Hot Desking and Ergonomics: Who Is Responsible for Getting the Set-Up Right?
Hot desking has become a normal part of many workplaces, particularly as hybrid working has changed how often people come into the office. You arrive, find an available desk, plug in your laptop and get started. It’s convenient and flexible, but there’s one fairly obvious problem when it comes to ergonomics: the person who sat there yesterday might be a completely different height and build to you.
A chair or monitor that was perfectly positioned for them might be uncomfortable for you. Maybe the chair is slightly too low, the screen is off to one side or the mouse has been pushed further away than you’d normally have it. None of these things seems particularly significant when you first sit down, especially when you’re keen to get into your emails and start the day, but working like that for hours at a time can leave you feeling the difference.
So, when a desk belongs to everyone, who is actually responsible for making sure it’s set up properly?
A shared desk still needs an individual set-up
With a permanent workstation, most of us naturally arrange things the way we like them. You probably know where you want your monitor, how high you like your chair and where your keyboard and mouse usually sit, even if you’ve never consciously thought about it.
Hot desking changes that because you’re effectively starting from scratch each time you move desks. That doesn’t mean setting up for the day needs to become a lengthy process, but it is worth taking a minute before you start work to make a few adjustments.
Start with the basics. Check whether you’re sitting comfortably and feel supported, whether your screen is at a comfortable height and distance, and whether you can use your keyboard and mouse without leaning or reaching forward. If you use two screens, consider where they’re positioned in relation to the work you’ll be doing that day. Small changes to the way a workstation is set up can make it much more comfortable to use.
So, whose responsibility is it?
The answer isn’t entirely one or the other. Employers and employees both have a part to play in maintaining a safe working environment.
For employers, simply providing adjustable chairs and monitors isn’t necessarily enough. People also need to understand how to adjust the equipment they’re given, know what a comfortable workstation should look like and feel able to raise concerns if something isn’t working for them.
For employees, it’s about actually using those options. It’s easy to sit down at a shared desk and leave everything exactly where the previous person had it, but spending a minute getting comfortable before starting work is a worthwhile habit.
Think of it a little like getting into someone else’s car. You probably wouldn’t start driving without checking the seat and mirrors first. A shared workstation deserves much the same approach.
What should you check when you sit down?
You don’t need to conduct a full assessment every morning. A quick check of the chair, desk and equipment is a good place to start. Are your feet comfortably supported? Can you see your screen without craning your neck or turning your head for long periods? Are your keyboard and mouse easy to reach? If you’re using a laptop for most of the day, is there a separate screen, keyboard or mouse available that could make the set-up more comfortable?
It’s also worth remembering that ergonomics isn’t only about finding the ‘perfect’ sitting position. Our bodies aren’t designed to stay in the same position all day, so changing position and getting up and moving regularly are important parts of the picture too.
When adjusting the desk isn’t enough
Sometimes, a few simple adjustments solve the problem. Other times, there may be more going on. Someone might be returning to work following an injury, experiencing ongoing discomfort or have individual needs that make a standard workstation set-up unsuitable.
In those situations, an ergonomic assessment can take a closer look at the person, their workstation and the work they actually perform. It can help identify where changes may be needed rather than relying on a one-size-fits-all approach.
Rehab Management provides ergonomic assessments as part of its broader workplace services, which also include injury prevention, early intervention and return-to-work support.
Making hot desking work
Hot desking can be a practical way to support a flexible workplace, but the flexibility shouldn’t stop at choosing where to sit. Workstations themselves need to be flexible enough for different people to use comfortably, and employees need to feel confident making the adjustments they need.
The good news is that getting it right often doesn’t require a major change. Taking a minute at the beginning of the day to move the chair, reposition the screen or bring the keyboard and mouse closer can make the workstation feel much more like your own, even if you’re only sitting there for the day.
Because while the desk might be shared, the way you set it up shouldn’t be one-size-fits-all.
Need help with workplace ergonomics?
If your team is experiencing discomfort at work, or you’d simply like to make sure your workstations are set up to support your people, Rehab Management can help. Our ergonomic assessments look at the individual, their workstation and the way they work to identify practical adjustments that can improve comfort and support safer ways of working.
Get in touch with Rehab Management to learn more about our ergonomic assessments and workplace services.
