BlueSafe
Office Ergonomics and Workstation Safety Risk Assessment

Office Ergonomics and Workstation Safety Risk Assessment

  • • 100% Compliant with Australian WHS Acts & Regulations
  • • Fully Editable MS Word & PDF Formats Included
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  • • Includes 2 Years of Free Compliance Updates

Office Ergonomics and Workstation Safety Risk Assessment

Product Overview

Identify and control organisational risks associated with Office Ergonomics and Workstation Safety through a structured, management-level WHS Risk Management framework. This Risk Assessment supports compliance with the WHS Act, demonstrates executive Due Diligence, and helps protect your business from ergonomic-related claims and operational liability.

Risk Categories & Hazards Covered

This document assesses risks and outlines management controls for:

  • WHS Governance, Duties and Consultation: Assessment of PCBU and officer duties, consultation arrangements with workers and HSRs, and integration of ergonomics into the broader WHS management system.
  • Office Layout & Workstation Design: Management of floorplan design, circulation space, workstation configuration, and furniture specification to minimise musculoskeletal and trip hazards.
  • Seating, Posture and Adjustment Systems: Evaluation of chair selection, adjustability, lumbar support, and user guidance to support neutral postures and reduce strain injuries.
  • Screen, Keyboard, Mouse & Peripheral Configuration: Control of monitor height and distance, input device selection, docking stations, and peripheral layout to reduce repetitive strain and visual fatigue.
  • Work Organisation, Task Design and Break Management: Assessment of workload, task variability, micro-break scheduling, job rotation and administrative controls to manage fatigue and overuse injuries.
  • Ergonomics Training, Competency and Awareness: Management of training programs, induction content, supervisor competency and ongoing awareness campaigns for office ergonomics.
  • Use of CAD and Design Software Systems: Evaluation of specialist workstation setups, dual/multi-screen arrangements, input devices and task duration for CAD, BIM and design-intensive roles.
  • Portable Electronics and Mobile Work Practices: Controls for laptop-only work, tablet and smartphone use, hot-desking, remote work and travel-related ergonomic risks.
  • Sit–Stand and Height-Adjustable Desk Systems: Assessment of selection, setup, user education and safe use of sit–stand workstations and lifting desk mechanisms.
  • Environmental Conditions (Lighting, Noise, Thermal Comfort): Management of glare, artificial lighting, acoustic distractions, thermal comfort and air quality to support safe and productive office work.
  • Incident Reporting, Early Intervention and Health Surveillance: Systems for reporting discomfort, near misses and injuries, early intervention pathways, and monitoring of ergonomic risk trends.
  • Procurement, Maintenance and Asset Management: Controls for specification, purchasing, inspection, maintenance and lifecycle management of office furniture and equipment.
  • Policies, Procedures and Ergonomics Documentation: Development and review of ergonomic policies, assessment forms, guidance materials and record-keeping to demonstrate organisational compliance.
  • Supervision, Leadership and Safety Culture: Expectations for managerial oversight, role-modelling of good ergonomic practice, and integration of ergonomics into performance and safety conversations.
  • Change Management, Projects and Office Reconfigurations: Risk assessment processes for relocations, refurbishments, technology rollouts and organisational change impacting office ergonomics.

Who is this for?

This Risk Assessment is designed for Business Owners, Senior Managers, Safety Professionals and HR leaders responsible for planning, procuring and managing Office Ergonomics and Workstation Safety across their organisation.

Hazards & Risks Covered

Hazard Risk Description
1. WHS Governance, Duties and Consultation
  • • Lack of clear allocation of WHS duties under WHS Act 2011 and WHS Regulation for office ergonomics
  • • Inadequate consultation with workers and health and safety representatives about workstation design and ergonomic risks
  • • No formal process to capture, review and act on worker feedback about discomfort, incorrect posture or repetitive strain injury symptoms
  • • Failure to integrate ergonomic risk management into the overall WHS management system and risk register
  • • Inadequate consideration of office ergonomics in safety committee agendas and WHS performance reviews
2. Office Layout, Workstation Design and Furniture Specification
  • • Workstations and furniture purchased without ergonomic performance criteria, leading to unsuitable desks, chairs and monitor setups
  • • Lack of sit–stand or adjustable desks for roles with prolonged seated CAD or computer work
  • • Inconsistent workstation layout causing awkward reach distances, poor monitor height and incorrect posture during work
  • • Inadequate space under and around desks, leading to constrained legroom and forced static postures
  • • Ergonomic issues with furniture such as non-adjustable chairs, fixed-height desks and poor lumbar support
3. Seating, Posture and Adjustment Systems
  • • Workers unable or unaware of how to adjust seating mechanisms to achieve neutral posture
  • • Incorrect posture during work, including slouched sitting, unsupported lower back and forward head posture while using screens
  • • No formal process to assess seating suitability for different body sizes, leading to mismatched chair–user combinations
  • • Failure to identify and correct workers who habitually sit in static positions for prolonged periods
  • • Inadequate management of ergonomic issues with furniture such as worn chair mechanisms or failed gas lifts
4. Screen, Keyboard, Mouse and Peripheral Configuration
  • • Poor monitor placement leading to neck strain, glare and visual fatigue for workers using CAD software and other design tools
  • • Inappropriate keyboard and mouse positioning causing wrist deviation, contact stress and risk of repetitive strain injury from computer use
  • • Use of non‑ergonomic pointing devices or trackpads for high‑intensity CAD operations and electrical schematic preparation
  • • Multiple screens configured at awkward angles or heights, increasing torso and neck rotation during design work
  • • Lack of standardised guidance for configuring peripheral equipment and docking stations
5. Work Organisation, Task Design and Break Management
  • • Prolonged uninterrupted computer use without micro‑breaks, leading to fatigue and increased risk of repetitive strain injury
  • • High work demands and deadlines for CAD design and documentation tasks, discouraging workers from taking regular posture breaks
  • • Task allocation practices that concentrate intensive keyboard and mouse use to a small number of workers
  • • Inadequate scheduling of varied tasks, resulting in extended periods of static sitting or standing
  • • Lack of a formal policy on workload management for high‑precision screen work such as designing using CAD systems and preparing electrical schematics
6. Ergonomics Training, Competency and Awareness
  • • Lack of training in office and workstation ergonomics leading to incorrect posture and poor use of adjustable furniture
  • • Workers unaware of early warning signs of musculoskeletal disorders or repetitive strain injury from computer use
  • • Supervisors not competent to identify and address ergonomic risks in their teams
  • • No structured induction covering practical workplace ergonomics and workstation ergonomics expectations
  • • Inadequate refresher training on new equipment, such as sit–stand desks or portable electronics used for design work
7. Use of CAD and Design Software Systems
  • • AutoCAD operations and other CAD systems requiring sustained precision mouse use and fine motor control, increasing strain on hands and forearms
  • • Designing in CAD software with complex commands leading to repetitive finger movements and static shoulder postures
  • • Poorly configured CAD templates and workflows resulting in inefficient work processes and extended screen time
  • • Insufficient training in software shortcuts and productivity tools causing excessive manual operations and clicks
  • • Inadequate coordination between IT and WHS in assessing ergonomic impacts of new design tools or software updates
8. Portable Electronics and Mobile Work Practices
  • • Use of laptops, tablets and other portable electronics for extended periods without docking stations or external peripherals, resulting in poor neck and wrist posture
  • • Workers performing design and documentation tasks on small screens when away from primary workstations
  • • Ad‑hoc hot‑desking without appropriate ergonomic set‑up checks and adjustments
  • • Inadequate policy on remote work ergonomics leading to makeshift home workstations with unsafe furniture and posture
  • • Lack of system to ensure portable devices used for CAD or schematic preparation can be set up ergonomically
9. Sit–Stand and Lifting Desk Systems
  • • Service and maintenance failures of lifting desks causing malfunction, sudden drops or inconsistent height adjustment
  • • Workers using sit–stand desks without training on appropriate posture, height settings and rotation between sitting and standing
  • • Over‑reliance on standing positions causing lower limb and back fatigue when not managed correctly
  • • Electrical faults or pinch points associated with powered lifting desks due to inadequate inspection regimes
  • • No documented process for reporting and tagging out faulty lifting desks
10. Environmental Conditions (Lighting, Noise, Thermal Comfort)
  • • Inadequate lighting levels or glare on screens contributing to awkward head positions and eye strain
  • • Poor placement of workstations relative to windows causing workers to adopt incorrect posture to avoid glare or reflections
  • • Ambient noise levels leading to increased muscle tension and reduced concentration during complex design tasks
  • • Inappropriate temperature or drafts causing discomfort and stiff muscles, exacerbating ergonomic risks
  • • Lack of systematic review of environmental conditions for workers performing intensive computer and CAD work
11. Incident Reporting, Early Intervention and Health Surveillance
  • • Under‑reporting of early discomfort, pain or symptoms of repetitive strain injury from computer use due to lack of awareness or fear of stigma
  • • No structured process for triage and early intervention when ergonomic‑related symptoms are reported
  • • Delayed access to occupational health, physiotherapy or ergonomic assessment for workers with emerging musculoskeletal complaints
  • • Poor trend analysis of ergonomic‑related incidents, near misses or workers compensation claims
  • • Inadequate coordination between HR, WHS and managers in managing return‑to‑work and reasonable adjustments for affected workers
12. Procurement, Maintenance and Asset Management of Office Equipment
  • • Procurement decisions based primarily on cost without ergonomic criteria, resulting in sub‑standard equipment
  • • Lack of asset management for chairs, desks, monitors and peripherals leading to extended use beyond safe service life
  • • No routine inspection or servicing of adjustable furniture and lifting desks
  • • Inconsistent replacement policies resulting in mixed quality of ergonomic equipment across the workplace
  • • Failure to engage WHS and end‑users in specification of furniture and technology for design‑intensive roles
13. Policies, Procedures and Documentation for Workplace Ergonomics
  • • Absence of a formal workplace ergonomics policy aligned with WHS Act 2011 requirements
  • • Fragmented or outdated procedures for workstation ergonomics and office safety
  • • Lack of documented roles, responsibilities and workflows for managing ergonomic assessments and corrective actions
  • • Inconsistent application of ergonomics procedures across sites or departments
  • • Poor document control leading to use of superseded guidance on workstation set‑up and practices
14. Supervision, Leadership and Safety Culture for Ergonomics
  • • Supervisors prioritising output over safe work practices, discouraging breaks and ergonomic adjustments
  • • Limited leadership visibility and commitment to office ergonomics and workstation safety
  • • Negative attitudes or scepticism among staff regarding the value of ergonomics, leading to poor uptake of controls
  • • Failure to recognise and reward positive ergonomic behaviours and reporting
  • • Inconsistent enforcement of ergonomics requirements across teams
15. Change Management, Projects and Office Reconfigurations
  • • Office moves, refurbishments or technology changes implemented without ergonomic risk assessment
  • • Introduction of new CAD systems, software tools or hardware that alter task demands without considering ergonomic implications
  • • Compressed project timelines during relocations leading to rushed set‑ups and poorly adjusted workstations
  • • Lack of stakeholder engagement (including WHS and workers) in planning ergonomics for new or redesigned work areas
  • • Inadequate post‑implementation review of ergonomic outcomes following change projects

Need to add specific hazards for your workplace?

Don't worry if a specific hazard isn't listed above. Once you purchase, simply log in to your Client Portal and add your own custom hazards at no extra cost. We take care of the hard work—creating the risk ratings and control measures for free—to ensure your document is compliant within minutes.

Legislation & References

This document was researched and developed to align with:

  • Work Health and Safety Act 2011
  • Work Health and Safety Regulations 2017
  • Code of Practice – How to Manage Work Health and Safety Risks: Guidance on systematic risk management processes.
  • Code of Practice – Managing the Work Environment and Facilities: Requirements for safe and healthy office work environments.
  • Code of Practice – Work Health and Safety Consultation, Cooperation and Coordination: Consultation duties relevant to ergonomic risk control.
  • AS/NZS ISO 45001:2018: Occupational health and safety management systems – Requirements with guidance for use.
  • AS/NZS ISO 31000:2018: Risk management — Guidelines
  • AS/NZS 4443 (series): Office panel systems – Guidance relevant to workstation and partition design.
  • AS/NZS 1680 (series): Interior and workplace lighting – Recommendations for office visual conditions.
  • AS/NZS 3590.2 (where applicable): Screen-based workstations – Guidance for visual display terminal (VDT) use.
Standard Risk Assessment Features (Click to Expand)
  • Comprehensive hazard identification for all activities
  • Risk rating matrix with likelihood and consequence analysis
  • Existing control measures evaluation
  • Residual risk assessment after controls
  • Hierarchy of controls recommendations
  • Action priority rankings
  • Review and monitoring requirements
  • Consultation and communication records
  • Legal compliance references
  • Sign-off and approval sections

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