Office and hybrid working patterns have introduced new challenges in managing musculoskeletal (MSK) health. Soon to be released research by Cardinus, sheds light on these risks and how to address them.

In a study of 55,733 UK DSE users across multiple organisations, the research found notable patterns in back pain and discomfort related to work environment. Notably, 14% of employees are working in pain – a significant portion of the workforce. This has serious implications: MSK disorders account for 27% of all work-related ill health cases in the UK and some 7.3 million working days lost annually. This information isn’t just for Health, Safety, and Environment (HSE) managers, CEO’s, COO’s and CFO’s need to understand the implications: proactively mitigating MSK risk in both office and hybrid settings is essential for employee wellbeing and productivity.

Keep reading to explore the findings and provide three key strategies to help you mitigate MSK pain for hybrid workers.

Cardinus study: Key findings on MSK risk factors

The Cardinus study, entitled “Work Location and Worker Back Pain: Evidence from Home, Hybrid and Office Settings,” provides evidence-based insights highly relevant to HSE managers. The research confirms that where people work (office vs home) is less important than how they work in those environments:

• Workstation quality outweighs location as a predictor of back pain. In other words, an employee with a well-adjusted ergonomic setup at home can be at less risk than one with a poor setup in a traditional office. The consistency of using an office-quality setup (desk, chair, monitor, etc.) matters greatly. Conversely, working at non-standard setups – like sofas, beds, or kitchen counters – significantly increases the risk of back pain. This finding underscores that ensuring proper ergonomics across all work locations is vital.
• General discomfort is an early warning sign. The study found that reports of general MSK discomfort often foreshadow more serious back pain. In fact, employees who experienced mild discomfort were at risk of developing chronic issues if no changes or interventions were made. This highlights the importance of early detection and response. Notably, the research emphasizes intervening at the discomfort stage, rather than waiting until an injury or chronic pain develops. Early action not only protects employee health but can prevent productivity loss associated with prolonged pain.
• Behavioural interventions trump equipment alone. Perhaps one of the most impactful insights is that training and behaviour changes yielded greater improvements than equipment upgrades alone. While ergonomic equipment is important, the study’s outcomes showed that programmes focusing on awareness, movement, and healthy work habits had strong positive effects. In short, how employees use their workstations and manage their work routines is as critical as the equipment itself. Hybrid workers, in particular, benefit from guidance on maintaining good posture and safe working habits across different environments. As one reviewer noted, this shift toward behaviour-focused solutions reflects a modern, holistic approach (incorporating a biopsychosocial model) rather than just traditional ergonomic fixes.

In summary, the Cardinus research validates what many HSE professionals observe in practice: the biggest MSK risks for office and hybrid staff come from poor ergonomics (especially in home settings), prolonged static postures, and delayed or inadequate responses to early discomfort. It also reinforces that addressing these issues requires more than just buying better chairs – it calls for proactive management and a focus on training and behaviours.

Building on these findings and broader industry best practices, below are the three most critical risk mitigation strategies HSE managers should implement to reduce MSK pain and discomfort in office and hybrid working populations. Each mitigation is paired with practical recommendations and examples for effective implementation.

1. Ensure optimal ergonomic workstation setup everywhere

Rationale: A properly designed ergonomic workstation is the foundation of MSK risk prevention in any work environment. Poor workstation setups – whether in the office or at home – lead to awkward postures that cause discomfort and, over time, injuries like back pain, neck pain, and repetitive strain injuries. The shift to hybrid work has unfortunately left many employees working on makeshift home workstations without suitable chairs, desks, or monitors. The Cardinus study confirmed that workstation quality (chair support, screen height, desk setup, etc.) is a better predictor of back pain than whether someone works at the office or remotely. Workers using sofas, beds, or kitchen tables as desks are at higher risk of persistent symptoms and slower recovery from back strain

Mitigation strategies: HSE managers should make ergonomic excellence a non-negotiable standard for all work locations:

• Conduct DSE Assessments: Carry out regular Display Screen Equipment (DSE) or ergonomic assessments for both office and home workstations. Identify risks like incorrect monitor height, lack of lumbar support, or non-adjustable furniture. Many organisations now include home workspace assessments as part of onboarding or routine safety checks.
• Provide Proper Equipment: Where possible, enable employees to use office-grade ergonomic equipment at home. For example, some companies offer remote staff a stipend or kit including an adjustable chair, external monitor, laptop stand, keyboard, and mouse to replicate a safe office setup. Even simple additions like an external keyboard and screen riser can significantly improve posture for laptop users. The goal is to eliminate sustained use of couches, beds or other improvised work settings. If dedicated home offices aren’t possible, encourage portable ergonomic solutions – e.g. lightweight laptop stands or foldable sit-stand desk converters that workers can carry between home and office.
• Set and Enforce Ergonomic Standards: Develop clear guidelines for workstation ergonomics. For instance, the top of the monitor should be at eye level, feet flat on the floor or on a footrest, forearms roughly horizontal when typing, and so on. Provide checklists or smartphone apps so employees can self-evaluate their setups. HSE managers can partner with facilities teams to ensure office workstations meet these standards, and with HR to extend guidance (and equipment loans) to home workers. Screen for high-risk setups by asking employees if they ever work from couches, beds or other non-standard areas, and then address these habits through education or adjustments.
• Real-world example: One large UK corporation recently implemented a formal home workstation allowance for hybrid staff to purchase ergonomic chairs and monitors, after discovering many employees were working from dining tables and sofas. Alongside an online ergonomics training, their DSE assessment scores improved significantly, and self-reported back and neck discomfort cases dropped in the following quarter. This illustrates how investing in proper setups can pay off in improved comfort and productivity.

2. Implement early discomfort reporting and intervention

Rationale: Early intervention is critical in preventing minor aches from escalating into chronic injuries. The Cardinus study highlights general discomfort as an important early warning – employees who start feeling niggling back or neck pain should be taken seriously. If nothing is done, such discomfort can progress to serious MSK disorders requiring time off or even medical treatment. On the other hand, acting quickly when an issue is small can yield faster recovery and avoid lost work days. The study’s reviewers noted that early reports of discomfort should prompt preventive measures rather than reactive support after pain has become entrenched. This proactive approach aligns with HSE guidance on health surveillance: monitoring for early signs of musculoskeletal trouble and responding promptly.

Mitigation strategies: HSE managers should create a culture and system where employees are encouraged to speak up about discomfort early, and have access to timely assistance:

• Encourage a “Speak Up” Culture: Make it clear that reporting pain or discomfort is encouraged and will not be viewed as a nuisance or weakness. Managers should regularly remind staff (especially those working remotely) to let them know about any emerging aches or workstation issues. Simple measures like pulse surveys or periodic ergonomic check-ins can help capture these reports. For example, a brief quarterly survey could ask employees to rate any physical discomfort experienced at work; any rating above a threshold triggers a follow-up.
• Health Surveillance & Rapid Response: Treat reports of discomfort as actionable data. Establish a process to respond within a short timeframe – e.g. an HSE advisor or occupational health nurse contacts the employee within a few days of a flagged report. Provide prompt interventions such as adjusting the workstation, offering professional ergonomics consultations, or referring the employee for a physiotherapy assessment if needed. The goal is to solve the root cause before it worsens. In one instance, a UK tech company introduced on-demand virtual physio sessions for staff with early MSK symptoms; this resulted in faster resolution of issues and fewer long-term absences.
• Track Discomfort and Outcomes: Keep records of reported discomfort cases and the actions taken. This data can highlight common problem areas (e.g. a trend of wrist pain in a certain department might indicate an equipment or workflow issue). By analyzing these trends, HSE managers can target interventions more effectively. Moreover, having documentation helps in demonstrating the value of early intervention – for example, by correlating timely adjustments with prevention of lost workdays or productivity declines.

Example: Cardinus’ own ergonomics risk management system, “Healthy Working,” incorporates early intervention triggers by prompting employees to self-assess discomfort and then guiding them to appropriate e-learning or professional help. Such proactive programs have been shown to reduce MSK cases by up to 80% in some client organizations, underlining how effective early action can be.

3. Promote behavioural and educational interventions

Rationale: Technology and furniture alone cannot eliminate musculoskeletal risks; employee behaviour and habits are a crucial piece of the puzzle. The way people sit, move (or don’t move), and respond to discomfort day-to-day greatly influences their risk of pain. The Cardinus study noted that interventions focusing on behaviour change and training were key to reducing MSK issues. Workers who remain static for too long – a common issue in both office and home settings – are more prone to back pain and stiffness. Likewise, employees who lack knowledge about posture, proper equipment use, and stretching may inadvertently contribute to their own discomfort. By investing in education and encouraging healthy behaviours, HSE managers can empower employees to manage and mitigate their own risks.

Mitigation strategies: Several low-cost, high-impact initiatives can foster a more active, ergonomics-aware workforce:

• Ergonomics Training and Awareness: Provide regular training to all staff on essential ergonomic principles and safe work practices. This might include online modules, interactive webinars, or in-person workshops covering topics such as optimal workstation adjustments, correct sitting posture, and safe manual handling. Training should also address the unique challenges of hybrid work – for example, guidance on how to set up a laptop on a kitchen table in a spine-safe way, or how to alternate between sitting and standing even without a motorized sit-stand desk. Behaviour change campaigns (posters, infographics, intranet tips) can reinforce key messages, like reminding employees to stretch and change posture throughout the day.
• Encourage Movement and Micro-breaks: Avoiding prolonged sitting is fundamental to preventing MSK strain. HSE managers should promote a culture where taking short, regular breaks to stand, walk, or stretch is the norm. A common best practice is the “20-8-2 rule” – for every 20 minutes sitting, aim to spend 8 minutes standing and 2 minutes moving. While the exact ratio can vary, the principle is to break up static postures frequently. Some organisations use software reminders or calendar prompts to cue breaks. Others encourage walking meetings or stretching sessions to get people moving. In a hybrid context, managers can suggest home workers mimic the natural breaks that occur in office life (like coffee breaks or walking to a colleague’s desk) by scheduling brief pauses between virtual meetings.
• Behavioural Ergonomics Programs: Consider implementing programmes that focus on habit formation and self-care. For example, “movement challenges” or wellbeing initiatives can incentivize employees to integrate physical activity into their workday (such as step count competitions or group stretch breaks). Personalised action plans can also be effective: the Cardinus study mentions individual action plans as part of interventions, which can validate the efficacy of tailored behavioural strategies in reducing MSK issues. Ensure that any programme acknowledges the varied settings of hybrid workers – for instance, teaching staff techniques to adapt their stretching or exercises to a home environment. By emphasizing active participation and self-management, these interventions make employees partners in their own health. As one reviewer of the study noted, this modern approach helps frame MSK health in terms of maintaining function and productivity, which resonates with both employees and leadership.

Integrating these three strategies will significantly reduce the risk of musculoskeletal pain and discomfort among office and hybrid workers. They are interrelated and mutually reinforcing: ergonomic setups provide the necessary support, early intervention ensures small problems don’t grow, and behavioural interventions address the human factors in daily work. Below is a summary of the three critical mitigations, along with their rationale and implementation tips for quick reference:

Table: Three critical MSK risk mitigations for office/hybrid work

Mitigation	Rationale	Implementation tips
1. Ergonomic workstation Setup	Poor workstation setups (e.g. improper chairs, non-standard desks) lead to awkward postures and MSK issues Ensuring high-quality, adjustable equipment everywhere (office or home) reduces back pain risk. Workstation quality is more important than work location	Perform regular ergonomic/DSE assessments for both office and home setups Provide proper equipment (chairs, monitors, stands) or allowances for home offices. Screen for and correct non-standard setups (e.g. discourage laptop-on-sofa working); promote portable ergonomic tools for hybrid staff
2. Early discomfort intervention	General discomfort is an early warning sign of developing injuries. Early reporting and action (ergonomic adjustments, medical checks) prevent minor issues from becoming chronic, reducing lost work time. Quick intervention maintains productivity and employee health.	Encourage employees to report any pain or discomfort immediately (no stigma). Set up health surveillance to catch early symptoms (surveys, check-ins). Respond rapidly: e.g. offer an ergo assessment or physio consultation within days of a report. Track cases to ensure resolution.
3. Behavioural & training programmes	Sedentary habits and lack of awareness exacerbate MSK risks. Training workers in safe practices and fostering active work habits (posture change, micro-breaks) significantly lowers risk  Behaviour-focused interventions have greater long-term impact than equipment alone	Provide ergonomics training (posture, stretching, self-adjustments) for all staff Promote regular movement: e.g. break reminders and/stretch exercises to avoid long static sitting. Implement initiatives like wellness challenges or personalised action plans to ingrain healthy behaviours. Lead by example – managers should model taking breaks and good ergonomics.

In practice, these strategies work best in combination. For example, an ergonomic assessment might identify equipment needs (#1) and also prompt coaching on better posture (#3). An employee who reports discomfort early (#2) can benefit from both an adjustment to their chair (#1) and advice on taking more frequent breaks (#3). By addressing the physical setup, the timing of interventions, and the human factors together, HSE managers can create a comprehensive MSK risk reduction programme.

In summary

Musculoskeletal health in the era of hybrid working is a challenge that can be managed with proactive, evidence-based interventions. The Cardinus study reinforces that a focus on ergonomics, early action, and employee behaviour is the formula for success in reducing back pain and discomfort in the workforce. UK HSE managers should leverage these insights to update their risk assessments and wellness programmes accordingly. By investing in proper workstation setups, encouraging a speak-up culture for early discomfort, and promoting healthy work practices, organisations not only comply with their duty of care but also benefit from a healthier, more productive workforce. Adopting these three critical mitigations will help protect employees from MSK pain in any setting – office, home, or anywhere in between – ensuring that hybrid working remains a sustainable and safe arrangement for all.

If you would like to receive a copy of the research paper once it is released, please get in touch.