Product Overview

Summary: This Workstation Ergonomics Safe Operating Procedure provides a clear, practical framework for setting up and using computer workstations safely and comfortably. It helps Australian businesses reduce musculoskeletal injuries, support hybrid and office-based workers, and demonstrate due diligence under WHS legislation.

Poor workstation design and prolonged computer use are leading contributors to musculoskeletal disorders, eye strain and fatigue in Australian workplaces. This Workstation Ergonomics Safe Operating Procedure sets out a consistent, step-by-step method for assessing, setting up and using workstations in a way that minimises risk and supports worker comfort and productivity. It covers traditional offices, hot-desking environments, and home-based workstations, recognising the realities of modern, flexible work arrangements.

The SOP translates ergonomic principles and WHS obligations into clear actions that can be followed by workers, supervisors and support staff alike. It addresses common pain points such as neck and shoulder strain, lower back pain, repetitive strain injuries and headaches caused by poor posture, unsuitable equipment or inappropriate work routines. By implementing this procedure, businesses can reduce injury rates, support early intervention, and create a defensible, documented approach to ergonomic risk management that aligns with Australian WHS legislation and guidance.

This document is designed to integrate smoothly with your existing WHS management system. It provides practical checklists, workstation set-up guidance, and clear responsibilities for workers, managers and support teams, making it easier to onboard new staff, manage remote workers, and respond consistently when ergonomic concerns or discomfort are reported.

Key Benefits

• Reduce the risk of musculoskeletal disorders and repetitive strain injuries across office and home-based workstations.
• Ensure a consistent, defensible approach to ergonomic risk management in line with Australian WHS obligations.
• Improve worker comfort, concentration and productivity through optimised workstation set-up and work habits.
• Streamline onboarding and training by giving staff clear, visual guidance on how to set up and adjust their own workstations.
• Support early intervention and effective return-to-work planning for workers reporting discomfort or existing injuries.

Who is this for?

• WHS Managers
• Health and Safety Representatives (HSRs)
• HR Managers
• People and Culture Managers
• Office Managers
• Facilities Managers
• IT Support Managers
• Team Leaders and Supervisors
• Remote and Hybrid Workers
• Injury Management and Return-to-Work Coordinators

Hazards Addressed

• Prolonged sitting and static postures leading to musculoskeletal strain
• Poor chair, desk and monitor set-up causing neck, shoulder and back injuries
• Inadequate keyboard and mouse positioning contributing to wrist and hand injuries
• Glare, poor lighting and screen positioning leading to eye strain and headaches
• Inappropriate use of laptops and mobile devices without ergonomic accessories
• Inadequate breaks and task variation contributing to fatigue and overuse injuries
• Trip hazards from poorly managed cables and workstation layouts
• Psychosocial stress related to discomfort, pain and poorly designed work environments

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Key Ergonomic Principles
• 3.0 Roles and Responsibilities
• 4.0 Applicable Legislation, Standards and Guidance
• 5.0 Workstation Ergonomic Risk Factors
• 6.0 Pre-Set-Up Requirements and Worker Information
• 7.0 Step-by-Step Workstation Set-Up Procedure (Chair, Desk, Monitor, Keyboard, Mouse, Accessories)
• 8.0 Laptop, Mobile Device and Hot-Desk Use Requirements
• 9.0 Working from Home and Remote Workstation Requirements
• 10.0 Work Organisation: Breaks, Micro-Pauses and Task Variation
• 11.0 Reporting Discomfort, Symptoms and Ergonomic Concerns
• 12.0 Early Intervention, Assessment and Return-to-Work Considerations
• 13.0 Training, Induction and Refresher Requirements
• 14.0 Inspection, Audit and Continuous Improvement
• 15.0 Document Control and Review

Legislation & References

• Work Health and Safety Act 2011 (Cth) and equivalent state and territory WHS Acts
• Work Health and Safety Regulations 2011 (Cth) and equivalent state and territory WHS Regulations
• Safe Work Australia – Model Code of Practice: Managing the Work Environment and Facilities
• Safe Work Australia – Guidance: Office Work and Workstation Set-up
• Safe Work Australia – Guide for Managing the Risks of Working from Home
• AS/NZS ISO 45001:2018 Occupational health and safety management systems
• AS/NZS 4443:1997 Office panel systems – workstations (for reference to workstation design principles)
• AS/NZS 1680.1:2006 Interior and workplace lighting – General principles and recommendations