Presenteeism at Work: The Hidden Cost of Poor Office Ergonomics

Presenteeism is when employees are present but struggle to work effectively due to preventable physical or mental strain. Poor ergonomics can contribute to presenteeism.

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Marcel Bommeli

Sales Manager at Karo
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Presenteeism occurs when employees are physically at work but performing below their normal capacity due to health issues, fatigue, stress, or workplace discomfort. Unlike absenteeism, it doesn’t show up in sick leave records, but the financial and operational impact can be substantial. Even mild back, neck, shoulder or wrist pain can slow tasks, increase errors and result in employees losing focus.

Discovery Health reports that presenteeism costs South African businesses around 12.5% in lost productivity. This translates into an average loss of more than 30 days of productive time per employee, per year. 

What Causes Presenteeism at Work

Presenteeism is harder to notice than absenteeism but can seriously harm workplace productivity and team spirit. While there are many causes of presenteeism, it often arises from:

presenteeism at work results in people working below their capacity
Presenteeism at work

The Real Cost of Presenteeism

Unlike absenteeism, presenteeism is often underestimated because it doesn’t trigger formal claims or records. Organisations need to understand the impact of employees who are present but not operating at full capacity. Common business impacts include:

    1. Slower task completion – Minor discomfort reduces speed and efficiency.
    2. Increased errors – Tension and fatigue contribute to mistakes that require rework and correction, potentially resulting in lost sales and missed deadlines. 
    3. Frequent micro-breaks – Employees stretch or adjust to relieve discomfort, interrupting workflow.
    4. Cumulative fatigue – Persistent discomfort reduces focus and engagement over time.
    5. Safety - When workers are present but not totally focused on their tasks, the risks of OH&S being compromised can increase.
    6. Increase illness recovery times - If left unaddressed, short-term health challenges may lead to more significant chronic conditions with longer recovery times.
    7. Decline in team morale - The more team members who are turning up to work with burnout or unwell, the more likely they are to feel disengaged from work, which can have a ripple effect on other team members and impact the wider company culture.

Based on the average annual salary of R350k in South Africa, a 5% productivity reduction due to presenteeism could cost a 50 person office almost R900k per year, and this is without a single sick day being recorded.

How Poor Workplace Ergonomics Contributes to Presenteeism

While organisational culture, job pressures and workload contribute to presenteeism, one of the most easily controllable factors is the physical work environment. Poor workstation design and inadequate ergonomic office furniture can create daily discomfort that slowly erodes productivity. Typical ergonomic factors include:  

    • Poorly adjusted chairs or desks.
    • Chairs that don't have the necessary adjustability to suit the workforce.
    • Fixed workstations that don’t accommodate employee diversity.
    • Monitor, keyboard, and mouse positions that create awkward posture.
    • Long periods of static sitting or repetitive motion.

Even small reductions in output per employee accumulate across a team, costing organisations significantly each year. In South Africa, Discovery Health estimates that presenteeism costs the country R89b per year, which is significantly more than the cost of absenteeism.

The solution isn’t just better furniture; it’s strategic ergonomic design and evidence-based workplace risk assessments.

How Ergonomic Office Chairs and Desks Reduce Presenteeism at Work

Investing in ergonomic furniture doesn’t just improve comfort, it directly reduces presenteeism and its hidden costs. Allowing employees to tailor their workstation ensures comfort, reduces cumulative strain, and supports sustained productivity.

Ergonomic Chairs

It is well acknowledged that ergonomic office chairs improve employee comfort and wellbeing by:

Height Adjustable Standing Desks

An electric height‑adjustable standing desk lets you shift from sitting to standing in seconds. A height-adjustable desk is one of the best ergonomic aids you can use to combat the negative impact on your health caused by sitting all day. Standing desks:

Beyond Productivity: Staff Wellbeing and Retention

Presenteeism affects more than output. Persistent discomfort can:

    • Lower morale and engagement.
    • Increase turnover, especially among high-performing staff.
    • Reduce collaboration and team performance.

Ergonomically optimised workstations demonstrate a commitment to employee wellbeing, supporting retention, engagement and workplace culture.

presenteeism

5 Steps to Reduce Presenteeism Through Workplace Ergonomics

    1. Assess your workplace: Identify tasks, roles, and workstations with the highest ergonomic risk.
    2. Invest in ergonomic office furniture.
    3. Train employees: Teach staff how to adjust chairs, desks and monitors for their needs.
    4. Monitor outcomes: Track productivity, minor complaints and absenteeism to evaluate impact.
    5. Document your process: Maintain a workplace risk assessment to support governance and ESG reporting.

Signs Your Workplace May Have Presenteeism Risks

    • Employees report frequent back, neck, shoulder or wrist discomfort.
    • Rising musculoskeletal-related absenteeism.
    • Staff use personal cushions, footrests or laptop stands.
    • Incorrect or unused desk and chair adjustments.
    • High staff turnover in desk-based roles.
    • Complaints about fatigue, headaches or tension.

Key Takeaways

    • Presenteeism occurs when employees are present but working below their capacity.
    • In South Africa, it is estimated to cost businesses billions in lost productivity.
    • Poor workplace ergonomics can contribute to fatigue, discomfort and reduced focus.
    • Ergonomic office chairs and height-adjustable desks help reduce physical strain.
    • A structured workplace risk assessment helps organisations identify and reduce ergonomic risk.

The Bottom Line

Presenteeism quietly erodes productivity and employee wellbeing. By combining a structured ergonomic workplace risk assessment with ergonomic office chairs and height-adjustable standing desks, organisations reduce discomfort, protect productivity and establish a defensible record of due diligence.

Invest in ergonomic furniture and a structured assessment.
Minor discomforts today quietly become major costs tomorrow.

Frequently Asked Questions (FAQs)

a. How often should an ergonomic assessment be conducted?

It should be conducted every 2 to 3 years, during workplace redesign, or when injury trends appear.

b. Can ergonomic furniture alone solve presenteeism?

Furniture helps but cannot totally solve presenteeism. Optimal results require a structured risk assessment and employee training.

c. Who is responsible for ergonomic risk management?

Responsibility for conducting a workplace risk assessment typically sits with HR, facilities and health and safety departments, but ultimate accountability rest with executive management.

d. How can I measure the impact of ergonomic improvements?

Track productivity metrics, minor complaints, absenteeism and staff feedback before and after implementation.

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