For many professionals in administrative, legal, accounting, and other office support roles, the workplace might not seem physically demanding—but that doesn’t mean it’s free of safety risks. Office environments can contribute to chronic pain and injuries if employees aren’t mindful of how they sit, move, and use their workspaces throughout the day.
Here at Staffers, we care about the long-term health and productivity of the professionals we place – both temporary and permanent! Whether you’re working in a law firm, medical office, accounting department, or corporate headquarters, following good ergonomic practices is essential. Here are some tips to help you stay safe and comfortable on the job.
1. Support Your Back: Sit the Right Way
If you’re in a chair for most of the day, your posture matters more than you might think. Poor seating can lead to back, neck, and shoulder strain over time.
- Choose a chair with adjustable lumbar support to support the natural curve of your spine.
- Your feet should be flat on the floor (or on a footrest), with your knees about level with your hips.
- Sit back in your chair—don’t perch on the edge—and keep your shoulders relaxed.
- Position your monitor so the top of the screen is at or just below eye level to avoid hunching forward.
Mary Hannah love LOVES her ergonomic office chair in the Staffers office! She has it set where her shoulders are relaxed and posture straight while she works on her desktop.
2. Position Your Workspace Properly
Tiny adjustments to your workspace setup can make a big difference.
- Keep your keyboard and mouse close enough that you don’t have to reach. Your elbows should stay close to your body and form about a 90-degree angle.
- Place frequently used items—like the phone, pens, or stapler—within easy reach to avoid overextending.
- Use a headset or speakerphone if you’re on the phone often, so you’re not cradling it between your shoulder and ear.
Kelly Ann at Staffers is who introduced us to our headsets- they are a lifesaver! The amount of calls a recruiter or business development person gets a day can be daunting… and the headset gives much relief to the neck allowing free movement.
3. Move Often—Even at a Desk Job
Even with perfect posture, sitting for too long can lead to fatigue, stiffness, and circulation problems.
- Stand up and stretch at least once every hour.
- Incorporate movement into your day: walk to a coworker instead of emailing, take the stairs, or do a lap around the office during a break.
- Gentle stretches for your neck, shoulders, wrists, and legs can keep your muscles from getting too tight.
Recruiter Coordinator Carlie uses her breaks and lunch hour to walk around Ridgeland’s Renaissance Shopping Center. The Staffers office moved to that area and it provides a great option for movement and activity throughout the day
4. Lift with Care: File Boxes and Office Supplies
Office workers often need to lift boxes of files, stacks of paper, or office equipment. Injuries often happen when we rush or use improper form.
- Bend your knees—not your back—when lifting. Keep your back straight and use your legs to power the movement.
- Hold the box close to your body, and avoid twisting while lifting or carrying.
- If a box feels too heavy, ask for help or break it into smaller loads.
Kelly, Director of Recruiting and Operations, makes sure the whole team knows how to safely lift filing boxes and more cumbersome office items. She is a whiz when it comes to making sure we keep our body safe while bending and twisting. Kelly also offers to help if boxes are too heavy for one person to move.
5. Take Eye Strain Seriously
Staring at a screen all day can cause eye fatigue, headaches, and blurry vision.
- Use the 20-20-20 rule: Every 20 minutes, look at something 20 feet away for at least 20 seconds.
- Adjust screen brightness and contrast to comfortable levels, and consider using blue light filters if you’re sensitive to screen glare.
- Make sure your monitor is directly in front of you—not off to the side—to reduce neck strain.
The whole Staffers team has blue light glasses to protect our eyes from the our monitor screens. All monitors are kept right in front of us so we do not feel strain in our neck and shoulders has well.
6. Watch Out for Trip Hazards
Even in a tidy office, falls can happen.
- Keep cords secured and out of walkways.
- Make sure drawers are closed after use.
- Be cautious around stacked boxes or cluttered corners—especially in storage areas or shared spaces.
Beth, our President, is amazing at organizing and planning our office space in a functional way for productive work and to avoid clutter hazards.
7. Create a Culture of Ergonomic Awareness
Employers and employees can work together to create safer office environments. Encourage team members to report discomfort early, participate in ergonomic training if available, and request workplace adjustments when needed.
The Bottom Line
Staying safe in the office isn’t just about avoiding accidents—it’s about preventing long-term strain that can lead to chronic pain or injury. A few simple changes in your daily routine and workspace setup can go a long way toward keeping you healthy and focused.
If you’re an employer looking to create a safer office environment or an employee wanting to build healthy work habits, remember: ergonomics isn’t optional—it’s essential.
Have questions about building a productive and safe office team? Staffers is here to help. We specialize in staffing top-tier office professionals who are equipped to thrive in today’s workplace.
