Focus Areas & Key Questions:

• Chair: The foundation of office seating. Is it fully adjustable? Key adjustments include seat height (allowing feet flat on floor/footrest), backrest angle and height (supporting the spine’s natural curves), and armrest height/width (allowing relaxed shoulders). Does it provide good lumbar support? Proper lower back support helps maintain the natural inward curve (lordosis), reducing strain. Is the seat pan depth appropriate? Check for 2-4 fingers’ width between the seat edge and the back of the knees when sitting back fully – too deep cuts off circulation, too shallow reduces support. Are feet properly supported? If not flat on the floor, a stable footrest is essential. Consider caster type – hard casters for carpet, soft for hard floors.
• Desk/Work Surface: Is the height conducive to neutral postures? For keyboard/mouse use, the surface should allow elbows to be bent at roughly 90 degrees with shoulders relaxed and wrists straight. Using a sit-stand desk allows for valuable postural variation throughout the day. Is there adequate legroom? Sufficient space underneath (height, width, depth) allows for comfortable leg positioning and posture changes. Is the surface itself suitable? A large enough surface prevents clutter and awkward reaching. Non-reflective finishes minimize glare, and rounded or padded edges prevent contact stress on forearms/wrists.
• Monitor(s): Crucial for neck and eye comfort. Is the primary monitor positioned correctly? It should be directly in front to avoid neck twisting. Is the height appropriate? Generally, the top of the viewable screen should be at or slightly below eye level to promote a neutral neck posture (users with bifocals often need it lower). Is it at a comfortable viewing distance? Typically arm’s length away, allowing clear viewing without leaning. Is it free from glare? Check for reflections from windows or overhead lights, which cause eye strain. If using multiple monitors, ensure they are positioned close together and aligned at the same height to minimize excessive head/eye movement.
• Input Devices (Keyboard/Mouse): High-repetition tools. Are they positioned for neutral wrists? Keep the keyboard directly in front, flat or slightly tilted away (negative tilt). Wrists should be straight, not bent up/down (extension/flexion) or side-to-side (deviation). Is the mouse close and comfortable? Position it near the keyboard on the same level to avoid shoulder abduction/reaching. Ensure it fits the user’s hand size comfortably without excessive gripping. Consider alternatives if needed: Split keyboards, vertical mice, or trackballs may benefit users with specific discomfort patterns. Observe usage: Look for forceful keying/clicking or wrist anchoring.
• Accessories: Tools that bridge ergonomic gaps. Is a document holder used? Essential for frequent reference to paper documents; position it close to the monitor to minimize neck twisting. Is a headset used for phone calls? Prevents cradling the phone between the ear and shoulder, a major cause of neck/shoulder pain. Is a footrest needed and provided? For shorter users whose feet don’t reach the floor. Laptop use: If a laptop is the primary device, a docking station or laptop stand combined with an external keyboard and mouse is crucial for achieving proper screen height and input device positioning.
• Lighting: Impacts vision and comfort. Is ambient lighting sufficient without being harsh? Is task lighting available for non-screen tasks if needed? Are light sources positioned to avoid glare on the screen or shining directly into the user’s eyes (windows often require blinds/shades)?
• Work Habits: Behavior significantly impacts risk. Observe typical posture: Does the user slouch, crane their neck forward, or perch on the edge of the chair? Are breaks taken regularly? Encourage micro-breaks (looking away every 20 mins – the 20-20-20 rule: every 20 mins, look at something 20 feet away for 20 seconds) and longer breaks involving standing, stretching, and walking to combat static loading. Reinforce the ergonomic limitations of using laptops directly on a desk for extended periods.

Assessment Method: Office assessments typically involve observing the employee working naturally (noting postures, reaches, habits), conducting a structured interview (asking about comfort levels, pain location/timing, task duration, break patterns), systematically using an office-specific ergonomic checklist, and taking basic measurements (chair/desk heights, monitor height/distance) with a tape measure. Taking photos of the workstation setup (with employee permission) can be very helpful for documentation and report generation.

Common Solutions: Solutions are often straightforward adjustments or additions. This frequently involves adjusting existing equipment (correctly setting up the chair, monitor height/position) to fit the user. Providing simple ergonomic accessories (footrests, monitor risers/arms, document holders, headsets) can resolve many issues. Recommending different input devices (vertical mouse, split keyboard) may be necessary based on specific user discomfort or posture. Optimizing lighting (adjusting blinds, repositioning desks relative to windows, providing task lights, adding anti-glare screen filters) addresses visual strain. Crucially, employee training on how to set up their workstation correctly, maintain neutral postures, and incorporate regular movement and stretch breaks is essential for long-term success, along with follow-up to ensure adjustments are maintained.

How to Perform an ergonomics assessment in Industrial Setting

Industrial environments—encompassing manufacturing, warehousing, construction, healthcare, agriculture, and logistics—often feature physically demanding tasks and a complex interplay of ergonomic risk factors. These include manual material handling (lifting, pushing, pulling, carrying), forceful exertions (using tools, assembling parts), awkward postures often dictated by equipment or process design, highly repetitive motions, exposure to vibration, and challenging environmental conditions (temperature, noise). Assessments here must be comprehensive, addressing the dynamic nature of the work.

Focus Areas & Key Questions:

• Manual Material Handling (MMH): A primary source of back and shoulder injuries.
  • Lifting/Lowering: Quantify the risk. What is the object’s weight? How frequently is it lifted per minute/hour? What are the vertical start/end heights (floor to knuckle? knuckle to shoulder?) How far is the object held from the body (horizontal distance)? Is twisting required during the lift? How secure is the grip (coupling)? The NIOSH Lifting Equation systematically evaluates these factors to calculate a Recommended Weight Limit (RWL) and a Lifting Index (LI) indicating risk level.
  • Pushing/Pulling: Measure the force needed to start (initial) and maintain (sustained) movement using a force gauge. Assess frequency and distance. What posture is adopted? Is the handle height appropriate (ideally between the user’s waist and shoulder)? What is the condition of the floor surface and cart/equipment wheels? Poor maintenance dramatically increases force requirements.
  • Carrying: Assess object weight, distance carried, frequency, path obstacles, and grip security/comfort.
• Tool Use: Handheld tools can significantly strain upper limbs. Is the tool heavy or poorly balanced, leading to shoulder/arm fatigue? Does its use require awkward wrist or arm postures (e.g., pistol grip tool used on a horizontal surface)? Does it generate significant vibration (assess magnitude and duration of exposure to prevent Hand-Arm Vibration Syndrome – HAVS)? Is high grip force needed due to handle design (diameter, material) or task requirements? Does the tool create a torque reaction force that the operator must resist, potentially injuring the wrist or elbow?
• Workstation Design: The physical layout dictates posture and reach. Are work surfaces at appropriate heights to minimize bending or reaching overhead? (General guidance: elbow height for light assembly, slightly lower for heavier work requiring body leverage, slightly higher for precision tasks). Are frequently used tools, parts, and controls located within easy reach (primary zone: comfortable sweep of the forearm; secondary zone: full arm reach)? Avoid storing items above shoulder height or below knee level if frequently accessed. Is there adequate clearance for the body, legs, and feet to allow comfortable postures and movement?
• Repetitive Tasks: High frequency, especially combined with force or awkward posture, increases risk. What is the cycle time (time to complete one unit of work)? How many repetitions occur per minute/shift? Does the repetition involve significant force or awkward postures? (Use tools like RULA, REBA, or the Strain Index to assess risk). Is there sufficient task variety or are the same motions performed almost continuously, limiting recovery time?
• Posture: Identify non-neutral body positions. Are sustained or frequent awkward postures required, such as deep bending at the waist, twisting the torso while handling loads, reaching far above shoulder height or behind the body, kneeling, or squatting for extended periods? Are static postures held for long durations (e.g., standing fixed in one spot, holding a part for inspection)? Use RULA/REBA to systematically score postural risks for upper limbs or the whole body.
• Environment: Ambient conditions affect safety and performance. Is there exposure to significant vibration (hand-arm from tools, whole-body from vehicles/platforms)? Are workers exposed to extreme temperatures (heat stress increasing fatigue, cold reducing dexterity/sensation)? Are noise levels high (requiring hearing protection, potentially masking warning signals)? Is lighting adequate for the task demands, free from shadows and glare? Are there slip, trip, or fall hazards due to floor conditions or poor housekeeping?

Assessment Method: Industrial assessments need close observation, ideally across different workers and full work cycles. Recording video helps spot quick, awkward movements you might miss in the moment. Talking to workers is just as important—they can explain what the job really feels like and where it gets tough. Simple tools like force gauges, scales, and tape measures help you get accurate data. To rate the risk clearly, use standard tools like the NIOSH Lifting Equation, RULA, or REBA. These make it easier to decide what changes matter most.

Common Solutions (following Hierarchy of Controls):

1. Engineering (Most Preferred): Modify the work environment to eliminate/reduce hazards. Examples: Implement mechanical lifting aids (hoists, cranes, vacuum lifts, conveyors, lift tables, pallet jacks), redesign workstations (adjustable height benches, tilted surfaces, parts bins within easy reach, anti-fatigue matting), provide ergonomically designed tools (lighter weight, better balance, angled handles, low-vibration models), use tool balancers or articulating arms to support tool weight, improve layouts to minimize manual transport distances and twisting. Automation of high-risk tasks falls here.
2. Administrative: Change how work is organized. Examples: Implement job rotation schedules (ensuring rotation is between tasks with different physical demands), introduce more frequent rest breaks or micro-breaks, provide thorough training on recognizing hazards, using proper body mechanics (e.g., for lifting, pushing), utilizing available ergonomic equipment correctly, and reporting symptoms early. Adjusting work speed or pacing where feasible can also reduce strain.
3. Personal Protective Equipment (PPE) (Last Resort): Provide barriers between the worker and the hazard when it cannot be controlled otherwise. Examples: Appropriate gloves (anti-vibration, enhanced grip, thermal protection), knee pads for kneeling tasks. Relying on PPE should only occur after engineering and administrative options have been exhausted, as it does not eliminate the underlying hazard.

Work Smarter with Ergo Global ergonomics assessments

If you’re still unsure how to perform an ergonomics assessment or want to ensure it’s done right the first time, let the experts step in. Ergo Global offers tailored ergonomic evaluations for both in-office and remote teams. You’ll get individual reports, practical fixes, and support that actually sticks. 

Contact Ergo Global to learn how we can help your company!