If your employees use computers, laptops, tablets or smartphones as a significant part of their normal work, the Health and Safety (Display Screen Equipment) Regulations 1992 apply. Poorly set up workstations cause back, neck and upper limb problems, eye strain and fatigue, all of which are easy to prevent.
Who is a DSE user?
A user is someone who uses display screen equipment daily, for continuous periods of an hour or more. Office staff almost always count. The rules apply wherever they work, including at home, whether the equipment is provided by you or not.
What employers must do
- Carry out a DSE workstation assessment for each user and reduce the risks found.
- Make sure workstations meet minimum requirements: an adjustable chair, a suitable desk, a screen that tilts and swivels, adequate lighting with no glare.
- Plan work so users can take breaks or change activity.
- Provide an eye and eyesight test on request, and pay for basic glasses if they are needed specifically for DSE work.
- Provide health and safety training and information.
- Review the assessment when the user, the equipment or the workstation changes significantly.
Running a workstation self-assessment
Most businesses ask users to complete a self-assessment checklist, then a trained assessor follows up anything flagged. Typical questions cover chair height and back support, feet flat on the floor or on a footrest, screen at arm's length with the top at eye level, keyboard and mouse close, wrists straight, no glare on the screen, enough space, and any discomfort.
Any "no" answer or reported discomfort needs follow-up: an adjustment, equipment such as a laptop stand and separate keyboard, or a referral if symptoms persist.
Home and hybrid working
For people who work at home long-term or regularly, the DSE requirements apply. A self-assessment of the home workstation is the practical approach, along with providing equipment where needed. HSE says there is no increased risk for occasional home working, but it is still good practice to give guidance.
Laptops
Laptops used for long periods should be raised to eye level on a stand, with a separate keyboard and mouse. Most laptop-related discomfort comes from looking down at the screen for hours.
Frequently asked questions
How often should a DSE assessment be done?
When someone starts, when their workstation or equipment changes significantly, when they move to home working, and when they report discomfort. Many businesses also repeat it every year or two.
Do I have to pay for an employee's glasses?
Only if the eye test shows they need glasses specifically for DSE work, and then only for a basic pair. Normal prescription glasses are not your responsibility.
How long should screen breaks be?
The regulations do not set a time. HSE suggests short, frequent breaks or changes of activity are better than occasional long ones, for example 5 to 10 minutes every hour.
This guide is general information for UK businesses, not legal advice. Check the current regulations and HSE guidance at hse.gov.uk, and take professional advice for your situation.