Workplace ergonomics is often overlooked, yet it plays a crucial role in employee wellbeing, productivity, and retention. Even minor discomfort, if unaddressed, can escalate into chronic musculoskeletal issues affecting both individuals and organisations. Understanding the hidden costs of poor DSE (display screen equipment) workstation ergonomics helps businesses take proactive steps to create healthier, more productive environments.

Poorly Designed DSE Impacts Employees and Employers

Discomfort at work is more than an inconvenience; poor workstation setup, awkward postures, and prolonged inactivity can contribute to:

  • Musculoskeletal pain: Neck, shoulder, back, and forearm discomfort are common in office-based roles for employees using DSE.
  • Reduced concentration and productivity: Pain and discomfort make it harder for employees to focus and concentrate, slowing task completion and increasing errors.
  • Disrupted team dynamics: Persistent pain and discomfort can negatively affect sleep. This may lead to changes in mood, irritability, fatigue, and increased stress, potentially worsening musculoskeletal pain. These factors can hinder communication and teamwork.
  • Absenteeism and presenteeism: Employees may take more sick days due to pain or attend work while struggling with discomfort, reducing overall efficiency.

The Health and Safety Executive (HSE) reported that in 2023/24, 543,000 UK workers were living with work-related musculoskeletal disorders, of which 168,000 were new cases. These disorders resulted in 7.8 million working days lost. Back injuries were most common (43%), followed by upper limb or neck disorders (37%) and lower limb issues (20%). Even minor musculoskeletal problems can reduce productivity and, if unaddressed, increase discomfort and absenteeism.

Work-related musculoskeletal disorders affect employee wellbeing and productivity and carry a significant financial impact. The HSE estimates that new cases of work-related ill health and workplace injuries cost Britain £21.6 billion in 2022/23. Employers directly bear around £4.1 billion of these costs, highlighting the value of proactive ergonomic interventions and health-focused workplace strategies.

Organisational Impact

Poor ergonomics affects more than individual employees:

  • Financial implications: Increased absenteeism, staff turnover, and lower productivity are costly. Work-related musculoskeletal disorders alone cost UK employers billions annually.
  • Employee engagement: Discomfort and pain lower morale, engagement, and job satisfaction.
  • Legal and compliance risks: Employers have a duty of care under health and safety regulations to ensure workstations are safe and suitable.
Quick Wins for Improving Ergonomics

Small, practical adjustments can make a big difference. Organisations can implement these steps:

  1. Workstation Adjustments
  • Carry out regular holistic DSE assessments to ensure safety, reduce musculoskeletal disorder risk, and protect productivity.
  • Review assessments as needed; adapting setups for changing roles or equipment maintains efficiency and reduces injury-related costs.
  • Refer to professionals when necessary: occupational health, physiotherapy, or counselling can support staff wellbeing and reduce absenteeism.
  • Monitor eye health: regular checks and screen adjustments prevent vision-related fatigue, headaches, migraines, neck/shoulder, and mid-back pain, helping maintain focus.
  1. Encourage Microbreaks and Movement   
  • Implement short breaks every 30–60 minutes: standing, stretching, or brief walks reduce musculoskeletal strain, support mental wellbeing, sustain productivity, and lower injury-related costs.
  • Promote daily movement: even 1–2 minutes of activity improves circulation, reduces fatigue, and helps maintain workforce efficiency.
  • Incorporate stretching programs targeting the neck, shoulders, back, and wrists to prevent stiffness and enhance comfort.
  • Encourage active routines: standing during calls, walking between workstations, or using stairs instead of lifts. These small actions can improve staff wellbeing and performance.
  1. Implement Ergonomic Awareness and Training
  • Provide targeted training on posture, DSE workstation setup, and safe working habits, including typing techniques and stretching, to minimise injury risk.
  • Offer workshops and practical sessions to boost engagement, reduce discomfort-related performance issues, and enhance organisational efficiency.
  • Distribute educational resources on musculoskeletal and mental health to support informed, healthier working practices.
  1. Optimise Environmental Factors
  • Adjust lighting to reduce eye strain, headaches, and fatigue, supporting focus and productivity.
  • Control noise levels to minimise distractions, maintain concentration, and reduce stress-related performance issues.
  • Maintain comfortable temperature and air quality to support wellbeing, reduce discomfort, and enhance efficiency.
  • Ensure ergonomic workspace layout: sufficient space for movement and access to equipment prevents awkward postures and musculoskeletal risks.
  1. Manage Workload and Psychosocial Factors
  • Monitor and balance workloads: excessive or poorly structured work increases stress and fatigue, which can exacerbate musculoskeletal discomfort and reduce productivity.
  • Promote task variety and job design: rotating tasks and varying responsibilities prevents repetitive strain and supports physical and mental wellbeing.
  • Support a positive psychosocial environment: clear expectations, supportive management, and opportunities for autonomy reduce stress-related performance issues and enhance engagement.
  • Encourage employee involvement: giving employees ownership over work methods and workstation setup reduces stress, enhances engagement, and improves adherence to ergonomic practices.
  • Encourage reporting and early intervention: a culture of reporting discomfort or stress allows timely adjustments, lowering the risk of long-term injury and absenteeism.
  1. Monitor and Review Outcomes
  • Track ergonomic effectiveness: regularly review DSE assessments, injury reports, and staff feedback to identify improvement areas.
  • Measure impact on productivity and wellbeing: monitoring absenteeism, presenteeism, and performance metrics demonstrates the business benefits of ergonomic initiatives.
  • Adjust policies and interventions as needed: use collected data to refine workstation setups, training programs, and movement initiatives to maximise efficiency and reduce injury risk.
Conclusion

Poor ergonomics carries significant hidden costs, from reduced productivity and disrupted team dynamics to absenteeism and potential legal risks. By addressing workstation setup, encouraging regular microbreaks and movement, and providing targeted ergonomic education, employers protect employee health, support mental and physical wellbeing, and enhance organisational performance.

Investing in ergonomics is not just about compliance; it is a strategic step toward a healthier, more engaged, and productive workforce.

Interested in learning more or enhancing workplace wellbeing?

If you’d like to explore our CIEHF-accredited DSE assessor training, expert workstation assessments, tailored wellbeing workshops, or access to our Wellbeing Hub resources, please get in touch. We’re here to help you create healthier, more productive work environments.

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