How to Assess Workstations for Employees with Long-Term Conditions

Supporting employees with long-term conditions is not only a legal and moral obligation, but a strategic decision that safeguards productivity, attendance, and wellbeing. However, assessing their workstations requires more than a tick-box approach. It demands a thoughtful, individualised evaluation to ensure your team thrives without pain, strain, or fatigue.

Imagine an employee with rheumatoid arthritis, osteoarthritis, multiple sclerosis, or chronic back pain. For them, a standard workstation can be a daily obstacle course. It is essential to consider how each piece of equipment, from chair to desk to mouse, interacts with their condition and tasks.

Start with Conversation

Begin your assessment with a confidential, empathetic discussion. Explore:

• Their condition’s symptoms and how it impacts sitting, standing, reaching, and typing.
• Any adjustments they have found helpful at home or in previous workplaces.
• Patterns of fatigue or discomfort during their day.

This initial conversation builds trust. It also ensures adjustments are proactive rather than reactive to worsening health or complaints.

Observe and Analyse

Once you have an understanding of their needs, observe them at their current workstation. Take note of:

• Posture: Are they leaning forward or twisting due to desk height or monitor placement?
• Chair support: Does their chair provide lumbar support? Is it adjustable enough to accommodate their hip, knee, or back issues?
• Keyboard and mouse use: Do their wrists remain neutral while typing and navigating? Is there tension in their forearms or shoulders?

People with long-term conditions may unconsciously adapt their posture to avoid pain, resulting in awkward sitting or standing positions that create secondary problems over time.

Key Equipment to Assess and Adjust

1. Chairs

A supportive ergonomic chair is foundational. For joint conditions or chronic back pain, consider chairs with:

• Adjustable seat height and depth to distribute weight without pressure points.
• Adjustable backrest for lumbar and thoracic support.
• Easy-to-operate levers for users with grip weakness or arthritis.

2. Height Adjustable Desks

These desks transform work for individuals with fatigue conditions or pain aggravated by static posture. The ability to switch between sitting and standing eases stiffness, improves circulation, and supports concentration. For example, an employee with multiple sclerosis may benefit from short standing periods to relieve pressure without exacerbating fatigue.

3. Ergonomic Mice

Traditional mice can place strain on the wrist and forearm, particularly for those with tendonitis or arthritis. Vertical ergonomic mice reduce wrist deviation and require less grip force. For severe grip issues, trackball mice minimise movement entirely.

4. Document Holders

When employees read from paper while typing, neck rotation and flexion increases strain. A document holder aligned beside or below their monitor ensures a neutral neck position, preventing repetitive strain injuries.

Ongoing Review

Remember, conditions can fluctuate. Set regular reviews to adapt equipment and workstation layout as needed. Even minor changes, such as adjusting monitor height or mouse placement, can significantly reduce discomfort.

Professional Assessments

While internal assessments are valuable, bringing in a professional ergonomic assessor for complex cases ensures no detail is overlooked. Their expertise supports compliance with health and safety legislation and demonstrates your organisation’s genuine commitment to staff wellbeing.

Create Better Workdays for Your Team

At Workplace Adjustments, we understand the profound impact that the right chair, height adjustable desk, ergonomic mouse, or document holder can make for employees with long-term conditions. Our team provides tailored solutions to keep your workforce comfortable, productive, and engaged.