Ergonomics: 6 essential elements for a healthier and more productive work environment

Ergonomics is the science of designing environments, tools and systems to improve human health. In the work environment, this means optimizing the workplace, furniture, lighting and other factors to increase comfort, health and productivity. Our experts at Ergolain have prepared this guide to introduce the 6 key elements of an ergonomic office and show you how you can transform your workplace into a healthier space.

Why is this topic so important? A poorly designed workplace can increase the risk of long-term fatigue, which over time negatively affects both health and work performance. This problem is felt not only by individual employees, but also by the entire organization.
Recent studies show that up to 33% of workers experience work-related discomfort or health problems, and most of these can be solved with ergonomic solutions. The impact of ergonomics on work performance and well-being is obvious: the environment, furniture, lighting and even the layout of spaces affect not only physical, but also emotional well-being. Fortunately, the solutions are simple – you just need to know them and put them into practice.
Ergonomic design usually includes six main elements. Let’s get to know them.

Over the generations, the work environment has changed dramatically. In the past, a simple desk, pen and paper was enough. The “everything at hand” philosophy of the office at the time meant that employees were encouraged to move as little as possible – movement was considered a waste of time.

Today, employees are encouraged to move and even change workplaces – not only in common spaces, but also in individual work areas. Despite this change, people today spend an average of 9.3 hours sitting a day, which is more than they sleep. Sitting has become so common that we rarely think about how much time we spend on it. Unfortunately, this habit contributes to back pain, which the World Health Organization (WHO) has identified as the leading cause of disability worldwide.

For this reason, it is extremely important to design offices in such a way that they encourage movement and are equipped with ergonomic solutions. Here are the main pieces of furniture and tools that must be integrated into every ergonomic workplace:

In this context, ergonomics means an individual approach to each worker, not a one-size-fits-all solution. A carefully thought-out ergonomic workplace improves employee comfort, productivity and long-term health.

Office and home spaces are increasingly merging – more and more people expect their workplace to be not only functional, but also cozy like home. Employees prefer to visit the office when it has a relaxed, welcoming atmosphere and provides opportunities for informal communication. Therefore, the modern office should neither completely copy the home environment nor be too corporate – it is necessary to find a balance.

Colors are not just visual elements. They act as emotional signals that shape our mood, creativity, concentration and even decision-making. Research published in the Journal of Environmental Psychology shows that well-chosen colors can improve employee well-being by 12-18%, promoting greater engagement and productivity. A work environment that combines functionality with visual harmony or a “homey” feeling not only improves the daily experience, but also increases the motivation to return to the office more often.

However, many companies still avoid brighter colors in favor of neutral tones in order to maintain a “professional image”. However, modern office design trends are increasingly recognizing that color is not a threat to professionalism, but an effective tool for maintaining creativity, collaboration and emotional balance.

Different color palettes can help define and enhance specific areas of the office and encourage different work modes. For example:

• Calming blues and greens are suitable for concentration areas – they help focus and reduce stress.
• Warm, earthy tones such as terracotta or sand create coziness in lounge or informal socializing areas, encouraging casual meetings.
• Vibrant accents, such as mustard yellow or coral, add vibrancy to collaborative spaces and stimulate ideas.
• Muted neutral colors remain relevant in executive or individual work areas – they convey stability and professionalism.

In the end, it’s not about choosing bold or subtle colors, but about creating a cohesive atmosphere that reflects the company’s identity and improves the well-being of employees.

Lighting is not only important for seeing well. It is a sense of well-being, clear thinking and the ability to work productively. In modern ergonomic office design, lighting plays an important role not only in terms of functionality, but also in supporting the natural rhythms of the human body. Our body is closely related to natural light cycles – from sunrise to sunset, the changing intensity and warmth of light signals to the brain when to concentrate, when to slow down, when to rest, and here in winter, when the sun sets earlier, we naturally want to go to bed earlier – because it dictates our daily rhythm.

Despite this, as many as 68% of workers complain about office lighting (American Society of Interior Designers), and poor lighting can reduce productivity by as much as 23%.

One of the most effective ways to create a truly ergonomic workplace is to install circadian rhythm lighting, which changes its intensity and color temperature during the day. Here’s how it works:

• In the morning, bright, colder light (about 4000K-5000K) activates brain activity, helps concentration and gives energy. It is the closest to natural daylight, so it is perfect for morning meetings, analytical work or a productive start to the day.
• In the afternoon and evening, it is worth switching to a warmer, softer light (2700K-3000K). Such light relaxes the body, reduces stress levels and helps to transition from intensive work mode to relaxation. It stimulates the production of natural melatonin, allowing employees to relax after work and leave the office rested and ready to return tomorrow.

Properly designed lighting can:
• Improve concentration and reduce fatigue
• Support natural sleep cycles and hormonal balance
• Reduce eye strain and physical discomfort
• Create a cozy, inspiring atmosphere
• Increase long-term satisfaction and overall well-being

In today’s hybrid work culture, where the office has to offer more than just a place to work, lighting becomes especially important. Therefore, office lighting that reproduces the circadian rhythm helps to fully support the health and productivity of employees throughout the day.

Like other key elements of ergonomics, sound is an extremely important component of the work environment. Open spaces in the plan should be complemented by quiet, closed rooms that allow employees to change their environment according to the tasks at hand. In modern offices, different zones are created to suit different work styles, from collaboration areas to concentration or meeting spaces. While collaboration spaces are naturally conversational, huddle areas should offer a quiet, more private environment for concentration.

However, despite careful planning, noise remains the most commonly cited problem in open-plan offices, often disrupting focus and reducing productivity. And it looks like this problem isn’t going away:

• With an increasing number of artificial intelligence tools that allow tasks to be performed via voice messages, it is becoming common to use them in open spaces.
• Urbanist-style interiors with exposed concrete ceilings, beams or brick walls are still in fashion and look set to stay for a long time.
• Architects and designers are paying more and more attention to matching the sound level and quality with the purpose of a specific space.

These factors make acoustics even more important in creating fully ergonomic spaces. There is a growing demand for special acoustic solutions, such as high-back sofas, acoustic rooms built in space or biophilic (nature-inspired) design with plants that also contribute to noise reduction. Properly integrating these elements into the office environment can reduce noise disturbances, increase employee productivity and improve their overall well-being – ensuring that the space meets the diverse needs of today’s work styles.

Experts distinguish three main challenges typical of modern workplaces:

• The hybrid work model has changed the way we think about what work is and what the workplace should be. The line between personal and professional life has blurred, creating a need for more flexible spaces.
• Digital tools make it possible to stay connected anywhere and anytime, but paradoxically, they also promote feelings of loneliness. This is especially true for the younger generation, who are more likely to experience anxiety and depression due to sedentary lifestyles and excessive screen time. This phenomenon is already called “digital pandemic”.
• Artificial intelligence allows many tasks to be performed independently, reducing the need for teamwork in some positions.

Interestingly, research shows that as many as 85% of employees want to return to the office, mainly because of the social interaction. This desire comes from a deep, subconscious awareness: live communication activates certain hormonal reactions that digital contact cannot replicate.

When we interact live, our bodies release oxytocin, endorphins, serotonin, and dopamine—hormones that promote confidence, well-being, emotional balance, motivation, and satisfaction. They not only lift the mood, but also strengthen team bonds. In addition, face-to-face communication allows for better perception and interpretation of emotions, which helps build deeper relationships among colleagues. Live communication also strengthens the feeling of belonging to the team, which is extremely important for creating a positive work culture.

This is where the importance of social ergonomics comes into play.
Social ergonomics analyzes how people interact in shared spaces and how this affects collaboration, creativity and communication. A work environment that takes social ergonomics into account can enhance both team collaboration and individual employee well-being.

However, despite its importance, this area is still often overlooked when it comes to job creation. Meanwhile, research (CBRE, Research Client Survey, 2020) shows that 100% of organizations recognize that the office is a necessary place for employees to experience community and social connection.