1.1 This policy establishes comprehensive standards for workstation design, ergonomic equipment provision, and work practice guidelines to prevent work-related musculoskeletal disorders (WMSDs), reduce physical fatigue, and promote employee comfort, health, and productivity. The Organization recognises that poor ergonomic conditions are a leading cause of workplace injuries and that proactive ergonomic management reduces injury rates, absenteeism, and workers' compensation costs while improving employee satisfaction and work quality. This policy reflects the Organization's commitment to integrating ergonomic principles into workplace design, procurement, and operational practices as a core element of its occupational health and safety program.

1.2 This policy applies to all employees, contractors, and temporary staff who use computer workstations, perform manual handling tasks, undertake repetitive work activities, or are otherwise exposed to ergonomic risk factors at any Organization location, including office environments, warehouse and manufacturing facilities, remote workplaces, and temporary project sites. The policy covers the design and configuration of workstations, the selection and provision of ergonomic furniture and equipment, the assessment and management of ergonomic risks, and the education and training of employees in ergonomic best practices. Specific provisions for remote workers are included to ensure that employees working from home maintain ergonomically appropriate workstations.

1.3 The safety team, in collaboration with the HR department and facilities management, shall be responsible for overseeing the implementation of this policy. Key responsibilities include conducting and coordinating ergonomic assessments, developing and maintaining ergonomic standards for workstation design and equipment procurement, managing the ergonomic equipment request and approval process, providing ergonomic training and awareness programs, tracking ergonomic-related injury data and intervention outcomes, and reviewing and updating this policy annually. The Organization shall engage qualified ergonomics professionals, such as Certified Professional Ergonomists or occupational health physiotherapists, to conduct specialised assessments and provide expert guidance on complex ergonomic issues.

2.1 All office workstations shall be equipped with furniture and equipment that meets recognised ergonomic standards. At minimum, each workstation shall include an adjustable office chair with lumbar support, seat height adjustment, seat depth adjustment, adjustable armrests, and a 5-point base with casters; a desk or work surface at an appropriate height for the employee's seated or standing position, with sufficient depth and width to accommodate required equipment; a computer monitor positioned at arm's length with the top of the screen at or slightly below eye level, with tilt adjustment capability; and task lighting that provides between 300 and 500 lux at the work surface without creating glare on screens. The Organization shall maintain a catalogue of approved ergonomic furniture and equipment that meets these standards, and shall review the catalogue annually to incorporate improvements in ergonomic design.

2.2 Employees who require specialised ergonomic equipment beyond the standard workstation configuration may submit a request through the Organization's ergonomic equipment request process. Equipment that may be requested includes sit-stand desks or desk converters, ergonomic split or tented keyboards, vertical or trackball mice, monitor arms or risers, document holders, footrests, wrist rests, anti-fatigue standing mats, and task-specific seating. Requests shall be submitted via the HR information system and shall be reviewed by the safety team within 10 business days. Requests supported by an ergonomic assessment finding or a healthcare provider recommendation shall be prioritised. The Organization shall maintain a budget allocation for ergonomic equipment that is reviewed annually. Standard ergonomic accessories costing under a defined threshold may be approved directly by the employee's manager.

2.3 Employees who work remotely on a regular basis shall receive a comprehensive ergonomic guide for setting up a home office workspace that meets the Organization's ergonomic standards. The guide shall cover desk and chair selection and adjustment, monitor positioning and lighting, keyboard and mouse placement, cable management and workspace organization, and strategies for incorporating movement and posture variation into the workday. Remote employees shall be eligible to apply for a home office equipment allowance to purchase ergonomic furniture and equipment for their primary remote workspace. The allowance amount and eligible items shall be defined in the Organization's Remote Working Policy. Remote employees may also request a virtual ergonomic assessment conducted by a qualified ergonomist via video conference, during which the assessor will evaluate the employee's home workstation and provide personalised recommendations.

3.1 The Organization shall provide ergonomic workstation assessments for all new employees as part of the onboarding process, to be completed within the first 10 working days of employment. Assessments shall also be available upon request for any employee who experiences musculoskeletal discomfort or pain that they believe may be related to their workstation or work practices, any employee who undergoes a significant change in work duties, workstation location, or equipment, any employee returning from a musculoskeletal injury or medical leave related to an ergonomic condition, and any employee identified through the Organization's health surveillance program as being at elevated risk for musculoskeletal injury. Assessments shall be conducted by a trained ergonomic assessor using a standardised assessment tool that evaluates posture, workstation configuration, equipment suitability, work practices, and environmental factors.

3.2 Ergonomic assessment findings shall be documented in a standardised report format and shared with the employee within 5 business days of the assessment. The report shall include an evaluation of the current workstation configuration and its compliance with ergonomic standards, identification of ergonomic risk factors and their potential impact, specific and prioritised recommendations for workstation adjustments, equipment changes, and work practice modifications, a timeline for implementing recommended changes, and a follow-up review date to evaluate the effectiveness of interventions. The employee's manager shall receive a summary of the recommended changes that require their support or approval, without disclosure of any health information. The safety team shall track the implementation of assessment recommendations and shall follow up with the employee within 30 days to assess whether the interventions have been effective in reducing discomfort or risk.

3.3 In addition to individual assessments, the safety team shall conduct proactive ergonomic surveys of all work areas at least annually to identify department-level and organization-level ergonomic risks and improvement opportunities. Surveys shall evaluate the general condition and ergonomic suitability of furniture and equipment in each work area, common workstation configuration issues observed across multiple employees, environmental factors such as lighting, temperature, noise, and air quality that may affect ergonomic comfort, the prevalence of reported musculoskeletal discomfort by department or work area, and compliance with the Organization's workstation standards. Survey findings shall be compiled into an annual ergonomics report and presented to the Safety Committee and facilities management team with specific recommendations for capital investments, furniture replacements, environmental modifications, or training initiatives.

4.1 All employees shall receive ergonomic awareness training during onboarding and through annual refresher sessions. Training shall cover the principles of good posture and neutral body positioning, how to adjust their chair, desk, monitor, keyboard, and mouse for optimal ergonomic alignment, the importance of regular micro-breaks and posture changes throughout the workday, stretching and strengthening exercises that can be performed at the workstation, the early warning signs of musculoskeletal strain and the importance of early reporting, and how to request an ergonomic assessment or ergonomic equipment. Training shall be delivered through a combination of in-person workshops, online learning modules, and quick-reference guides posted at workstations. Employees in roles involving manual handling, repetitive tasks, or prolonged standing shall receive additional role-specific ergonomic training covering the safe work techniques applicable to their activities.

4.2 Employees who perform continuous computer-based work are strongly encouraged to take micro-breaks of at least 5 minutes for every 60 minutes of sustained computer use. During micro-breaks, employees should stand, stretch, walk, or perform gentle exercises to relieve muscle tension and promote blood circulation. Employees should also follow the 20-20-20 rule to reduce eye strain: every 20 minutes, look at an object at least 20 feet away for at least 20 seconds. The Organization shall support micro-break compliance by permitting the installation of break reminder software on company computers, encouraging managers to model and support break-taking behavior, designing work schedules and meeting patterns that allow for natural break opportunities, and recognising that regular breaks contribute to sustained productivity and are not a sign of reduced work commitment. The Organization shall not penalise employees for taking reasonable ergonomic breaks during the workday.

4.3 All manual handling tasks that involve lifting, carrying, pushing, pulling, or repetitive movements shall be assessed for ergonomic risk using a standardised manual handling risk assessment tool. Where the assessment identifies significant risk, the Organization shall implement controls following the hierarchy of elimination, substitution, engineering controls, administrative controls, and personal protective equipment. Specific measures may include redesigning the task to eliminate or reduce manual handling, providing mechanical aids such as trolleys, hoists, pallet jacks, or conveyor systems, reducing load weights and carrying distances, rotating employees through tasks to limit repetitive strain exposure, and providing training in safe lifting techniques and body mechanics. All employees who perform manual handling tasks shall complete practical training in safe lifting and handling techniques before commencing such duties and shall receive annual refresher training.

5.1 The safety team shall establish and maintain a monitoring system to track key metrics related to the Organization's ergonomics program. Metrics shall include the number and nature of musculoskeletal discomfort and injury reports by department and job category, the number of ergonomic assessments conducted and the types of recommendations made, the implementation rate and timeline for assessment recommendations, the volume and types of ergonomic equipment requests and their disposition, musculoskeletal-related absenteeism and workers' compensation claim data, and employee satisfaction with workstation comfort as measured through annual surveys. These metrics shall be compiled into a quarterly report and presented to the Safety Committee. Trends indicating increasing injury rates or recurring issues in specific departments or job categories shall trigger targeted interventions and additional resources.

5.2 This policy shall be reviewed at least annually by the safety team in consultation with the Safety Committee, HR department, facilities management, and qualified ergonomics professionals. The review shall consider musculoskeletal injury and discomfort trends over the preceding 12 months, findings from ergonomic assessments and workplace surveys, employee feedback gathered through surveys and the Safety Committee, advances in ergonomic science, equipment design, and workplace wellness practices, changes to applicable workplace health and safety legislation and standards, and the Organization's evolving workforce profile, including the proportion of remote, hybrid, and on-site workers. Proposed amendments shall be approved by the policy owner and Chief Operating Officer before implementation, and all material changes shall be communicated to employees through updated training materials, intranet announcements, and manager briefings.