Integrating ergonomics into a hybrid working model

In its new diagnostic and decision-making tool on hybrid work, the Ordre des CRHA defines the hybrid work model as a way of organizing work where a team or a company performs the required tasks part of the time at the workplace and part of the time remotely, or even from a third place (collaborative workspaces). The hybrid work model is designed with built-in flexibility to increase productivity, as well as employee satisfaction, health and well-being. Furthermore, it is realistic to believe that this model will enable several companies to position themselves advantageously in achieving their workforce recruitment and retention objectives. For organizations that follow suit, the transition to a hybrid model will require management to adjust their business model (policies, practices, processes) and corporate culture.

For the vast majority of companies, the implementation of a hybrid work model will lead to strategic reflection on the work environment. Indeed, several companies will seize the opportunity to reduce the area of rental space to reduce real estate expenses. This change will accelerate the implementation of unassigned offices, also known as “shared desking”. The principle of shared desking is for employees to choose and reserve a workspace according to the activity to be carried out in the office when they are there. There will automatically be fewer assigned workspaces.

From an ergonomic point of view, the implementation of a hybrid work model will bring challenges centered around two (2) main axes:

• the implementation of unassigned desks;
• teleworking.

The Ergokinox team can support you in the strategic management of these challenges.

Management of the ergonomic issues associated with the introduction of unassigned offices

• Change management – Employee training

The new reality associated with the fact that employees will have to move to a different workstation each time they visit the office completely overturns the paradigm according to which the ergonomist could adapt the workstation to the employee. In this context, the intervention strategy will have to be adapted to the new reality. From the outset, the spearhead of effective management of ergonomic issues will necessarily involve individual responsibility for the ergonomic adjustment of one’s workstation. To this end, employees will need to be informed about the principles of workstation adjustment.

An Ergokinox ergonomist can offer availability slots to teach employees the principles of workstation adjustment and clearly indicate reference points so that they are able to reposition themselves properly during future visits to the office.

Ergokinox has developed interactive video clips to effectively inform workers about the principles of adjusting a multi-user workstation. In addition, we have developed a self-diagnosis form that allows the employee to ensure that the adjustment made is adequate.

• Choice of furniture

Since some employees will have to adjust their workstation on a daily basis, choosing easily adjustable furniture is crucial. The company will need to ensure that the furniture is sufficiently adjustable for a significant majority of workers and that the adjustments can be made easily. It will certainly be more beneficial to opt for height-adjustable surfaces to maximize the percentage of the population that can work comfortably on them without the addition of additional ergonomic accessories (e.g., footrests).

Through our Ergoplanix service, the Ergokinox team can support you in the strategic acquisition of furniture.

• Training of resource persons (ergo-coaches)

The regular presence of colleagues able to intervene effectively in terms of workstation ergonomics will facilitate proactive management of workers’ questions. These front-line workers will be able to answer workers’ questions and help them make the right adjustments when they sit down at their workstations.

Ergokinox offers specific training aimed at training resources within your company.

Managing the issues related to working from home

Ergokinox has published a guide on the Proactive Management of an Ergonomic Policy Related to Teleworking

• Diagnosis
• Equipment
• Communication
• Evaluation
• Support

Here is a summary of these five (5) steps:

• Diagnosis

To intervene effectively and better respond to the individual and organizational issues related to teleworking, it is essential to carry out a diagnosis of the current situation. A well-designed questionnaire will help to establish a picture of the situation in terms of the equipment used, but also in terms of your employees’ awareness of their teleworking environment. This stage will enable you to identify the priorities for action, as well as to identify the gaps between the available inventory and the one to be considered to correct the situation. To support you, Ergokinox has prepared a Self-Diagnosis form to enable the employer to carry out this exercise easily. This tool is available in electronic format so that your employees can complete it quickly and you can automatically receive an easy-to-interpret compilation of the results.

• Equipment

Once the diagnosis has been completed, you must prioritize your interventions. We strongly recommend that you implement a clear teleworking policy, including a section on ergonomic equipment provided by the employer. Ergokinox has created a Guide to Purchasing Equipment Specific to Teleworking. We will be happy to work with you at the beginning of your process, adapting to the needs of your organization, to optimize the decisions and directions that will have a significant human and financial impact. To optimize the management of requests following the results of the questionnaire and to ensure the quality and uniformity of any ergonomic equipment to be provided, we believe that choices should be directed towards the guidelines recommended by the organization rather than giving managers and employees a discretionary budget. One possible solution is to offer a list of equipment that has been pre-approved for the specific needs of teleworking, which has emerged thanks to the diagnosis.

• Communication

Since providing ergonomic equipment adapted to the needs of teleworking is not enough to limit the risk of musculoskeletal disorders, we strongly recommend that you create an information and communication system on good practices for adjusting the teleworking station. Ergokinox has designed educational materials specific to the challenges of teleworking, which can be used via several technological platforms. These tools help you understand the basic principles of adjusting a workstation and thus optimize the working position.

• Evaluation

As a proactive and responsible company, and to ensure that you comply with your obligation under the LSST, the evaluation phase consists of asking your employees to send you some photos of their workstation and thus combine them with the self-assessment completed in the diagnosis phase. Ergokinox has designed an audit evaluation to compare the employee’s workstation with the standards you have determined. The audit therefore makes it possible to measure the discrepancies and thus take the necessary measures according to the results of the evaluation. During this evaluation, the company, in collaboration with the Ergokinox team, will be able to identify the employees who require the support of a certified ergonomist.

• Support

Once the previous steps have been completed, you must implement the measures you have targeted and pay particular attention to how the situation evolves. You have a legal obligation to ensure that the new reality for workers is compliant and that it will not lead to musculoskeletal pain. This care can be reflected, for example, by sending out a survey on a regular basis to measure discomfort, but also the appearance of the first symptoms that lead to musculoskeletal disorders. Ergokinox has developed follow-up surveys targeting the relevant questions to ask to gather the information you need for the proper care of employees requiring it. A more structured intervention, such as an ergonomic evaluation of the workstation by an ergonomist, may be necessary. This will enable you to quantify the real impact of teleworking on the musculoskeletal health of employees. Ergokinox can support you by carrying out ergonomic assessments in person or remotely. Following this assessment, a report with recommendations is sent to you and close monitoring is carried out to ensure the success of the intervention.

Work is changing rapidly, and it will certainly be difficult to return to the situation as it was before the pandemic. Work organization and management practices will be disrupted. One thing is certain: the employer will remain responsible for ensuring the health and safety of employees. Our team of ergonomists will be able to support you in this new challenge!

For more information, please do not hesitate to contact us!