Ergonomics Policy

Ergonomics Policy

Company Name: [Company Name]
Effective Date: [Effective Date]
Policy Owner: [Policy Owner]
Approved By: [Approved By]
Ergonomics Assessment Provider: [Ergonomics Assessment Provider]

PURPOSE & SCOPE
- This policy establishes standards for workstation design and ergonomic equipment to prevent musculoskeletal disorders and promote employee comfort and productivity.
- This policy applies to all employees who use computer workstations, perform manual handling tasks, or undertake repetitive work activities at any Organization location.
- The safety team shall oversee implementation of this policy, including conducting ergonomic assessments and coordinating the procurement of ergonomic equipment.

WORKSTATION STANDARDS & EQUIPMENT
- All office workstations shall be equipped with adjustable chairs, height-appropriate desks, properly positioned monitors, and adequate lighting to meet ergonomic standards.
- Employees may request specialised ergonomic equipment such as sit-stand desks, ergonomic keyboards, vertical mice, or monitor arms through the ergonomic equipment request process.
- Remote employees shall receive an ergonomic guide for home office setup and may apply for a home office equipment allowance to ensure their workspace meets ergonomic standards.

ERGONOMIC ASSESSMENTS
- The Organization shall provide ergonomic assessments for all new employees during onboarding and for any employee who reports discomfort or has a change in work duties.
- Assessment findings shall be documented and shared with the employee, including specific recommendations for workstation adjustments, equipment changes, and work practice modifications.
- The Organization shall conduct proactive ergonomic surveys of work areas at least annually to identify department-level ergonomic risks and improvement opportunities.

SAFE WORK PRACTICES & TRAINING
- Employees shall be trained in proper workstation setup, posture, regular breaks, and stretching exercises during onboarding and through annual refresher training.
- Employees are encouraged to take regular micro-breaks of at least 5 minutes for every continuous hour of computer work to reduce the risk of musculoskeletal strain and eye fatigue.
- Manual handling tasks shall be assessed for ergonomic risk, and employees shall be trained in safe lifting techniques and the use of mechanical aids where available.

MONITORING & POLICY REVIEW
- The safety team shall track musculoskeletal injury reports, ergonomic assessment outcomes, and equipment requests to measure the effectiveness of the ergonomics program.
- This policy shall be reviewed annually by the safety team and updated based on injury data, assessment findings, employee feedback, and advances in ergonomic science.