Ergonomic support for pregnant workers: What every employer needs to know

The federal Occupational Safety and Health Administration (OSHA) cites employers under the General Duty Clause for failure to reduce employees’ exposure to musculoskeletal disorder (MSD) risk factors. As a result, companies should develop and implement an ergonomics plan under which the job is adjusted to fit the worker to avoid injuries to the back, neck, hands, and joints.

But how are pregnant workers protected from MSDs under federal law? What additional factors should be considered when developing an ergonomics plan for individuals who are pregnant?

Know your legal obligations under the PWFA and ADA

Under the Pregnancy Workers Fairness Act (PWFA), employers must “make reasonable accommodations to a qualified employee’s or applicant’s known limitations related to, affected by, or arising out of pregnancy, childbirth, or related medical conditions, absent undue hardship on the operation of the business of the covered entity” (Equal Employment Opportunity Commission (EEOC)). The EEOC issued the PWFA rule on April 15, 2024; it took effect on June 18, 2024.

If they have a pregnancy-related medical condition, such as gestational diabetes or sciatica, the employees may be eligible for additional accommodations under the Americans with Disabilities Act (ADA).

While most OSHA and National Institute for Occupational Safety and Health (NIOSH) standards related to pregnancy and reproductive health focus on reducing exposure to hazardous materials, reducing exposure to MSD risk factors should also be considered to promote a safety culture.

Additional risk factors for pregnant workers

According to NIOSH, there are three main risk factors when considering physical job demands and reproductive health, specifically pregnancy:

1. Personal protective equipment (PPE) may fit or function differently as the pregnant body changes.
2. Musculoskeletal injuries are more likely during pregnancy because of a shift in body size, weight, and center of mass, as well as changes in ligaments and joints.
3. The risk of miscarriage and other adverse birth outcomes increases with high physical demands.

Three types of ergonomic controls that help pregnant workers

With these risk factors in mind, employers might consider developing a specific ergonomics plan for pregnant workers. Like general industrial ergonomics, an ergonomics plan for pregnant workers should include engineering controls, administrative controls, and PPE.

Engineering controls to reduce the risk of MSDs

Some examples of engineering controls to reduce the risk of MSDs during pregnancy include:

• Offering ergonomic office furniture;
• Changing workstation layout (e.g., using height-adjustable workbenches or positioning tools and materials within short reaching distances);
• Temporarily relieving the employee of heavy-lifting duties, even with mechanical assist devices (see NIOSH’s Lifting guidelines during pregnancy); and
• Providing a closer parking space.

Administrative controls to reduce the risk of MSDs

The following are administrative controls that may help reduce MSDs for pregnant workers:

• Offering frequent breaks to rest, eat, drink water, or use the restroom;
• Allowing the employees to sit or stand as needed;
• Temporarily changing the shift time or location;
• Eliminating marginal job functions, especially those that require bending, stooping, standing for more than 3 hours, or lifting; and
• Granting permission to work from home, if applicable.

Proper PPE for pregnant workers

Finally, PPE for pregnant workers should be altered or modified to account for body changes and the increased health risks associated with exposure to hazardous materials, as well as contact stress, forceful or sustained exertion, repetitive motion, extreme temperatures, and awkward postures. Taking the time to properly assess and adjust PPE needs helps ensure that pregnant employees remain safe, comfortable, and fully supported throughout their workday.

Why this matters for safety, morale, and compliance

While additional accommodations may be necessary for an employee who is pregnant, companies willing to make a few changes to their existing ergonomics plan can not only avoid citations and workers’ compensation claims but also increase their employees’ productivity and morale. Making these changes helps them feel safe, valued, and supported at every stage. When we lead with care, employees stay engaged, and the workplace becomes stronger for everyone.