The hidden costs of poor workplace ergonomics and how to fix them

[WORLD] Workplace environments that lack ergonomic considerations are increasingly being linked to stress, musculoskeletal problems, and rising health concerns among employees. These issues not only affect individual wellbeing but also lead to higher rates of sick leave and reduced efficiency, posing long-term risks to organisational performance.

Recent data underscores the economic cost of poor workplace ergonomics. A 2023 report by the International Labour Organization estimated that musculoskeletal disorders related to work could cost global businesses up to 1.5% of their annual GDP, factoring in lost productivity and medical expenses. The findings highlight the need for companies to treat ergonomic improvements as both a health and financial priority.

Ahmad Fakhrul Anuar Ismail, president of the Malaysian Society for Occupational Safety and Health (MSOSH), noted that employee concerns over ergonomics are frequently raised during the society’s outreach programmes.

“Muscle and joint discomfort, along with work-related stress, are among the most common causes of increased sick leave,” he said. “These issues often stem from poorly designed workspaces that fail to support workers’ physical needs.”

Ergonomics involves designing and arranging workplace tools, equipment and spaces to suit the users, with the aim of enhancing safety, comfort and efficiency. As work arrangements evolve—with more people working remotely or in hybrid settings—new challenges have emerged. Many remote employees continue to use improvised home setups, such as kitchen tables and non-adjustable chairs, leading to posture-related complications.

Experts are calling on employers to extend ergonomic support beyond the office, suggesting virtual workshops on workspace setup and stipends for ergonomic furniture to address the needs of home-based workers.

Amer Shakir Zainol, assistant vice-chancellor at Universiti Teknologi Mara, said reducing both physical and mental strain is key to fostering ergonomic workplaces.

“Without the right adjustments, employees are likely to develop long-term health issues, most commonly back and neck pain,” he said. He added that flexible office layouts—where employees are no longer tied to one desk but can move between different workstations or areas—can help minimise the risks associated with prolonged sitting or poor posture.

“Today, many companies allow staff to work in different zones, such as lounges or cafés, offering more comfortable options depending on individual needs,” Amer said.

Technological innovations are also beginning to play a role. Tools like AI-enabled posture apps and wearable sensors that provide real-time feedback on posture are gaining popularity. However, experts caution that while these technologies are useful, they should support—not replace—core workplace changes such as adjustable desks and appropriate lighting.

According to Ahmad Fakhrul, while ergonomic practices in Malaysia still lag behind in some sectors—particularly among small and medium enterprises—the overall trend shows improvement. “Malaysia’s experience mirrors global trends, even those in developed countries. Ergonomic challenges are a shared issue worldwide,” he said.

He pointed to government-led initiatives as a sign of progress, citing documents like the Manual Handling Guidelines 2018, Ergonomic Risk Assessment Guidelines 2017, and the more recent Seating and Standing at Work Guidelines 2024. These have helped drive implementation of ergonomic standards across various industries.

The Department of Occupational Safety and Health is currently working to elevate some of these guidelines into formal codes of practice, which would strengthen compliance and oversight.

Ahmad Fakhrul also warned of the long-term consequences of neglecting ergonomics, which can severely impact a worker’s quality of life. Beyond physical disabilities, chronic pain caused by poor ergonomics may lead to mental health conditions such as depression.

“Companies that ignore the importance of ergonomics face higher healthcare costs and lower productivity. Healthy employees are more engaged and perform better,” he said.

Simple steps, such as providing adjustable desks and chairs, repositioning computer screens, and training employees on safe lifting and posture techniques, can go a long way in preventing injury. Fakhrul also recommends ergonomic accessories like specially designed keyboards and mice, along with regular short breaks to ease strain on the eyes, neck and shoulders.