At first glance, sitting at a desk might seem like one of the safest working environments. However, poorly set-up workstations cause very real problems.
Back pain, neck strain and eye fatigue are just some of the issues linked to bad workstation layouts.
Health and safety managers have a legal duty to tackle these risks. Ignoring them leads to more sick days, reduced morale and potentially even enforcement action.
The law expects employers to protect workers who use computers, laptops and similar devices regularly. This is where conducting a proper Display Screen Equipment (DSE) risk assessment becomes essential.
This article explains what a DSE risk assessment involves, why it matters and how health and safety managers can carry out effective assessments without overcomplicating the process.
What is a DSE Risk Assessment and Why Does it Matter?
A DSE risk assessment examines how workers interact with their screens, desks, chairs and other workstation equipment. It assesses whether their setup is safe, comfortable and suitable for their tasks.
Display Screen Equipment covers a wide range of devices, including desktop computers, laptops, tablets and smartphones used for work purposes.
If an employee spends significant portions of their day using such devices, the employer must check their setup and take action if necessary.
When done properly, DSE assessments help prevent common workplace injuries such as repetitive strain injuries (RSIs), musculoskeletal disorders and eye strain. Early identification of risks leads to early interventions, keeping employees healthier and more productive.
Conducting DSE assessments also ensures compliance with the Health and Safety (Display Screen Equipment) Regulations 1992. These regulations require employers to assess workstations and act on any risks identified.
A quick checklist alone is not enough. Health and safety managers need a solid understanding of what to look for and how to make practical improvements.
Completing a DSE assessor course is a smart investment. It equips managers with the skills to carry out thorough assessments, understand legal obligations and recommend effective adjustments.
In short, proper DSE assessments protect both employees and the business.
Key Legal Requirements for DSE Assessments
The legal requirements for DSE assessments are clear.
If a worker uses a screen for prolonged periods as part of their daily role, they are classified as a DSE user.
Employers must:
- Conduct DSE risk assessments for these users
- Offer regular breaks or changes of activity
- Provide adjustable chairs and desks where needed
- Pay for eye tests if requested by a worker
It is not enough simply to identify risks — action must be taken to address them.
Failure to comply can result in enforcement notices, fines and increased liability for workplace injuries.
Moreover, maintaining accurate records of assessments and actions taken is vital. Good documentation can protect the business if issues arise in future.
Health and safety managers must treat DSE assessments seriously. They are a crucial part of maintaining a safe, compliant workplace.
Step-by-Step Guide to Conducting a DSE Risk Assessment
Conducting a proper DSE risk assessment involves a straightforward, step-by-step approach:
- Identify DSE users: Focus on employees who spend significant time at a screen, not those who only use devices occasionally.
- Review each workstation: Assess chair height, screen position, keyboard and mouse setup, and the general arrangement of the workspace.
- Speak with the employee: Ask questions about their comfort. Do they experience any pain, eye strain, headaches or fatigue?
- Identify risks: Look for poorly adjusted chairs, incorrectly positioned screens, lack of footrests and awkward postures.
- Record findings: Document what was assessed, any risks identified and the actions agreed.
- Implement changes and follow up: Make necessary adjustments. Check back later to confirm whether improvements have resolved any problems.
Effective DSE assessments focus on making meaningful changes, not simply completing paperwork.
Common Problems Found in DSE Assessments
Several issues consistently arise during DSE assessments:
- Inadequate chair support: Many employees use chairs that do not offer sufficient back support.
- Poor screen positioning: Screens set too low, too high or too far away force awkward postures.
- Cluttered desks: A disorganised workspace can cause staff to adopt unhealthy sitting positions.
- Lighting issues: Glare from windows or overhead lighting can contribute to rapid eye fatigue.
- Lack of breaks: Employees often remain at their screens for long periods without taking necessary short breaks.
Spotting these issues early allows for quick, inexpensive fixes that can prevent more serious health problems from developing.
Simple adjustments, such as raising a monitor, providing a footrest or repositioning equipment, often make a big difference.
Why Training Workers is Part of the Process
Providing the right equipment is important, but it is not sufficient by itself.
Employees must be trained to set up their workstations properly and to recognise when something is wrong.
Training sessions should be clear and practical. Show staff how to:
- Adjust their chair correctly
- Raise their screen to eye level
- Position the keyboard and mouse comfortably
- Take effective screen breaks
- Maintain good posture throughout the day
Providing DSE training encourages staff to take ownership of their workstation setup. It transforms passive users into active participants in their own health and safety.
Educated workers are more likely to adjust their posture, recognise early signs of discomfort and seek help before small problems develop into serious injuries.
Investing in training saves time, reduces absenteeism and promotes a healthier, more engaged workforce.
How Often Should DSE Assessments Be Reviewed?
A DSE risk assessment is not a one-off task.
Workplace environments change, and so do individual needs. Regular reviews ensure that risks are kept under control.
DSE assessments should be reviewed:
- When a new employee joins
- When an employee moves to a new workstation
- When equipment changes
- When an employee reports discomfort
- At least annually, even if no major changes occur
Remote working arrangements have made regular reviews even more important. Many home setups are less ergonomic than office workstations, leading to an increased risk of musculoskeletal injuries.
Quick check-ins and virtual assessments can help ensure that home-based workers also have a safe and healthy setup.
Regular reviews show a commitment to staff wellbeing and help prevent costly injury claims.
Best Practices for Effective DSE Management
Adopting a few best practices can make a big difference:
- Provide adjustable furniture: Chairs, desks and monitor stands should be adaptable to individual needs.
- Encourage regular breaks: Short, frequent breaks reduce strain far better than one long break.
- Promote tidy workspaces: A clutter-free desk encourages better posture.
- Support easy access to eye tests: Good vision is essential for comfortable screen use.
- Listen and respond quickly: If a worker reports discomfort, address the issue promptly.
- Maintain clear records: Document assessments, adjustments and training provided.
Good DSE management is about consistency. Small actions, repeated regularly, build a culture of care and responsibility.
Final Takeaway
Proper DSE risk assessments are not about ticking boxes; they are about protecting real people doing real work.
A few minutes spent adjusting a chair or repositioning a screen can prevent hours of pain, lost productivity and long-term health issues.
Health and safety managers play a vital role. By identifying risks early and taking prompt action, they create safer, healthier workplaces where people can do their best work.
Small changes today lead to significant benefits tomorrow. Prioritising DSE management helps organisations meet their legal duties, protect their teams and build a stronger, more resilient workforce.
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