Neck and shoulder pain is one of the most common workplace health issues, affecting employees across all industries—from office-based roles to physically demanding jobs.

These musculoskeletal disorders (MSDs) aren’t just uncomfortable for workers; they’re also costly for employers, contributing to increased sickness absence, reduced productivity and, in some cases, compensation claims.

Keep reading as we explore why women may be more affected than men, what new research reveals about muscle activity patterns and what practical steps employers can take to reduce neck and shoulder pain at work.

Understanding why women report more neck pain

What’s particularly striking is that women consistently report higher rates of neck pain than men, even when performing similar types of work. This long-standing difference has puzzled researchers and raised important questions for employers: Are working conditions to blame? Could workplace design or even biological factors play a role?

A new Scandinavian study offers valuable insight. By closely monitoring muscle activity throughout a typical working day, researchers found that differences in how muscles behave—rather than just the work being done—may help explain why neck pain is more common in women. In other words, it’s not just what people are doing at work, but how their bodies respond to it that matters.

What the research found

Using sensitive monitoring equipment, the researchers tracked muscle activity and rest periods in the neck and shoulders of workers throughout a typical day. Several key patterns emerged:

Fewer natural pauses:

Female participants experienced fewer natural breaks in muscle activity. That means their muscles remained “switched on” longer—even during light tasks. Imagine sitting at a desk and keeping your shoulders slightly tensed while typing. Over time, those muscles never truly get the chance to relax.

More short bursts of strain:

Women also had more frequent, short bursts of muscle activity. Think of repeatedly reaching for files, scrolling with a mouse, or carrying small items. These small movements might seem insignificant, but when repeated hundreds of times daily, the strain adds up.

Stronger link to pain:

These muscle activity patterns were more strongly associated with neck pain in women. While men also reported neck pain, the connection between their muscle activity and pain was less pronounced.

In simple terms:

When muscles don’t get enough rest and repetitive movements occur throughout the day, pain is more likely to build up—especially for women. This insight underscores the need for more nuanced workplace ergonomics and job design.

What employers should do

The good news? There are simple, cost-effective steps employers can take to reduce the risk of neck and shoulder pain. These strategies improve not just health, but also comfort, productivity, and morale.

1. Build in recovery time – Micro-breaks matter

• Encourage short, regular breaks throughout the day—not just long lunch hours.
• Simple actions like standing to take a call, stretching briefly, or pausing during repetitive tasks make a big difference.
• Use software reminders or calendar prompts to support consistent break habits.

2. Vary the tasks – Rotation reduces risk

• Repetitive jobs overload the same muscles. Rotating tasks helps spread the strain.
• Office workers can alternate between typing, meetings, and calls. Warehouse staff can switch between lifting, scanning, and admin.
• Even small changes in posture or task can help muscles recover.

3. Check your workstations – Good setup prevents strain

• A poorly set-up desk is one of the biggest causes of neck pain.
• Screens should be at eye level, chairs should support the back, and input devices should be easy to reach.
• Encourage staff to report discomfort early—especially after office moves, equipment changes, or health shifts.

4. Support Manual Handling – Provide Tools and Training

• Use mechanical aids like trolleys and lifting devices wherever possible.
• Offer training in safe lifting techniques and promote team lifting for heavier or awkward items.
• Roles such as patient handling in healthcare or stock lifting in retail need particular support—no one should be left to “just get on with it.”

5. Encourage strengthening exercises – Resilience can be built

• Simple exercises for the neck and shoulders can build resilience and reduce pain.
• These don’t require gym memberships. Resistance bands, light weights, or guided desk exercises can be integrated into the workday.
• Even a short daily routine can reduce sick days and improve performance.

Summary: One size doesn’t fit all

The study concluded that neck pain severity is more closely tied to muscle load in women than in men. This suggests that women may especially benefit from tasks and workplace setups that allow more frequent rest and recovery.

But this is not just a women’s health issue. The broader message is clear: everyone’s body responds differently to the demands of work. Employers need to account for those differences when designing jobs and workspaces.

Key takeaways for employers

• Micro-breaks matter. Frequent short pauses are essential—not optional.
• Ergonomic setups pay off. Invest in quality furniture and proper workstation configurations.
• Task variation prevents injury. Avoid long stretches of repetitive work.
• Exercises build resilience. A proactive strengthening programme benefits everyone.

From a cost–benefit perspective, these strategies support worker wellbeing while reducing absenteeism, staff turnover, and injury claims. Small ergonomic changes can deliver significant returns in productivity and long-term health outcomes.

By recognising how different employees experience and respond to physical strain and by implementing inclusive, proactive ergonomics, employers can create safer, healthier and more supportive workplaces.

How Cardinus Can Help

Healthy Working is the world’s most widely used online DSE management software, designed to support employees whether they work in-office, remotely, or in hybrid settings. It helps reduce neck pain and other MSK discomfort by providing accurate workstation assessments and tailored plans to minimise DSE and ergonomic risks. Through targeted eLearning, employees learn how to make effective adjustments to improve comfort and wellbeing. Healthy Working also simplifies risk management and offers early insights to prevent musculoskeletal issues.

To help organisations see the value, we’re offering a free trial with up to 5% of your workforce. This allows you to test how Healthy Working fits within your organisation while gathering initial data on the musculoskeletal health of your team. Find out more.