The Hidden Costs of Poor Office Ergonomics: How to Prevent Injuries Before They Happen

According to Statistics Canada, over 1 million Canadian workers aged 16 or older developed chronic back problems, representing a significant number of the workforce.

Poor ergonomics carries a hidden price tag that many organizations don’t recognize until it’s too late. Musculoskeletal disorders (MSDs), repetitive strain injuries, and poor workstation setups don’t just affect employee comfort; they impact productivity, absenteeism, retention, and even long-term healthcare costs.

According to the U.S. Occupational Safety and Health Administration (OSHA), businesses spend billions each year on direct workers’ compensation costs related to poor ergonomics. The indirect costs, including mental health related leave, turnover, and reduced performance, are even higher.

The good news? Many of these costs are preventable with proactive ergonomic strategies that prioritize employee well-being and performance.

When workplace ergonomics are neglected, the consequences ripple across the organization:

• Increased absenteeism due to back pain, carpal tunnel syndrome, and other injuries.

• Lower productivity as employees struggle with fatigue and discomfort.

• Higher turnover when employees feel their well-being is undervalued.

• Rising health insurance and compensation claims linked to preventable musculoskeletal injuries.

Even seemingly minor ergonomic issues, such as screen glare, chair height, or poor keyboard placement, can lead to long-term health challenges and significant business losses.

The most effective approach is proactive intervention. Instead of waiting for employees to develop chronic pain or file a complaint, businesses can implement ergonomic strategies today that reduce risks and improve well-being.

The first initiative a company or brand can take is to host a Company-Wide Ergonomic Workshop. Instead of conducting individual assessments for every employee, which can be costly and time-consuming, organizations can empower their workforce to make their own ergonomic adjustments through a guided workshop.

Offer a structured ergonomic workshop (in-person or virtual) where employees learn:

• How to correctly set up their workstation, including chair, monitor, and keyboard placement.

• How to adjust posture throughout the day to prevent strain.

• Practical exercises and stretches to reduce fatigue and discomfort.

By providing employees with the knowledge and tools to self-adjust, companies can reduce the risk of musculoskeletal disorders across the entire workforce, improve comfort and productivity, and avoid the high price tag of individual assessments.

As an accredited WELL Professional and Certified Office Ergonomic Evaluator, I facilitate these workshops for both corporate offices and remote teams, delivering interactive, actionable guidance that employees can apply immediately, whether in the office or at home.

Studies show that customized ergonomic interventions can reduce musculoskeletal symptoms by up to 60%, while improving employee comfort and focus.

Second, implement a "Movement Matters" policy. Even the best workstation setup won’t protect employees who sit for eight hours straight. Movement is essential for circulation, energy, and injury prevention.

Incorporate micro-breaks into the workday. Encourage employees to stand, stretch, or walk every 30–45 minutes. Use reminders, wellness apps, or team challenges to move a shared priority.

Remember, regular breaks reduce eye strain, prevent stiffness, and increase overall productivity, without sacrificing output.

Lastly, train leaders to recognize ergonomic risks. Wellness policies only succeed when leaders know how to spot issues and reinforce best practices. Too often, managers miss the signs of ergonomic strain until injuries escalate.

The idea is to train managers and team leads to identify red flags such as poor posture, frequent complaints of discomfort, or makeshift workstation setups. Provide them with simple guidelines to support adjustments and escalate concerns. Keep in mind that leaders who champion ergonomics create a culture of care that improves health, focus, engagement, and retention.

Ergonomics isn’t just about furniture or equipment; it’s about protecting your most valuable asset: your people. By investing in assessments, policies, and training today, organizations can prevent injuries before they happen, reduce hidden costs, and foster healthier, more productive workplaces. A team can have the most expensive ergonomic furniture and solution, but if it isn't being utilized as designed, it doesn't serve its purpose.

Let's partner by providing an office ergonomic workshop for your team.

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