What desk work is really doing to your team
Your team might be getting through the workday, but if they’re spending long hours at a desk, their bodies are often working harder than you realise.
Many people push through stiffness, aches, or fatigue because it feels like “just part of the job”, but over time, these small discomforts can quietly build into bigger issues.
Neck and back pain, headaches, and reduced concentration can all creep in, affecting how people feel and function at work. When employees aren’t physically comfortable, it becomes harder to stay focused, energised, and engaged, and that has a flow-on effect across the team. The good news? Small, practical changes can make a big difference.
Why sitting (and posture) matters more than you think
Many aches develop gradually and are often ignored until they begin to interfere with work or daily life.
Sitting for long periods reduces movement and circulation, leading to stiffness and joint discomfort. Even though desk work feels “low effort”, muscles held in the same position for too long fatigue quickly.
Importantly, there’s no such thing as “perfect posture.” The body isn’t designed to stay still – think: “the best posture is the next one.”
Changing positions regularly is far more beneficial than trying to sit perfectly all day.
“Sitting is the new smoking” — what does the research actually say?
You may have heard the phrase “sitting is the new smoking.” While this is a simplification, it reflects a growing body of research highlighting the risks of prolonged sedentary behaviour.
Research shows that:
- More time spent sitting is associated with higher risks of cardiovascular disease, cancer, and early death
- People who sit most of the day at work have higher risk of all-cause mortality and cardiovascular disease compared with more active workers
- Importantly, high levels of daily sitting can still carry risk even for people who exercise regularly
However, it’s important to be clear:
Sitting is not equivalent to smoking in terms of harm, but it is a widespread and under-recognised health risk that builds over time.
The key takeaway for workplaces is simple:
It’s not just whether your team exercises – it’s how much they move across the whole day.
Movement matters more than perfection
Without regular movement, small physical stresses build up over time.
That’s why micro-breaks every 20–30 minutes are so effective. Encouraging team members to:
- Stand
- Stretch
- Walk
- Or simply change position
…can help reduce stiffness, improve circulation, and maintain focus throughout the day.
Even small, frequent changes in posture can make a meaningful difference.
Don’t forget visual fatigue
Another often overlooked factor is visual strain.
Extended screen use can lead to:
- Eye strain
- Headaches
- Blurred vision
- Mental fatigue
Poor lighting, screen glare, and incorrect screen positioning can all contribute, particularly later in the day when concentration naturally dips.
What to look out for early
Identifying discomfort early, when symptoms first appear, is far more effective than waiting until pain becomes persistent or leads to injury or time off work. Early intervention can reduce strain, support employee wellbeing, and help prevent long‑term musculoskeletal issues.
Signs your team may be experiencing strain include:
- Regular stiffness or soreness
- Increased breaks due to headaches or eye strain
- Reduced concentration or irritability
- Afternoon fatigue
- Frequent posture changes or fidgeting (although this is a good thing!)
We commonly see discomfort in the neck, shoulders, lower back, hips, and wrists, as well as visual fatigue impacting focus and accuracy.
It’s also important to recognise that “comfortable” doesn’t always mean “supportive.” Many people adapt to poor work setups without realising the ongoing strain on their body.
How to set up a more supportive workstation
A well‑set‑up workstation plays an important role in supporting comfort, lowering strain, and protecting long‑term health in desk‑based roles. Small ergonomic adjustments can make a meaningful difference to how people feel and function throughout the workday.
Chair setup
- Feet flat on the floor
- Hips slightly above knee height
- Back supported in a relaxed upright position
- Adequate lumbar support
Desk, keyboard, and mouse
- Shoulders relaxed
- Elbows close to the body at ~90 degrees
- Use a separate keyboard and mouse where possible
- If using a sit-stand desk, alternate frequently between positions rather than staying in one position for long periods
Screen positioning
- Top of the screen at eye level (may vary for those wearing progressive lenses)
- Neck in a neutral position
- Use a stand or books to raise the screen if needed
Small changes, big impact
Improving comfort and productivity doesn’t require major investment. It starts with awareness and small, consistent changes.
Encouraging movement, improving workstation setup, and responding early to discomfort can support:
- Better wellbeing
- Improved focus and productivity
- Reduced risk of longer-term injury
If you’re noticing early signs of discomfort in your team, or want to take a proactive approach, a workstation assessment with our Well at Work team can help identify risks and implement practical, tailored solutions that benefit both employees and the wider business. It’s an investment your team will thank you for.
