Who Is Responsible For Ergonomics In The Workplace?

An ergonomically optimised workplace isn't just a productivity hack. It's a legal requirement.

Under the Health and Safety at Work Act 1974 and the Display Screen Equipment (DSE) Regulations 1992, UK employers have a statutory obligation to ensure that none of their workstations, equipment or working practices cause physical harm or discomfort to staff members.

Who is responsible for ergonomics in the workplace? The answer involves everyone from senior leadership and health and safety officers to individual employees, but with distinct responsibilities at each level. Let's takes a look.

The Role Of Employers

Managers have a legal and moral duty of care to their employees, which extends to taking responsibility for ergonomics in the workplace. Most organisations designate one or more health and safety officers or facilities managers whose duties include identifying risks, procuring appropriate equipment, delivering training, and ensuring compliance with the Health and Safety Executive's Display Screen Equipment guidance.

These individuals are largely responsible for the logistics and implementation of workplace ergonomics, ensuring that policies are in place, assessments are conducted, and that necessary adjustments are made promptly.

While compliance is mandatory, most employers genuinely want to protect their teams' wellbeing. The challenge often lies in knowing exactly what's required and how to implement it effectively across different work environments.

The Role Of Employees

Employers have a legal duty to provide a safe and ergonomic working environment. However, this doesn't rest solely with management as every employee shares some responsibility for a healthy and comfortable workplace.

It's everyone's duty to follow appropriate training, use workplace equipment as intended, and report any issues with discomfort or lack of adjustability early, before they can become health and safety hazards. This might include reporting chair mechanisms that no longer adjust properly, screens positioned at awkward angles, or experiencing persistent discomfort despite following guidance.

Businesses should build a culture of shared accountability, allowing issues to be addressed quickly before they escalate into more serious musculoskeletal problems or compliance breaches.

The Role Of HR

Human Resources teams, whether internal or outsourced, play a crucial role in embedding ergonomics into workplace culture and policies. Their involvement goes beyond simply processing equipment requests.

HR shapes wellbeing policies, designs onboarding processes that include ergonomic orientation, and ensures that new starters receive proper workstation setup guidance from day one. They also manage the often-sensitive process of arranging reasonable adjustments for employees with disabilities or health conditions, liaising between employees, management and occupational health professionals.

HR can act as an invaluable intermediary, providing access to ergonomic assessments such as those offered by Wyvern Business Systems, ensuring that requests are handled consistently and that the organisation remains compliant with both HSE regulations and the Equality Act 2010.

They also play a key role in promoting awareness through internal communications, tracking assessment completion rates, and identifying trends in workplace discomfort that might indicate systemic issues requiring attention.

Remote And Hybrid Working: Extended Responsibilities

Managing ergonomics in the office workplace is one thing. Managing them across multiple home offices introduces additional complexity.

As more companies empower their staff to work remotely, employers must extend their legal duty of care for DSE users beyond the walls of the workplace. Fortunately, there are several effective ways to meet these obligations, including providing home office equipment for employees to take home, reimbursing staff for out-of-pocket spending on ergonomic equipment, or offering remote ergonomic assessments.

The challenge for many employers is knowing how to assess home working environments effectively and determining what adjustments are reasonable given the variety of home setups their employees may have.

The Value Of External Expertise

An external partner like Wyvern can make ergonomic compliance effortless, providing solutions to employees both at home and in the office. Specialists conduct one-on-one workstation evaluations, recommend individualised adjustments, and supply ergonomic desk equipment, furniture and accessories tailored to each person's needs.

This takes the guesswork out of compliance, reduces the risk of musculoskeletal issues, and keeps your team comfortable, productive and supported—regardless of where they work.

Unsure if your workplace meets ergonomic standards? Wyvern Business Systems offers expert DSE assessments and tailored equipment solutions to help you meet your legal obligations and protect your team's wellbeing. Get in touch today!

Image Source: Canva