Case Study Details
When Channel 4’s Leeds headquarters reached out to Fit4Work, it was to address a pressing concern: one of their employees was experiencing both upper and lower back pain during the working day. The discomfort was affecting their posture, concentration, and overall wellbeing, making a professional workstation risk assessment essential.
Angela, Director of Fit4Work, was asked to investigate the situation. With years of expertise in ergonomic assessment and musculoskeletal health, she set out to understand not only the causes of the employee’s pain but also how to create a more supportive and sustainable workstation setup.
Objectives
Understand the full extent and pattern of the employee’s musculoskeletal discomfort.
Observe real-world working posture and equipment use.
Make immediate adjustments where possible.
Recommend longer-term equipment and layout changes to reduce strain and support healthy posture.
Assessment Approach
Private discussion (≈20 minutes). Angela began with a confidential conversation to clarify the nature, location, and aggravating factors of the pain.
On-site observation. She then observed the employee at the workstation, focusing on posture and interaction with equipment: chair setup, mouse and keyboard reach, screen height/angle, telephone placement, and general desk layout.
Guiding principle: The workstation should fit the person (with correct sitting posture), not the other way around.
Key Findings
Posture: Employee was sitting slumped; chair backrest could not be brought forward enough to provide support in an upright, neutral posture.
Seat dimensions: Seat pan was too short and narrow, leaving lower legs insufficiently supported.
Lumbar support: Inadequate lumbar support and limited backrest adjustability for the employee’s needs.
Working height: Chair height required raising so that flexed elbows sit just above desk height - preventing overuse of upper trapezius to “hitch” the shoulders.
Foot support: Once the chair was raised, the employee’s feet no longer reached the floor - a footrest became necessary.
Keyboard reach: Keyboard was too far forward, causing overreaching and rounding through the thoracic spine.
Screen position & eyewear: With varifocal glasses, the employee tended to tilt the head backward to read the screen; the monitor needed lowering to optimise the line of sight.
Work area safety: Clutter around/under the desk created potential trip hazards and restricted safe access/egress.
Immediate Adjustments Made On the Day
Posture coaching: Angela provided a hands-on correction to establish a more neutral sitting posture.
Keyboard placement: Keyboard repositioned to approximately 4 inches (≈10 cm) from the desk edge to reduce reach and shoulder protraction.
Screen height: Monitor lowered to improve visual access with varifocals and reduce neck extension.
Work area clearance: Advised immediate decluttering for safer access and better legroom.
Note: Some chair-related limitations (backrest travel, seat pan size, lumbar support) could not be fully resolved with the existing chair.
Equipment & Setup Recommendations
Chair Specification
Effective lumbar support adjustable to the employee’s lumbar curve.
Backrest with forward travel to support an upright posture.
Adjustable seat pan with a larger surface area to fully support the thighs/lower legs without pressure behind the knees.
Foot Support
Adjustable footrest to bridge the gap to the floor once the chair is set at the correct working height.
Desk Layout
Keep the keyboard close (≈4 inches from desk edge) and mouse adjacent to reduce reach.
Maintain the screen lower to accommodate varifocal use and promote a neutral neck position.
Position the telephone within easy reach to avoid twisting or overreaching.
Housekeeping & Access
Provide/encourage use of a locker for personal items to keep the workstation area clear of clutter and reduce trip risk.
Rationale Behind the Changes (Quick Reference)
Elbow height above desk: Reduces shoulder elevation and overuse of the upper trapezius.
Proper seat pan size & backrest support: Encourages neutral spinal curves and sustained postural support.
Keyboard and mouse proximity: Minimises forward reach, reducing thoracic rounding and shoulder strain.
Lowered monitor for varifocals: Aligns the line of sight to reduce neck extension.
Footrest at correct chair height: Maintains stable lower-limb support and pelvic neutrality when feet don’t reach the floor.
Communication & Next Steps
All adjustments feasible with existing equipment were made during the assessment.
A written summary with recommendations and equipment suggestions was produced and emailed to the employee’s line manager for action.
Suggested follow-up once the recommended chair and footrest are in place to fine-tune settings and confirm symptom improvement.
At-a-Glance Checklist for the Line Manager
Source a task chair with lumbar support, forward-moving backrest, and adjustable, larger seat pan.
Provide an adjustable footrest.
Ensure keyboard/mouse remain close to the edge of the desk (≈4") and beside each other.
Keep monitor lowered to suit varifocal lenses.
Arrange a locker and reinforce clear-desk practices to eliminate trip hazards.
Schedule a post-installation review to confirm fit and comfort.
Summary
Fit4Work’s assessment identified posture, chair fit, and equipment positioning as the main contributors to the employee’s back discomfort.
Immediate workstation tweaks were implemented, and targeted equipment recommendations were issued.
With a correctly specified chair, an appropriate footrest, and consistent desk layout practices, the employee should achieve improved spinal alignment, reduced muscle strain, and safer day-to-day working conditions.
