Workplace Ergonomics and Employer Liability Under Health and Safety Law

One health topic employers tend to put on the back burner is workplace ergonomics.

Big mistake.

Bad ergonomics not only lead to discomfort and pain among employees. They can open your organisation up to severe legal action, hefty fines and reputational damage under UK health and safety legislation. Worst of all though.

The majority of these injuries are 100% preventable with proper equipment, training and design of work areas.

Here’s a closer look at what UK employers need to know…

Here’s what’s inside:

• What breakout screens are and why they matter for ergonomics

• Employer duties under UK health and safety law

• Common ergonomic hazards in modern offices

• Practical ways to reduce liability and protect the team

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What Are Breakout Screens (And Why They Matter)?

Breakout screens are standalone or desk-mountable acoustic panels that are used to section off an open office space. They provide employees with makeshift private spaces to concentrate on work, host meetings, or make quick calls.

But here’s the thing most people miss…

Breakout screens serve as another massive ergonomics tool. By minimizing visual and audio distractions, cognitive load and eye strain are reduced. Neck strain is lessened by having to pivot towards background noise. Proper posture can be easily held at workstations by employees when utilizing great breakout screens rather than peering around them all day.

Products such as ECO’s office screen are created from sound absorbing materials and have flexible fittings. Employers can create ergonomic zones without gutting their office.

Fewer distractions leads to happier employees, improved focus, and less complaining about the temperature or office ergonomics. Plus, breakout dividers can easily enhance hybrid working environments where employees require casual spaces to attend virtual meetings and concentrate on daily tasks.

What Does UK Law Actually Say?

There are several laws regarding ergonomics that UK employers must follow. They include:

• Health and Safety at Work etc. Act 1974 – The biggie. Employers are responsible for ensuring the health,safety and welfare at work of all their employees, so far as is reasonably practicable.

• Health and Safety (Display Screen Equipment) Regulations 1992  – for desk based staff only who use screens.

• Management of Health and Safety at Work Regulations 1999 – mandates risk assessments for all foreseeable risks, including ergonomic ones.

These regulations have teeth. Infringe them and you’re liable. Potentially liable to HSE enforcement, potential criminal prosecution if things are really serious. And unlimited fines under existing sentencing guidelines.

According to the Health and Safety Executive, there were 511,000 cases of work-related musculoskeletal disorders in the UK in 2024/25. The vast majority of these incidents were caused by bad workstation design and ergonomic deficiencies.

Not exactly a small problem.

Common Ergonomic Hazards You Should Know About

Most ergonomic issues fall into several common categories. Here are some tell-tale signs that if present in your office you may have an ergonomic hazard brewing.

• Awkward screen height and position – requiring workers to crane their necks or look down all day

• Unsuitable chairs – no lumbar support, wrong height, no armrests

• Cramped desks – no room to change posture during the day

• Excessive noise and distraction – causing stress and postural strain

• Static working – long hours in one position without movement breaks

These problems lead to the type of chronic pain that eventually lands on a solicitor’s desk. Industry research shows that MSDs represent 32% of work-related ill health. This is a huge proportion of the injury burden faced by workplaces across the UK.

Employer Liability: What Happens When Ergonomics Fails

What actually happens if someone suffers from RSI or chronic back pain caused by their workstation?

Here’s the short version…

Provided an employee can demonstrate that their injury resulted from the employer breaking their duty of care, they can pursue a personal injury claim against the company. Personal injury claims against employers are typically made via civil law. Breach of health and safety duties can be used as evidence of negligence.

Claims for compensation due to workplace injuries can amount to tens of thousands of pounds very easily. There are even some instances where they reach six figures if the injury sustained is classed as severe or life-changing.

Beyond the compensation, employers can also face:

• HSE enforcement action including improvement or prohibition notices

• Criminal prosecution in the most serious cases

• Uncapped fines under current sentencing guidelines

• Rising premiums for employers’ liability insurance cover

• Reputational damage that hurts recruitment and retention

That’s why it makes financial sense to spend money on prevention rather than cleaning up the mess. Every pound spent on ergonomics will save you several pounds in claims, sick pay and lost productivity. They estimate that employers in the UK lose 7.1 million working days every year due to musculoskeletal disorders alone.

That’s a lot of empty desks.

How to Reduce Ergonomic Liability

Cutting liability doesn’t need a massive budget. It just needs the right approach.

Carry Out Proper Risk Assessments

Legislation states that every workstation should have a suitable and sufficient risk assessment. In other words chairs, desks, screens, keyboards and the environment should be assessed for anyone who regularly works at a display screen. Reviews should take place when work activities change.

Invest in the Right Equipment

Ergonomic chairs, adjustable desks, monitor arms and acoustic breakout screens should not be afterthoughts. They are critical components to any compliant space. Cost cutting on furniture may save money initially, but it will cost you millions in injuries.

Train Your Team

Train employees how to configure their own workstation. Include information about proper posture, screen distance, chair height, etc. Remind them to take micro-breaks. A half hour session will suffice.

Encourage Movement

Sitting is the devil’s workshop. Motivate employees to walk around and stretch, take REAL breaks & consider stand-up desks or silent “break” spaces.

Keep Records

Document, document, document. Risk assessments, training courses, equipment bought, staff complaints. Maintaining good records is one of your best defences should a claim ever arrive on your doorstep.

Bringing It All Together

Workplace ergonomics is no longer just a “nice to have”. It’s a legal, financial and moral responsibility of all employers in the UK.

To recap:

• Understand the legal duties under UK health and safety law

• Assess ergonomic risks across every workstation

• Invest in proper furniture, breakout screens, and equipment

• Train staff and encourage movement throughout the day

• Keep detailed records of everything

Ensuring proper ergonomics means you safeguard staff against painful injuries and safeguard your business against costly claims. It’s a win/win situation, and the sooner it becomes part of your everyday workplace management strategy, the better off you’ll be.