How to design an ergonomic workspace (and why it matters)
Clinically reviewed by Dr. Chris Mosunic, PhD, RD, MBA
An ergonomic workspace is meant to promote proper alignment and physical comfort, but it can also impact your work (in a good way). Explore 9 tips to design your own setup.
Work is already… well, work. And sometimes as the fun cherry on top, you finish the day with a stiff back, throbbing neck, and fingers that simply can’t type anymore. On days like this, it can feel like your body is actually breaking, but maybe it’s just that your workspace isn’t designed to prioritize comfort.
When your workspace isn’t suitable for good posture, you could be unknowingly putting tons of strain on your body each day. If that sounds familiar then it might be time for you to redesign your workspace. So take a deep breath, stretch it out, and let’s dive into the world of ergonomic workspaces.
What is an ergonomic workspace?
“Ergonomic” is a big fancy word that just means it’s designed in a way that’s efficient and made for comfort. It’s about creating a work area that fits you and your body and not the other way around. So, if the height of your chair makes you slouch, change it up. Try adjusting it so that your spine’s straight because if you don’t, it could lead to back pain. And no one’s got time for that.
Also, the principles of ergonomics don’t just apply to office work spaces. They apply to wherever you work. So if you’re stiff while working at your kitchen table, you might need to make adjustments there too. The goal’s to prevent discomfort before it starts and by setting up your space in a way that reduces your physical stress, you protect your body and can really improve how you feel at the end of your work day.
Why is an ergonomic workspace important?
It’s easy to feel like an uncomfortable workspace is just the norm and not a huge deal, but you’d be mistaken. When you’re comfortable, it’s actually easier to stay focused and productive. Plus the little backaches and tight shoulders you get from your work environment can actually eventually lead to bigger issues, like chronic back problems or repetitive strain injuries.
Here are five reasons why an ergonomic workspace is pretty important:
Reduced physical pain and discomfort: When you have poor posture and an awkward desk setup, this can lead to back pain, neck strain, and wrist discomfort. Ergonomic workspaces are designed to keep your body in a neutral position. This can prevent these common aches and reduce your risk of long-term injuries like carpal tunnel syndrome or chronic back problems.
Better productivity and focus: When you’re uncomfortable, it can be really hard to stay focused because you’re constantly shifting around to find a better position. But an ergonomic setup helps you stay comfortable for longer periods. This can then allow you to better focus on tasks.
May prevent long-term health issues: Sitting awkwardly for hours at a time can lead to big issues like musculoskeletal disorders. But ergonomics can help prevent some of these serious health conditions by getting you to strain your body less. Plus, you may save money on costly medical treatments.
Improved energy levels: When your body isn’t working against poor posture or uncomfortable furniture, you can naturally feel more energized. A well-aligned workspace can reduce fatigue, and help you avoid the afternoon slump.
Enhanced mental wellbeing: Physical discomfort can lead to frustration and burnout. By creating a workspace that feels good and not stressful to work in, you’re supporting not just your body but also your mental health.
How to design an ergonomic workspace: 9 tips to create your ideal setup
You don’t need to break the bank and buy an expensive chair in order for your workspace to be ergonomic. There are plenty of inexpensive (and free) ways to make your work environment support your body and also help you stay comfortable.
So as you go about redesigning your space, try to focus on little adjustments that can reduce strain and improve your posture.
Here are nine ergonomic tips that can help you and also help make your workday a little bit easier.
1. Make your chair your friend
A good chair should provide lower back support, allowing your spine to rest naturally and reducing strain. If your feet don’t reach the ground, adjust your chair or place something sturdy beneath it so that your feet rest flat on the floor and your knees are bent at a 90-degree angle.
And if your chair has armrests, adjust them so that your shoulders stay relaxed rather than hunched. Also if your chair doesn't have lower back support, add a small cushion so that your back’s slightly tilting and following the natural curve of your back.
And don’t forget about your hips. Try to have your hips slightly higher than your knees as you sit. This can help alleviate pressure on your lower back.
2. Adjust your desk
If your desk is too tall, it can cause you to have shoulder tension. And if your desk is too low, it can lead to slouching. Neither of these are good options. So if your desk height isn’t right, move it around.
While you’re typing, try to make sure that your forearms rest parallel to the floor. Also try to have your wrists straight and elbows bent at a comfortable 90-degree angle.
Consider adding a riser to your desk surface if it feels too low. The most important thing is that you focus on finding a balance that puts your entire body in a neutral and relaxed position.
💙 Ease out any aches and pains with some yoga for Back Care with Katie Shill.
3. Position your monitor at eye level
If your screen’s too low, you’ll naturally tilt your head down, which can put pressure on your neck and shoulders. Move your monitor so the top of the screen sits at or slightly below eye level. This can help encourage you to sit more upright without leaning forward.
If you use a laptop, put it on a stand or a stack of books so the screen meets your eye line. Maybe also add an external keyboard and mouse so that your hands and arms stay a little more loose.
Distance is also important. Try to keep the monitor about an arm’s length away. This can allow you to read the screen comfortably without squinting or straining your eyes.
4. Put your keyboard and mouse within reach
Having your keyboard and mouse in the proper position can prevent wrist and arm strain. Place both within easy reach. Try to keep your elbows at your sides and your wrists in a straight position. Your forearms should also form a relaxed 90-degree angle. This can allow you to type without overextending your arms.
Also your mouse should sit right next to your keyboard, so you don’t have to twist or stretch to use it. And if you’re feeling fancy, consider getting an inexpensive ergonomic mouse. This can help significantly reduce your wrist strain as the mouse would be fitted to your hand.
If you type all the time for your job, consider adding a wrist rest to your work accessories. This can provide extra support and keep your wrists from bending upward or downward.
💙 Build some strength and flexibility in your wrists with the Daily Move from Mel Mah’s Relax Your Wrists.
5. Organize your workspace to reduce strain
When your desk’s clutter-free, it can help prevent you from unnecessarily reaching for frequently used items. As a general rule, try to keep items you use more often close to you like your phone, notepad, or water bottle. This can reduce strain and maintain good posture.
When your workspace is neat and everything you need is easily accessible, it’s easier to stay productive and avoid distractions. So aim to keep items you rarely use like tape or a stapler in drawers or shelves. This can free up your space and keep your workspace a little more tidy. (These six tips can help you declutter your desk.)
6. Consider a standing desk
Standing desks can be a great way to break up long hours of sitting. Plus, it can help improve your posture, reduce your back pain, and keep your energy levels up throughout the day.
When standing, try to keep your screen at eye level and your arms at a 90-degree angle. Wearing comfy shoes also makes this a lot more enjoyable. But don’t worry most standing desks (or desk converters) are adjustable so you can move from sitting to standing throughout the day as your body needs.
(And if standing to work isn’t your thing, here are eight moving meditations you could try to get your body moving after sitting for 8 hours straight.)
7. Add soft, natural lighting
Good lighting is a must. Not only does it make your space feel cozy, it can also help prevent eye strain and help you stay focused throughout the day. Natural light is usually best. So if possible, try to position your desk near a window. (But try not to let it glare directly on your screen).
If natural light isn’t available though, consider using a soft and adjustable desk lamp that gives you even light without creating those harsh shadows. Also adjust your screen brightness on your monitor to help make your eyes feel less tired. (And if you’re fatigued all the time, here are ten tips to help you out.)
It also helps to follow the 20–20–20 rule. Every 20 minutes, look at something 20 feet away for 20 seconds. This can help prevent headaches and also keep your vision sharp.
8. Personalize your space for comfort
Your workspace should feel warm and ideally reflect your personality. If your work environment feels good to be in, it really can boost your mood and help you stay motivated.
Small touches like plants, photos, and artwork can be great additions to your space that can also provide little moments of happiness every time you look at them. While personalizing your space, try to remind yourself to keep things organized and functional. Avoid filling your desk with too many items, as this can make it harder to stay focused.
💙 Make your work area a little more enjoyable by turning on a soundscape like Forest Chimes.
9. Invest in ergonomic accessories (when possible)
If you switch up your space so that it’s more ergonomic but it’s still not as comfy as you’d like it, maybe consider looking into getting some ergonomic accessories. These might be just the thing to help you fine-tune your setup.
An ergonomic mouse, a laptop stand, or a monitor riser can really help reduce strain and improve posture. These are all simple additions. But no need to overhaul your entire space (and your wallet) at once. Start small, with one affordable item. Then if needed, gradually add more. And if spending money stresses you out, here are ten ways to mindfully spend and get you to stress less.
When your budget does allow, consider investing in a better office chair. This can really make a significant difference to your comfort, especially if you tend to work long hours.
Ergonomic workspace FAQs
What does ergonomic mean?
“Ergonomic” just refers to designing tools and workspaces in a way that fits our body and that also reduces strain and supports natural movement. The emphasis is about creating an environment that helps you to work comfortably and efficiently, without putting stress on your muscles or joints.
If you add a cushion to support your lower back while sitting, this is an example of making an ergonomic space. And adjustments like this can help prevent aches, fatigue, and long-term injuries in your body.
What are common ergonomic challenges in the workplace?
When we finish work at the end of the day, ideally we should not feel back pain, neck pain, or wrist discomfort. But sadly because of some bad habits we do at work, it can be normal to feel these aches.
Here are four common ergonomic challenges we should try to avoid in the workplace so that we’re feeling our best day in and day out:
Poor posture, like slouching or leaning forward in a chair.
Repetitive straining from typing or from using a mouse.
Improper monitor placement, either because of height or distance.
Unnecessary reaching and twisting due to things like desk clutter.
How can I set up an ergonomic home office on a budget?
We should all be able to be comfortable at work without breaking the bank. And in a perfect world, we’re not spending any money at all to make this happen.
Here are five simple ergonomic adjustments you can make to your work environment that can make a big difference in how you feel, and that also are relatively cost efficient:
Use pillows or rolled towels for lower back support.
Raise your monitor to eye level by placing a stack of books underneath it.
Use a box as a footrest if your feet don’t touch the ground.
Place a lamp you already own nearby to reduce strain on your eyes.
Position your keyboard and mouse so that your arms are at a 90-degree angle and your wrists are straight.
What are the benefits of using a standing desk?
Sitting all day can do a number on your body — especially your back. But standing desks can help prevent this by getting you to not sit all the time so that your body’s at less risk of feeling back pain.
Standing also can help improve your circulation, engage more muscles, and enhance your focus. And while there isn’t one right way to use a standing desk, usually the best approach is to switch off between sitting and standing as you go about your day.
If right now getting a full standing desk isn’t an option, we get it. Consider getting a desk converter. These tend to be less expensive and also allow you to alternate between sitting and standing.
How often should I take breaks to prevent strain during work?
We all need to take breaks to rest. Not only do they refresh us, but when we take them every 30 to 60 minutes, they can also help to reduce bodily strain and improve our circulation.
Even if you can’t take a full break, short breaks can still be really beneficial to you. If you have a free minute, try standing up and stretching. This can prevent stiffness and also allow you to stay focused.
The 20–20–20 rule can be really helpful as well. With this method, every 20 minutes, you look at something 20 feet away for 20 seconds. This can help prevent eye strain. And if you struggle to remember to take breaks, consider setting a reminder on your phone to encourage you to get up and move.
Here are five ways to take micro breaks that can support your mental health and wellbeing during your work day.
Can ergonomic accessories really improve productivity?
Ergonomic accessories like chairs, keyboards, and monitor risers can really help to reduce discomfort. And when you’re not in pain, you can focus a lot better and work more efficiently.
If you’re feeling back pain, neck pain, or wrist discomfort, consider looking into ergonomic accessories to help alleviate these aches. Not only will you feel better, but you’ll also probably make less mistakes and stay more engaged. Wrist rests and footrests can also make a big difference to your comfort and productivity. And if you’re currently feeling tense, here are six tips that can help you out.
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