Ergonomics Program

The Global Ergonomics Program establishes the minimum requirements and best practices for evaluating, addressing, and mitigating ergonomic risks at all Microsoft workplaces. The program is designed to enhance employee health and safety by minimizing the risk of musculoskeletal disorders (MSDs) and other ergonomics-related injuries through proper workstation design, task analysis, and training. By creating an environment that prioritizes ergonomic principles, Microsoft aims to improve comfort, productivity, and wellbeing for all employees. 

Any variation to this global program, whether creating a location-specific procedure or plan, modifying the existing requirements, or making other changes, must be evaluated through the Occupational Health and Safety (OHS) Governance Framework before implementation. To request a variation, please adhere to the OHS Bypass or Program Deviation processes found on the Global OHS Team Site.

This document provides requirements for Microsoft full-time employees (FTEs) and interns. Microsoft Suppliers must maintain their own health and safety programs consistent with the Microsoft Supplier Code of Conduct, including setting health and safety standards, processes, and procedures for Microsoft external staff and subcontractors who provide services to Microsoft, to the extent permitted by law. 

3.1 Ergonomics evaluation process

Microsoft recognizes the importance of supporting ergonomics not only in traditional office and engineering/lab spaces but also in home offices and remote nonoffice spaces, such as coffee shops or shared workspaces. The program takes a consistent approach to identifying and addressing ergonomic risks across these environments, by using:

• Online ergonomics training and self-assessment tools for office and nonoffice settings

• Virtual or in-person ergonomic consultations

Here is a high-level summary of the process for office workstations:

• Step 1: Employees complete the Online Self-Assessment at aka.ms/ergotool.
• Step 2: If assessment indicates moderate to high risk, employee will be offered a one-on-one consultation with an ergonomics specialist from Global OHS. If the assessment shows low ergonomic risk and the employee still needs ergonomic equipment or has questions, they can contact Global OHS at globalOHS@microsoft.com to set up a one-on-one consultation. 
• Step 3: Ergo specialists will work with the employee on any issues identified in the assessment. All recommendations along with justification will be documented in the self-assessment tool and shared with the employee.
• Step 4: Employees work directly with their business group to purchase the recommended equipment or furniture.

See Section 4 for information about Microsoft’s Global Furniture program.

3.2 Online ergonomics training for office and engineering/lab settings

The Microsoft Global Ergonomics Program provides comprehensive training for all employees, managers, and ergonomists to ensure effective implementation and ongoing risk mitigation.

The training focuses on promoting ergonomics awareness, risk identification, and the adoption of best practices for ergonomic safety in all working environments. The general employee training includes the following:

• Ergonomics Awareness: Basic understanding of ergonomics, its importance, and common risks (e.g., musculoskeletal disorders).
• Proper Workstation Setup: Training on adjusting workstations for optimal posture and comfort, including proper monitor height, chair adjustments, keyboard/mouse placement, and lighting.
• Work Habits: Importance of taking micro breaks, stretching exercises, and varying tasks to prevent strain from repetitive motions.
• Reporting Risks and Injuries: Instructions for reporting ergonomic injuries and risks via SafetyHub Report.
• Self-Assessment Training: How to use online tools to conduct ergonomic assessments.

3.3 Online self-assessment - office

All employees are responsible for completing the virtual self-assessment before engaging one on one with the ergonomics team. This assessment identifies potential ergonomic risks and helps ergonomists focus on specific issues during the follow-up evaluations. Access the self-assessment at aka.ms/ergotool.

After completing the self-assessment, employees receive personalized recommendations and an Action Plan to improve their workstation ergonomics. If high- or medium-risk factors are found, someone from the ergonomics team will reach out to offer further assistance.

Employees with questions about the self-assessment or needing help implementing the Action Plan should contact globalohs@microsoft.com.

3.4 In-person or virtual consultations - office

After completing the self-assessment, employees receive personalized recommendations and an Action Plan to improve their workstation ergonomics. Employees who, using the online self-assessment tool, identify medium- or high-risk ergonomic characteristics related to their workstations will be automatically contacted by a member of the ergonomics team. Employees will initially be offered an opportunity to consult with the team virtually on ways to mitigate these risks. If necessary, the ergonomics team may refer the employee to a local resource they can meet with in person.

All employees are responsible for completing the self-assessment before engaging with the ergonomics team. This assessment identifies potential ergonomic risks and helps ergonomists focus on specific issues during the follow-up evaluations. Access the self-assessment at aka.ms/ergotool.

Employees with questions about the self-assessment or needing help implementing the Action Plan should contact globalohs@microsoft.com.

3.5 Engineering/lab ergonomic evaluations

For an ergonomic assessment of work conducted in a nonoffice environment such as a lab or production studio, employees can contact globalohs@microsoft.com. CO+I employees need to contact their onsite EHS manager for assistance, who will escalate to globalohs@microsoft.com if necessary. A trained professional will work with employees and their managers to evaluate tasks that involve lifting, repetitive motions, awkward postures, and forceful exertions to identify potential ergonomic hazards. Based on the hazards, recommendations for reducing the ergonomic risks will be provided.

The ergonomic evaluation process includes the following:

• Task observation and data collection on employees’ daily exposure to ergonomic risk.

• A trained professional will be responsible for providing the best control strategies based on the nature of the task and the ergonomic risks observed.

• Work with employees to implement control strategies, which could include equipment modifications and employee training.

• Subsequent follow-up with the employee to ensure the corrective actions do not pose new ergonomic risks and make any additional adjustments if needed.

When applicable, implement the same intervention for other employees or teams doing the same or similar tasks/job.

Refer to the Ergonomics Design Guidelines document, found in the Resources section of the Online Ergo Assessment tool, for a comprehensive list of guidelines to use when evaluating cases or recommending solutions. This document is accessible exclusively to Microsoft employees and authorized users designated by them.

3.6 Engineering/lab ergonomic assessment software (coming soon)

To analyze tasks and identify movements that may expose employees to higher ergonomic risks, a specialty software tool can be used. Working directly with a member of the ergonomics team, a video of an employee performing the task is uploaded into the software. Using the analysis results, the ergonomics team will work with the employee to make recommendations to mitigate high-risk movements and implement necessary adjustments. The modified task can then be re-recorded and reassessed with the software to verify whether risk levels have decreased. This process can be repeated as often as needed to minimize ergonomic risks and whenever tasks change.

Results from these evaluations will be documented in the software.

3.7 Online ergonomics training for OHS managers conducting engineering/lab assessments (coming soon)

OHS managers responsible for conducting evaluations of tasks conducted in nonoffice settings need specialized training to ensure consistency in evaluations and adherence to global and local regulations. The training includes the following:

• Advanced Ergonomic Risk Evaluation: Detailed assessment methods for engineering tasks, including manual handling, repetitive tasks, awkward postures, and high-force activities.
• Online Assessment Tools: Use for conducting engineering evaluations and documenting results.
• Regulatory Compliance: Understanding global and local ergonomics regulations and how they apply in different regions.
• Corrective Action Planning: How to recommend and implement effective engineering and administrative controls to mitigate ergonomic risks.
• Frequency: Onboarding, followed by continuous professional development and updates based on new research or regulatory changes.

All employees will first complete the Ergonomics Self-Assessment. Access the self-assessment at aka.ms/ergotool. If an employee has scored within the low-risk range and a documented medical need requires additional changes to their workplace, US employees can learn more at the Accommodations site or contact the Workplace Accommodations team. Employees outside the US can contact AskHR . 

4.1 Ergonomic equipment

Microsoft’s Global Furniture Program defines strategy, standards, and guidelines, offering best practices and tools to ensure consistent and structured management of furniture within Microsoft Global Workplace Services projects.

If a member of the ergonomics team determines a change in furniture may be needed, the following points will be considered.

• When evaluating ergonomic furniture for employees, standard ergonomic equipment options for the country/region will first be offered. Options vary by country/region. Some countries do not support ordering ergonomic equipment beyond what is provided to an employee as part of their space allocation.

• If an ergonomics specialist determines nonstandard ergonomic furniture/equipment is needed, they will be thoughtful to recommend only cost-effective options that should be readily available in the country/region.  

• If the ergonomics specialist believes the request is beyond the scope of what can be offered by Microsoft or the employee has a medical need, the employee will be asked to obtain a note from a medical provider and be referred to the accommodation team.

   

An Employee Purchase Program (EPP) is available to Microsoft full-time employees, allowing them to buy business-use furniture at the same corporate discounted prices offered to Microsoft. This furniture selection is available globally and meets Microsoft’s quality, sustainability, and ergonomic standards.

5.1 Microsoft employees and interns

Microsoft employees must report ergonomics-related concerns, including injuries, discomfort, hazards, or near misses in the workplace. All injuries, hazards, or near misses should be reported via SafetyHub. Following submission, a member of the ergonomics team will contact the employee to collect relevant information and investigate. In collaboration with the employee, a professional from the ergonomics team will determine suitable controls to mitigate identified risks. Depending on the specifics of the incident, the ergonomist may refer the employee to AskHR for additional support. Where necessary and in accordance with local regulations, referral to the appropriate occupational medical resource may also occur.

5.2 External staff

External staff working onsite at a Microsoft location must report all ergonomics-related issues, including discomfort, injuries, hazards, and near misses, to their employer and to Microsoft. Notifications should be sent to SafetyHub. Employers of external staff are responsible for addressing and mitigating any concerns raised by their employees.

Types of ergonomic injuries that must be reported

Types of ergonomics-related cases that must be reported include but are not limited to:

• Any ergonomics-related injury or discomfort affecting Microsoft employees or external staff.

• Any condition in the workplace or home office that may cause ergonomics-related harm to an employee, vendor, or visitor.

• Any damage to ergonomic equipment or furniture that affects employee safety or comfort.

All ergonomic injuries will be investigated. Information about the incident investigation can be found at Incident reporting and investigation program.

The following terms are used in this document. The definitions below are used in the scope of this document, but local regulatory definitions supersede if there is a conflict.

Accommodation: Adjustments or modifications to the workplace or work practices to support employees with documented medical needs.

Corrective Action: Steps taken to eliminate or reduce ergonomic risks identified during assessments, such as adjusting equipment, changing work procedures, or providing training.

Ergonomic Assessment: A formal evaluation of a workspace or task to identify ergonomic risks and recommend solutions to improve safety and comfort.

Ergonomic Risk Factors: Elements of a job or task that increase the risk of developing MSDs. Common risk factors include repetitive movements, awkward postures, excessive force, and prolonged static postures.

Ergonomics: The science of designing the workplace, tasks, and tools to fit the worker’s needs, with the goal of improving comfort, reducing injury risks, and enhancing productivity by minimizing musculoskeletal disorders (MSDs) and other related injuries.

Ergonomist: A professional trained in ergonomic principles and tasked with evaluating workplaces, identifying risks, and recommending interventions to reduce ergonomic hazards.

External Staff: Workers who are not directly employed by Microsoft but may work on Microsoft projects or under Microsoft FTE supervision. They are expected to comply with their own employer’s safety standards, and in some cases, Microsoft’s ergonomic requirements.

Global OHS Team: The team responsible for defining the global ergonomics program’s minimum requirements, providing ergonomics tools and training, and ensuring that ergonomic risk factors are managed effectively across all Microsoft locations.

Industrial (Nonoffice) Ergonomics: The application of ergonomic principles to industrial or manufacturing settings, with a focus on tasks involving lifting, repetitive motions, awkward postures, and forceful exertions.

Micro Breaks: Short, frequent breaks taken during work to prevent muscle fatigue and reduce the risk of MSDs. These breaks involve stretching, moving, or changing posture.

Musculoskeletal Disorders (MSDs): Injuries or disorders affecting the muscles, nerves, tendons, joints, cartilage, or spinal discs. These often result from repetitive strain, poor posture, or incorrect task setup in the workplace.

Office Ergonomics: The application of ergonomic principles to office environments, focusing on optimizing the arrangement of equipment and furniture to ensure a comfortable and healthy working posture for employees.

Regulatory Compliance: Adherence to global and local laws, standards, and guidelines related to workplace ergonomics and occupational health and safety.

Remote Workstations: Locations (e.g., home offices, coffee shops, shared workspaces), where ergonomic risks may differ from those in typical office settings.

Self-Assessment: A process by which employees evaluate their own workstation setup using provided tools, such as the Velocity EHS platform, to identify and correct ergonomic risks.

Velocity EHS: A software platform used by Microsoft to conduct both office and industrial ergonomic evaluations. It allows employees and ergonomists to assess ergonomic risks, track interventions, and document outcomes.

Work Observation: The process of watching and recording how employees perform their tasks in real time to identify potential ergonomic hazards and assess exposure to risk factors.

Workstation Setup: The arrangement of furniture and equipment used by employees in the workplace, particularly in office settings. This includes desk height, chair adjustments, monitor positioning, and placement of the keyboard and mouse.

9.1 Microsoft internal

• Microsoft internal safety programs can be accessed at SafetyHub Programs and Guidance.

9.2 Microsoft external

• CDC. (2021). Ergonomics and Work-Related Musculoskeletal Disorders. Ergonomics and Musculoskeletal Disorders | CDC.

• ANSI. (2017). ANSI/ASSE Z590.3-2011 (R2017), Prevention through Design: Guidelines for Addressing Occupational Hazards and Risks in Design and Redesign Processes. Retrieved from ANSI Z590.3 Guidelines.

• HFES. (2021). Ergonomics and human factors in the workplace. Retrieved from HFES Resources.

• International Organization for Standardization (ISO). (2018). ISO 45001:2018 Occupational health and safety management systems – Requirements with guidance for use. Retrieved from ISO 45001.

• EU-OSHA. (n.d.). European Agency for Safety and Health at Work. Retrieved from https://osha.europa.eu.