What to Include in Your Workplace Ergonomic Policy

Supporting ergonomics in the workplace goes beyond providing employees with adjustable chairs or an ergonomic mouse. If an employee starts to experience discomfort or pain, the issue can quickly evolve, becoming a web of legal obligations and complex employee needs that leaves employers questioning where responsibility begins and ends.

Employers and HR teams face a growing list of questions: Who is responsible for providing ergonomic equipment? How should policies apply to hybrid or remote workers? What are the legal obligations under occupational health and safety legislation or human rights codes? And how do you support employees in a way that is fair, practical, and adaptable across different roles and work settings?

A structured ergonomic policy can be the answer.

Why Do You Need an Ergonomic Policy?

Employees need well-designed workstations and proper body positioning to perform their jobs safely and efficiently while reducing the risk of discomfort, pain, or serious musculoskeletal injuries. Leaders face the challenge of turning that goal into clear policies and consistent procedures. Ergonomic policies should establish clear expectations for how organizations prevent injury, provide equipment, and respond to concerns.

These policies should also align closely with legal and ethical responsibilities.

• Under the Human Rights Code, employers have a duty to reasonably accommodate employees for issues such as disability or family status. Many organizations meet this duty by offering ergonomic assessments or providing ergonomic equipment to support physical conditions and accessibility needs.
• Under the Occupational Health and Safety Act, employers must take every reasonable precaution to ensure employee safety—whether that be in an office, industrial site, or home workspace.

Applying proper ergonomics is often a reactionary approach to an employee experiencing pain or discomfort in the workplace. However, using ergonomics as a proactive approach to workplace health can be much more helpful in reducing potential health issues and possible disability-related costs.

It’s also important to note that ergonomic policies apply to more than just office staff. Every workplace, from manufacturing environments and construction sites to call centres and customer service-based workplaces, benefits from a structured approach to ergonomics that reduces risk and supports performance.

Key Components of an Effective Ergonomic Policy

Assessment and Prevention

Guidelines for accessing ergonomic assessments, conducted by qualified professionals, are at the core of any strong policy. These assessments evaluate workstation setup, tools, posture, and workflow to identify risks early and recommend preventive solutions.

It’s important to recognize that choosing equipment independently, even if it is “ergonomic,” does not guarantee an ergonomic fit. Every individual body and work task is different, and improper equipment selection or set up can lead to long-term pain or injury.

When discomfort or pain is linked to a medical or functional condition, the issue may become an accommodation matter. In these cases, ergonomic assessments can inform adjustments that align with accommodation obligations and support an employee’s ability to stay at work safely.

Equipment and Workspace Standards

An ergonomic policy should define clear standards for furniture, workstation layout, lighting, and technology use. It should also outline who provides ergonomic equipment, whether the organization or employee.

Policies should also distinguish between personal preferences (e.g., choosing a specific brand or model for comfort) and identified ergonomic or medical needs (e.g., equipment recommended by a professional following an assessment). Establishing this distinction helps organizations provide fair and consistent support while maintaining cost effectiveness.

A strong policy and procedure statement should include:

• The roles and responsibilities of each workplace party (employer, employee, and supervisor).
• How and when to arrange an ergonomic assessment to ensure proper setup and consideration of health and safety factors.
• Whether employees can retrieve items from the office to use in their home office setup.
• Policies on cost coverage—including budget limits, approval processes, or preferred suppliers.
• Guidelines for ordering equipment, such as who is responsible for purchasing and installation.
• Procedures for tracking equipment provided for home use, including sign-off for care and maintenance.
• Decision-making steps for what happens to equipment when employees return to the office or their work arrangements change.

Supporting Ergonomics at Home

As hybrid and remote work continue to evolve, ergonomic policies must also address the home environment. Employers might ask, “But I already provided the work tools in the workplace. Why do I have to do this at home?” Under the Occupational Health and Safety Acts, employers remain legally responsible for the health and safety of employees working from home. To meet this obligation, organizations need to make thoughtful decisions to ensure that home offices are set up safely and efficiently.

If moving from in-office to solely remote work, the employee may be able to take their office equipment home. In the case of hybrid work, the employer may decide that the responsibility of purchasing equipment falls to the employee, unless working from home with ergonomic equipment is a disability-related accommodation. It will depend on each unique situation and what constitutes as undue hardship for the employer.

That is why effective policy statements should be thorough, including:

• Expectations around space, lighting, and health and safety in home offices
• Processes for assessing ergonomic risks remotely, such as through self-assessment forms or virtual consultations
• Clarity on available resources, budgets, and procedures for obtaining recommended equipment or modifications

This ensures employees working from home receive the same level of care and safety consideration as those on-site.

Employee Training and Education

The ergonomic policy should consider what training is needed to ensure policies are effective in practice. Employees should receive education on posture, safe work habits, movement, and what they can do if they start to experience discomfort. Encouraging participation in ergonomic assessments helps create a supportive culture.

If an employee does receive ergonomic equipment, such as a chair, training from an expert, such as an Occupational Therapist, can help ensure proper workstation set up and body positioning.

Arranging for the Workplace Assessment

When ergonomic issues arise or a new workspace is set up, an Occupational Therapist can provide a structured assessment to gain the necessary information to provide recommendations.

The assessment process typically includes:

• Completion of a referral, ensuring the assessor understands your company’s policies and procedures
• An interview with the employee to understand the health condition, job demands, and work tasks and tools
• Gathering measurements of the employee and work tools
• Objective observation and photos of the worker in their workstation
• Immediate education for the employee on posture adjustments, movement breaks, and workstation adjustments
• A comprehensive report summarizing adjustments made, recommendations, and equipment needs
• Manager approval and ordering of equipment, depending on your company’s policy and purchasing process
• A follow-up session once equipment arrives to confirm setup, reinforce training, and ensure comfort and productivity are optimized

How Can Gowan Consulting Help?

At Gowan Consulting, our Occupational Therapists work with organizations to create safer, more productive work environments. From ergonomic assessments and policy development to customized training and accommodation planning, we help employers take proactive steps toward health and inclusion. Connect with our team to review your ergonomic policies or schedule an assessment to support your employees.