The modern workplace is in the midst of a transformation, and with it comes significant shifts in office ergonomics.
Shannen Sandford-Cooper, an experienced Occupational Therapist and Area Manager at Konekt, has witnessed these changes first-hand through her extensive work in occupational rehabilitation and disability assessments.
Over the past few years, she’s observed how trends such as the rise of remote work, advances in technology, the pandemic’s impact on office setups, and the changing expectations of a new generation of workers have started reshaping how we design and use our workspaces.
In this article, Shannen breaks down four major ways these evolving work habits are influencing office ergonomics, offering insights into how employers and employees can adapt to this new landscape.
1. Hanging up the phones
Physical telephones connected to landlines, taking up a fair amount of desk space, are almost non-existent.
With calls via a computer now the norm for the majority of workers, the placement of the telephone is no longer a key part of an ergonomic assessment.
The movement to digital apps and platforms like Zoom, Microsoft Teams and instant messaging apps has continued the steady decline of landline phone use and an increased reliance on digital communications tools.
And it’s not simply about swapping one voice communication tool for another.
Using email, instant messaging and video conferencing allows people to multitask and also provides written records or transcripts, which can be very useful for many different business contexts.
These tools are especially powerful in remote work environments, where they not only support productivity but also help build and maintain meaningful connections across geographically dispersed teams.
And let’s not forget that the new employees coming through are Millennials and Gen Z.
They’ve grown up with smartphones and laptops and often prefer text-based communication over voice calls.
The customer base is the same.
Businesses are adapting their customer service and internal communication tools to suit both their employee’s and customers’ preferred communication choices.
So, phones are out, and computer headsets or headphones are in.
They used to be supplied only after an assessment, but now they are standard equipment for calls and virtual meetings.
2. No place for paper
Thanks to the increased reliance on technology and remote working, we all use less paper at work.
There are a lot of benefits from going paperless.
It’s more efficient, and costs are lower.
The rise of remote work and more flexible work arrangements has accelerated the decline in paper use, up to 30%, thanks to a greater reliance on tech equipment, digital tools and cloud-based storage and sharing platforms.
Lastly, there are environmental and cost benefits.
Going paperless reduces waste and saves money on materials and storage.
No paper means workspaces are changing too, with document holders, in/out trays and space for printouts and pads no longer needed.
3. Dictating platforms have everyone talking
Many dictating platforms like Microsoft Dictate, part of the Office 365 platforms, are making voice-activated software much more accessible.
It’s easy to implement through an ergonomic assessment or day-to-day work.
And it’s changing the work landscape in several key ways:
- Enhanced accessibility: It’s a game-changer for individuals with disabilities, such as mobility challenges or dyslexia. By enabling voice-to-text functionality, it provides an alternative to traditional typing, fostering inclusivity.
- Improved productivity: Quickly transcribing thoughts and ideas saves time and reduces the physical strain of typing – very handy if you need to create a lot of written content.
- Seamless integration: Because it’s part of Office 365, it seamlessly integrates with Word, Outlook, and Teams.
- Support for multitasking: It’s hands-free, so you can get on with other tasks while you’re dictating.
4. Movers and breakers
Chances for incidental movement have decreased.
With the increase in online meetings at the desk, there’s less opportunity for moving.
So, it’s more likely that sit-stand desk recommendations will be offered widely to allow for postural adjustments.
Paperless offices also mean there’s no need to get up and go to the printer, so that’s fewer regular breaks away from the desk.
As the way we work continues to evolve, so too must our approach to workplace design and ergonomics.
Staying ahead of these changes is key to creating healthier and more productive environments for employees.
Learn more and explore how ergonomic solutions can benefit your workplace.
