Ergonomics in the workplace is not a novel concept. It can be beneficial for all workers to have a workstation that is set up in an ergonomically correct way to prevent common workplace injuries, like carpal tunnel, or to ensure that those with disabilities and medical conditions are able to continue working. Part of an ergonomic workstation set-up can include an ergonomic chair. But many chairs are advertised as being “ergonomic,” even though they have different designs and specifications.
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Employers may have a difficult time discerning what is really needed when an employee requests an ergonomic chair for a back condition, for example. When multiple employees request ergonomic chairs, it can be confusing and time consuming for the person in charge of accommodations to process requests in a way that both complies with Title 1 of the ADA and ensures that employees are getting what is really needed. The following questions and answers address best practices when employees request ergonomic chairs in the workplace.
According to the EEOC, when an employee requests an accommodation and the disability and need for accommodation are not obvious, the employer can request a limited amount of medical documentation to substantiate that s/he has an ADA disability and needs the reasonable accommodation requested.
If an employee indicates that an ergonomic chair is needed due to a medical condition, and ergonomic chairs are not provided to all employees as a benefit of employment, the employer can ask the employee to provide medical documentation to support the request, assuming the disability is not obvious. An alternative option could be for the employee to complete ADA accommodation documentation that the employer has developed. Employers and employees can find sample medical inquiry forms and accommodation request forms developed by JAN.
An employer ultimately determines what accommodation will be provided and has the ability to choose among reasonable accommodations as long as the chosen accommodation is effective. So, as part of the interactive process, the employer can offer alternative suggestions for types of chairs and discuss how the chair could be effective. If there are multiple chairs being considered, the employer may choose the less expensive option, again providing that the chair purchased is effective. The EEOC has said that if more than one accommodation is effective, "the preference of the individual with a disability should be given primary consideration. However, the employer providing the accommodation has the ultimate discretion to choose between effective accommodations.”
It depends. In some cases an employee may need additional support when sitting, which could be provided by adding a lumbar cushion or seat cushion. An ergonomic assessment could be performed to ensure that the chair being used is placing the employee in an ergonomically correct seating position. Other accommodations for sitting could be explored, depending on the need of the employee. However, for some a new chair may be the accommodation need to focus on. JAN has a list of some vendors that provide ergonomic and adjustable office chairs.
While a request for equipment, such as an ergonomic chair, can be straightforward, there may be other factors for an employer to consider if experiencing an increase in accommodation requests. Questions to consider include: Would it be beneficial to have ergonomic assessments completed for all employees on a regular basis as a benefit of employment? Is it time to update office furniture and get rid of chairs that have been used for years? Is it necessary to treat all requests for ergonomic chairs as accommodation requests? Or can there be a policy around requests for chairs that offers updated equipment as a benefit of employment to all employees? Some employers find that taking proactive measures can not only help to prevent workplace injuries, but also streamline requests for equipment that might have otherwise gone through the general ADA process. Of course, what works for one employer may not for another. But keeping an open mind about changes that could be made in policies and procedures could be beneficial for both employees and those in charge of handling accommodation requests.
Of all the furniture in an office, the office chair is often considered the most important as its features and functions can directly impact one's health. A chair's functionality, such as height and tension adjustability, can encourage proper posture, reduce fatigue, aid in appropriate blood flow, and minimize the risk of repetitive stress syndrome — specifically carpel tunnel syndrome. To select the chair that's best for you, carefully consider how the chair will be used and the functionality needed. Matching the intended use of the chair with its functionality will ensure your selection meets your needs, equating to a more comfortable, healthy and productive environment.
Example 1: Desk chair for a home or work office
Full-body support is imperative in this setting so select a chair that offers tension and height adjustments.
Example 2: Office chair for a multi-shift desk space
In this scenario, the chair needs to accommodate more than one user so adjustable height functionality is essential.
When assessing an office chair, focus on the following:
For optimal comfort and support, you want to have the ability to adjust the height and tension of your office chair frequently and easily.
Important adjustment areas include:
Pursue a chair with a pneumatic, or gas, cylinder that sports convenient paddles readily available from a seated position to make overall height modifications. An office chair should always be adjusted to the user’s body, not a desktop or other surface.
Especially for chairs that are shared, it is important that each user easily adjusts the chair to their height. No one wants to enter a conference room to find they need to turn their chair upside down to make adjustments. This is important in the home or multi-shift office as well.
"An adjustable cylinder can help you obtain proper posture by creating a 90-degree angle between your upper and lower legs. This minimizes fatigue and ensures appropriate blood circulation. It also helps reduce neck, back and other muscle strains."
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If you spend at least 50 percent of your day keyboarding or at a desk, adjustable armrests are an important option. Armrests that feature easy height adjustment allow your shoulders to relax, your elbows to stay near your body, and your arms to remain straight, supported and parallel to the floor.
This is also an important functionality to consider if the chair you are purchasing is to be shared among users.
"Adjustable armrests can help you avoid repetitive stress syndrome, specifically carpel tunnel syndrome due to the elimination of unnecessary stress on the arms."
Functionality such as back tilt, back angle adjustment, and tilt lock can directly lead to a comfortable, productive work environment. These features offer the user necessary resistance to lower back movement, conformability to your spine’s natural curvature, and support for a variety of seated positions.
An adjustable back also allows you to cater equally to users of different heights.
"Adjustable lumbar support is a function that helps distribute one's body weight evenly throughout more muscle groups, reducing muscle stress, strain and discomfort, and minimizing fatigue."
Aside from the comfort and support realized through height and tension adjustments in the cylinder, armrests and back, comfort and support can also be found through the chair's shoulder and seating areas. It is best to opt for a rounded, sloping or "waterfall" style seat cushion for proper blood circulation, which a square seat can restrict.
Colors and styles. Consider the aesthetics of your office chair and how it will coordinate with your office space and total office furniture collection, as well as the image you want the chair to portray.
Fabric and flexibility. Consider a chair that offers breathability, such as a mesh-back chair. Just because high-back and overstuffed pillow-back chairs are bigger, they aren’t always better.
Floor surface. Consider the floor surface in which your chair will be used. For hard surfaces, such as hardwood, you need a soft chair caster. For soft surfaces, such as carpeting, a hard caster.
Base upgrade. Consider upgrading your current office chair if it has a four-star base as it is outdated. Several years ago, the government mandated the safer, five-star base.
Shoes. Consider the different shoes you wear and how they may affect the necessary height of your chair from one day to the next.
Before selecting "buy" – ask yourself these final questions.
Functionality, such as height and tension adjustments, and support and comfort are imperative to selecting the right office chair.
When offering full support and adjustability to the user's body, an office chair promotes good health and workplace productivity.
If the chair will be used on a hard surface, tell the sales representative so it includes soft casters. The standard hard casters aren't designed for hard floor surfaces.
Furniture Wholesalers offers office chairs for a variety of uses and purposes, and all are backed by a manufacturer's warranty. Our office chair selection includes the following:
Please refer to individual product pages for specific details and additional information.
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