Workplace Ergonomic Assessment Checklist for Employers
A practical ergonomic assessment checklist for Australian employers covering workstation setup, common risk factors, and when to bring in a professional assessor.
Why Ergonomic Assessments Matter
Musculoskeletal disorders (MSDs) from poor workstation setup are among the most common workplace injuries in Australia. They develop gradually, often going unreported until the condition is well established. By then, the worker may need time off, treatment, and a modified duties program - all of which cost the employer significantly more than prevention.
Under the Work Health and Safety Act 2011, employers have a duty to provide and maintain a working environment that is safe and without risks to health. This includes the physical setup of workstations. The WHS Regulation 2017 specifically addresses hazardous manual tasks under Part 4.2, which includes sustained and awkward postures - the primary risk factor in office-based work.
A workplace ergonomic assessment identifies mismatches between the worker and their workstation, recommends adjustments, and reduces the risk of developing pain or injury. This checklist covers the key areas to assess.
Chair Setup
The chair is the foundation of an ergonomic workstation. A poorly adjusted chair forces the worker into postures that increase load on the spine, shoulders, and neck. Every office chair assessment should check the following.
Seat height
Feet should be flat on the floor or on a footrest. Thighs should be roughly parallel to the floor. If the seat is too high, the worker's feet dangle and pressure increases under the thighs. If too low, the hips sit below the knees, increasing load on the lumbar spine.
Seat depth
There should be a gap of approximately two to three finger widths between the front edge of the seat and the back of the worker's knees. A seat that is too deep prevents the worker from using the backrest. Too shallow, and it does not support the thighs adequately.
Backrest and lumbar support
The backrest should support the natural curve of the lumbar spine. The lumbar support should sit in the small of the back, not above or below. A worker who is not making contact with the backrest is not getting the support the chair is designed to provide.
Armrests
If present, armrests should allow the worker's shoulders to remain relaxed and elbows close to the body. Armrests that are too high cause the shoulders to hike upward. Too low, and they provide no support. Armrests should not prevent the chair from being pulled close to the desk.
Monitor and Screen Position
Incorrect monitor positioning is one of the most common ergonomic issues and a primary cause of neck and eye strain. The following points apply to both single and dual monitor setups.
Height
The top of the screen should be at or slightly below eye level. This allows the worker to look at the centre of the screen with a slight downward gaze of around 15 to 20 degrees. A screen that is too low causes forward head posture. Too high causes neck extension.
Distance
The screen should be approximately an arm's length away. If the worker needs to lean forward to read text, either the screen is too far away or the text size needs to be increased. Leaning forward to read breaks contact with the backrest and loads the neck and upper back.
Dual Monitors
If the worker uses two monitors equally, they should be placed symmetrically with the join at the centre. If one is primary, it should be directly in front with the secondary angled to the side. A common mistake is placing both monitors off-centre, causing sustained neck rotation.
Glare and Lighting
Windows should be to the side of the screen, not behind or in front of the worker. Overhead lighting should not create reflections on the screen. Glare causes the worker to adopt awkward postures to see the screen clearly, and contributes to eye strain and headaches.
Keyboard and Mouse Position
The keyboard and mouse setup directly affects the wrists, forearms, and shoulders. Poor positioning contributes to conditions such as carpal tunnel syndrome, tendinopathy, and shoulder impingement.
Keyboard Height and Angle
The keyboard should be at a height that allows the worker's elbows to sit at approximately 90 degrees with wrists in a neutral position - not bent up, down, or to the side. Keyboard feet on the back of the keyboard (the flip-out legs) are often counterproductive as they increase wrist extension. Most workers are better off with the keyboard flat.
Mouse Position
The mouse should be at the same height as the keyboard and close to it. A mouse that is too far to the side forces the worker to reach, loading the shoulder. If the worker uses a number pad infrequently, a compact keyboard without a number pad brings the mouse closer to the midline.
Wrist Rests
Wrist rests are for resting between typing, not during typing. Resting the wrists on a pad while actively typing compresses the carpal tunnel and increases the risk of nerve compression. The wrists should float above the keyboard during active use.
Desk and Work Surface
The desk itself is the platform that everything else sits on. If the desk height is wrong, other adjustments cannot fully compensate.
Desk height: A standard desk height of 720mm suits a worker of average height. Workers who are significantly taller or shorter may need an adjustable desk or a keyboard tray to achieve the correct elbow position. Sit-stand desks provide the added benefit of allowing posture changes throughout the day, which reduces the risk associated with sustained sitting.
The desk surface should have enough space for the monitor, keyboard, mouse, and documents without clutter forcing the worker into cramped postures. A document holder positioned between the monitor and keyboard reduces neck rotation when referencing paper documents.
Common Ergonomic Issues to Watch For
During a walkthrough of your workplace, look for these common signs that a workstation needs attention.
Forward head posture
The worker's head is visibly forward of their shoulders. This is usually caused by a screen that is too low, too far away, or text that is too small. It places significant load on the cervical spine and upper back muscles.
Shoulder hiking
The worker's shoulders are visibly raised toward their ears. This is often caused by a desk that is too high, armrests pushing the shoulders up, or stress and tension. Over time, this leads to neck pain, headaches, and upper trapezius tightness.
Perching on the edge of the chair
The worker sits on the front edge of the seat without using the backrest. This usually means the seat is too deep, the backrest angle is uncomfortable, or the worker has moved forward to reach the keyboard. Without backrest support, the lower back muscles fatigue quickly.
Laptop use without peripherals
Using a laptop as a primary workstation without an external monitor, keyboard, and mouse is one of the worst ergonomic setups. The screen is too low, the keyboard forces the wrists into a poor position, and the worker is forced into a hunched posture. If laptops are used at desks, they need a stand and external peripherals.
When to Get a Professional Ergonomic Assessment
A basic workstation checklist can be completed by a trained internal resource, such as a health and safety representative or office manager. However, a professional ergonomic assessment by a qualified physiotherapist or ergonomist is recommended in the following situations.
Worker has reported pain or discomfort
If a worker reports neck, back, shoulder, or wrist pain that they attribute to their workstation, a professional assessment can identify the cause and recommend specific changes. Early intervention prevents the issue from progressing to a workers compensation claim.
Return to work after injury
Workers returning from a musculoskeletal injury need a workstation that accommodates any restrictions. A professional assessor can ensure the setup supports the return-to-work plan and does not aggravate the recovering condition.
Office fit-out or relocation
When setting up a new office or relocating, a professional assessment of the planned layout and furniture selection can prevent problems before they start. It is far cheaper to get the setup right at the design stage than to retrofit workstations after complaints arise.
If you need ergonomic assessments for your team, contact us to arrange on-site assessments across Sydney.
Frequently Asked Questions
How often should workplace ergonomic assessments be done?
There is no legislated frequency. Best practice is to assess each workstation when a new worker starts, when a worker reports discomfort, when equipment or layout changes, and as part of a periodic review - typically annually. Workers who have had a musculoskeletal injury should be assessed as part of their return-to-work plan.
Can an employer do their own ergonomic assessments?
Basic workstation checks can be done by a trained internal person using a standardised checklist. However, if a worker has reported pain, has an existing injury, or the issue is not resolved by basic adjustments, a professional assessment by a qualified physiotherapist or ergonomist is recommended to identify the root cause and provide specific recommendations.
What is the most common ergonomic mistake in office workstations?
Using a laptop as a primary workstation without an external monitor, keyboard, and mouse. The fixed relationship between the laptop screen and keyboard makes it impossible to achieve correct positioning for both. A laptop stand with external peripherals solves this and is one of the cheapest ergonomic improvements an employer can make.
Key Takeaways
- Reduces musculoskeletal injury risk
- Meets WHS Act duty of care
- Covers desk, chair, monitor, keyboard
- Identifies issues before complaints
- Supports return-to-work programs
- Professional on-site assessments
- Applicable to all office workers
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Content reviewed by Jovi Villanueva, AHPRA Registered Physiotherapist, SIRA Approved Provider, Principal Physiotherapist at Wellworx Workplace Solutions.
Last updated: June 2026
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