Office & Workstation Ergonomics (DSE) SWMS

Office injuries are slow, cumulative and easy to dismiss until someone is off work. Musculoskeletal disorders from poorly set-up workstations are among the most commonly reported work-related conditions in Australia, and the WHS Regulation treats repetitive and sustained postures as hazardous manual tasks in exactly the same framework as heavy lifting. This document covers computer-workstation ergonomics as a managed risk rather than a comfort issue: assessing and adjusting chair, desk, monitor and input device position, sustained posture and static loading, lighting and glare, cable and trip hazards under and around the desk, and the break and task-rotation practice that prevents cumulative strain. It applies equally to a fixed office desk, a hot desk and a home-based workstation.

Hazards identified

9 hazards covered, sorted by priority.

Control measures

Hierarchy-of-controls order: elimination → substitution → isolation → engineering → administrative → PPE.

1. 1Adjust chair height so feet are supported and thighs roughly horizontal
2. 2monitor top at or just below eye level and about an arm's length away
3. 3keyboard and mouse close, elbows near the body
4. 4provide a footrest where feet do not reach
5. 5complete a workstation checklist for each worker and re-check after any move
6. 6Inspect chairs and monitor arms for damage
7. 7position frequently used items within easy reach so no overreaching is needed
8. 8Remove packaging and unused equipment
9. 9recycle through the office waste stream
10. 10Position screens perpendicular to windows
11. 11use blinds to control glare
12. 12provide task lighting where ambient light is insufficient
13. 13manage noise so concentration does not force compensating posture
14. 14Route cables through trays or under-desk management
15. 15never run leads across a walkway
16. 16do not daisy-chain power boards
17. 17test and tag where required
18. 18Switch off equipment and lighting when not in use
19. 19Change posture regularly — short, frequent breaks are more effective than long infrequent ones
20. 20alternate keying with other tasks
21. 21stand or walk periodically
22. 22brief workers on early warning signs
23. 23Encourage early reporting of discomfort and act on it
24. 24reassess the workstation after any report
25. 25Default to double-sided printing
26. 26recycle consumables

Applicable Codes of Practice

Worked example

A team moved to hot-desking and discomfort reports rose sharply within two months. The cause was simple: staff sat at whichever desk was free and nobody adjusted anything, so people worked all day at a chair and monitor height set for someone else. A two-minute adjustment routine at the start of each session, plus monitor risers at every desk, reversed the trend without any capital spend.

Related legislation

• Work Health and Safety Act 2011 (NSW) — primary duty of care, s.19
• Work Health and Safety Regulation 2025 (NSW) — Chapter 3 Risk Management
• Work Health and Safety Regulation 2025 (NSW) — Part 4.2 Hazardous Manual Tasks
• Work Health and Safety Regulation 2025 (NSW) — Chapter 7 Hazardous Chemicals (register, SDS, labelling, placarding, manifest)
• Work Health and Safety Regulation 2025 (NSW) — emergency plan duty (s. 43)
• Work Health and Safety Regulation 2025 (NSW) — Chapter 3 Part 3.2 general working environment, first aid and facilities

Frequently asked questions