HBADA Ergonomics Guide: How to Prevent Musculoskeletal Disorders at Work

Neck discomfort by mid-afternoon, lower-back stiffness when standing up, and tired wrists after a long day at a computer can all indicate that a workstation needs attention. These symptoms do not automatically mean that someone has a musculoskeletal disorder, but they should not be ignored.

This guide explains how office ergonomics, workstation adjustment and regular movement may help reduce common risk factors associated with work-related musculoskeletal disorders. It also explains the role an ergonomic office chair can play as part of a properly adjusted workstation.

What Is a Musculoskeletal Disorder?

Musculoskeletal disorders, commonly called MSDs, affect structures such as muscles, nerves, tendons, ligaments, joints and other supporting tissues. Work-related musculoskeletal disorders are conditions that may be caused or aggravated by workplace activities and working conditions.

In an office environment, possible symptoms may include back discomfort, neck stiffness, shoulder tension, wrist strain, tingling or repetitive-strain symptoms. However, these symptoms can have different causes and should not be self-diagnosed as an MSD.

Unlike an obvious accident, some work-related symptoms can develop gradually. Repeated movements, awkward positions and long periods spent in one posture may expose the body to small but recurring stresses.

The European Agency for Safety and Health at Work, commonly known as EU-OSHA, identifies repetitive movements, awkward or static postures, prolonged sitting and organisational or psychosocial factors among the possible risk factors associated with work-related MSDs.

How Common Are MSD Symptoms Among Office Workers?

A 2025 cross-sectional study published in Scientific Reports examined musculoskeletal symptoms and ergonomic risk factors among a specific group of office workers. The researchers reported work-related musculoskeletal symptoms in 80.81% of the study cohort.

The most frequently reported areas in that study were the neck at 58.6%, the lower back at 52.5%, and the shoulders at 37.4%. The study also identified relationships between workstation conditions, including chair-height scores, and symptoms in several body regions.

EU-OSHA’s 2024 European Survey of Enterprises on New and Emerging Risks also identified prolonged sitting and repetitive hand or arm movements as two of the most frequently reported workplace risk factors across Europe.

What Causes MSD Risk in Desk-Based Work?

Office work does not usually involve the same physical demands as lifting or industrial work. However, desk-based work can still include several ergonomic risk factors.

Prolonged static posture

Remaining in the same seated position for an extended period can keep the same muscles and joints under continuous low-level demand. Even a comfortable posture should be changed periodically.

Repetitive movements

Repeated typing, clicking and scrolling may contribute to hand, wrist or forearm discomfort, particularly when the workstation requires awkward wrist angles or unnecessary reaching.

Poorly adjusted furniture

If the seat is too high, the feet may not be adequately supported. If it is too low, the knees and hips may be placed in an uncomfortable position. Armrests that are too high may raise the shoulders, while armrests that are too low may provide little useful support.

Incorrect monitor position

A screen that is too high, too low or positioned to one side may encourage prolonged neck bending or twisting. Laptop-only setups can make this especially difficult because the keyboard and screen cannot be positioned independently.

Psychosocial and organisational factors

EU-OSHA notes that high work demands, limited autonomy, insufficient opportunities to change posture, long working hours and low job satisfaction may also contribute to MSD risk. Effective prevention therefore involves more than buying equipment. It may also require action from managers, employers and workers.

How to Reduce Musculoskeletal Risk at Work

There is no single workstation position that is ideal for every person. The goal is to create an adjustable setup that supports comfortable positions, fits the user and makes regular posture changes possible.

1. Adjust Your Chair

Start by adjusting the seat height so the feet are fully supported by the floor. If the desk requires a higher seat position, use a stable footrest rather than leaving the feet unsupported.

The thighs should be supported without excessive pressure behind the knees. Leave a small amount of space between the front edge of the seat and the backs of the knees. Adjust the lumbar support so it contacts the lower-back area comfortably without forcing an exaggerated curve.

Armrests should allow the shoulders to remain relaxed. They should not push the shoulders upwards or prevent the chair from moving close enough to the desk.

For a more detailed walkthrough, see our guide explaining how to adjust an ergonomic chair for better comfort.

2. Position the Monitor Correctly

Place the monitor directly in front of the user at a comfortable viewing height. The screen should be far enough away to read comfortably without leaning forwards or repeatedly bending the neck.

People who wear bifocals or use unusually large screens may need a different monitor height to maintain a comfortable head and neck position.

For regular laptop use, consider a laptop stand or external monitor combined with an external keyboard and mouse. This allows the screen and input devices to be positioned separately.

3. Change Posture and Take Movement Breaks

An adjustable chair cannot replace movement. Change posture regularly and avoid remaining completely still for several hours. Short movement breaks, standing tasks or brief walks can interrupt prolonged static sitting.

EU-OSHA recommends reducing uninterrupted sitting through posture changes, movement opportunities, microbreaks and, where appropriate, workstations that allow users to alternate between sitting and standing.

Employers should also consider task rotation, workload design and reasonable opportunities for breaks rather than placing the entire responsibility on the worker.

4. Adjust the Keyboard and Mouse

Keep the keyboard and mouse close enough that the elbows can stay near the body. The hands, wrists and forearms should remain approximately aligned rather than bending sharply upwards, downwards or sideways.

Avoid placing the mouse far to one side. Reaching repeatedly for a distant mouse can increase shoulder and arm movement. Adjust pointer sensitivity if the mouse requires unnecessary gripping or effort to control.

5. Respond to Early Symptoms

Occasional stiffness can be a prompt to review chair adjustment, screen position, working habits and break frequency. Do not assume that every symptom is caused by posture or office furniture.

Persistent pain, worsening symptoms, numbness, tingling, weakness or loss of function should be discussed with a qualified healthcare professional. Workstation changes are not a substitute for diagnosis or treatment.

MSD Risk Factors and Practical Adjustments

How an Ergonomic Office Chair Can Help

An ergonomic office chair is most useful when its adjustments allow the seat to fit the person and the desk. Important features may include adjustable seat height, lumbar support, seat depth, armrest position and recline resistance.

These features do not automatically make a chair suitable for everyone. Seat dimensions, adjustment ranges and the user’s height, weight and preferred working posture should all be considered.

A chair also needs to work with the rest of the workstation. For example, raising a chair to match a high desk may require a footrest. Deep armrests may prevent the user from moving close enough to the keyboard. A headrest may be useful during reclined sitting but is not necessarily required for every user.

Our adjustable ergonomic chair buying guide explains how to compare chair dimensions and adjustment features according to body size and working style.

If an existing chair feels uncomfortable, review its adjustments before replacing it. Our office chair adjustment and troubleshooting guide covers several practical checks.

Office Workstation Checklist

A “no” answer does not establish that the workstation caused an injury, but it can identify an area worth reviewing.

When to Seek Professional Advice

Ergonomic adjustments may help address avoidable workstation problems, but they cannot diagnose or treat a medical condition.

Consider seeking advice from a qualified doctor, physiotherapist, occupational health professional or ergonomics specialist when:

• Pain persists or continues to worsen.
• Symptoms interfere with sleep or normal daily activities.
• Numbness, tingling or weakness develops.
• There is a noticeable loss of movement or function.
• Symptoms followed an accident or sudden injury.
• Workstation adjustments do not improve the situation.

Workers should also report work-related symptoms according to their employer’s occupational health and safety procedures and the applicable requirements in their country.

Key Takeaways

• Work-related musculoskeletal disorders can involve muscles, tendons, nerves, joints and other supporting tissues.
• Office risk factors may include static posture, repetitive movement, awkward workstation positions and psychosocial stress.
• Adjust the chair, monitor, keyboard and mouse as one connected workstation.
• Maintain comfortable positions, but do not remain in one posture all day.
• An adjustable ergonomic office chair may help reduce workstation-related risk factors when correctly fitted.
• No chair can guarantee the prevention or treatment of a musculoskeletal disorder.
• Persistent, worsening or neurological symptoms require professional assessment.

Frequently Asked Questions

What is the best way to reduce musculoskeletal disorder risk at a desk job?

Begin by adjusting the entire workstation. Support the feet and lower back, position the monitor at a comfortable height, keep the keyboard and mouse close, and change posture regularly. There is no single chair adjustment or posture that guarantees MSD prevention.

How common are MSD symptoms among office workers?

A 2025 study reported work-related musculoskeletal symptoms in 80.81% of its surveyed office-worker cohort. The neck, lower back and shoulders were the most frequently reported areas. This percentage relates to that specific study population and should not be treated as a universal rate.

Can an ergonomic office chair prevent musculoskeletal disorders?

An ergonomic office chair cannot guarantee prevention. A properly fitted, adjustable chair may help reduce risk factors such as unsupported sitting, unsuitable seat height and awkward arm positioning. Movement, workstation design and work organisation are also important.

How should an office chair be adjusted?

Adjust the chair so the feet are supported, the thighs are comfortable, the lumbar support contacts the lower back and the shoulders remain relaxed. The exact settings depend on the user’s body dimensions and desk height.

How often should office workers take movement breaks?

Short breaks or posture changes should be taken regularly rather than waiting until discomfort becomes severe. EU-OSHA recommends avoiding prolonged uninterrupted sitting and introducing opportunities for movement during the working day. Individual needs and workplace conditions may differ.

Are MSDs only associated with heavy physical work?

No. Repetitive movements, sustained positions, awkward posture and psychosocial factors can also be relevant in desk-based work. However, the level and type of risk differ between occupations.

When should someone see a doctor about office-related pain?

Seek qualified medical advice if pain persists, worsens, interferes with daily activity or is accompanied by numbness, tingling, weakness or loss of function. Do not rely only on buying a new chair or changing posture.