Safe Working with Screens: What Employers Need to Know

With the increasing use of display screen equipment (DSE) in workplaces, ensuring employee well-being is more important than ever. The Health and Safety Executive (HSE) has issued guidelines reminding employers of their legal responsibilities to protect workers from potential health risks associated with prolonged screen use. Failure to comply with these regulations can lead to health issues for employees and potential legal consequences for businesses.

 

Understanding Display Screen Equipment (DSE) Regulations

The Health and Safety (Display Screen Equipment) Regulations apply to workers who use DSE daily for continuous periods of an hour or more. These regulations require employers to take proactive measures to safeguard employees from health issues such as eye strain, musculoskeletal disorders, and fatigue. Given the modern reliance on digital devices, it is crucial for businesses to implement these measures effectively.

Employer Responsibilities

Employers must:

• Conduct a DSE workstation assessment to identify and reduce risks.
• Ensure workers take regular breaks from screen use to avoid prolonged strain.
• Provide ergonomic equipment where necessary, such as adjustable chairs, monitor stands, and keyboard supports.
• Offer eye tests upon request and cover the cost of glasses if required for DSE use.
• Educate employees by providing training and information on safe screen usage.
• Encourage a healthy work environment that prioritizes movement and posture correction.

By adhering to these responsibilities, businesses can reduce the risk of work-related injuries, minimize absenteeism, and promote a healthier workforce.

Who Do the Regulations Apply To?

These regulations extend beyond office-based workers. They also apply to:

• Mobile workers who use laptops or tablets frequently.
• Home workers who may not have a properly assessed workstation setup.
• Hot deskers who use shared workspaces and may need adaptable equipment.

Home workers, in particular, can be overlooked as employers don’t regularly see their work environment. Ensuring that remote employees have a safe and comfortable workspace is crucial to maintaining productivity and well-being. Employers should provide guidance and resources to help remote workers set up an ergonomic home office.

The Importance of Workstation Assessments

A proper workstation setup plays a vital role in preventing common DSE-related issues. Employers should check for:

• Screen positioning – ensuring it’s at eye level to prevent neck strain and headaches.
• Keyboard and mouse placement – to reduce wrist and shoulder tension that can lead to repetitive strain injuries.
• Seating posture – providing adjustable chairs with lumbar support to encourage proper spinal alignment.
• Lighting and glare – avoiding reflections that can cause eye discomfort and lead to headaches or visual fatigue.
• Break schedules – encouraging employees to take short breaks every 30 to 60 minutes to stand, stretch, or rest their eyes.

A well-designed workspace can significantly improve an employee’s comfort and productivity while reducing the likelihood of developing chronic conditions due to poor posture or excessive screen exposure.

Why Compliance Matters

Ignoring DSE regulations can have several negative consequences, including:

• Increased absenteeism – Employees experiencing discomfort or strain may need more sick leave.
• Reduced productivity – Poor ergonomics can lead to decreased efficiency and work output.
• Legal implications – Non-compliance with DSE regulations can result in fines or legal claims from employees.
• Lower employee morale – A lack of attention to workplace safety can affect overall job satisfaction and engagement.

By implementing proper workstation assessments and employee training, employers can create a healthier work environment and reduce the risk of work-related injuries. Ensuring compliance not only protects employees but also enhances business operations by fostering a more engaged and efficient workforce.

Steps Employers Can Take to Improve DSE Safety

1. Conduct Regular Assessments – Schedule routine workstation evaluations for all employees, including remote workers.
2. Encourage Movement – Promote active working habits, such as standing desks or movement breaks.
3. Invest in Ergonomic Equipment – Provide employees with chairs, monitor stands, and keyboards that support proper posture.
4. Provide Training – Offer educational resources on safe screen use and workplace ergonomics.
5. Monitor Employee Well-Being – Encourage employees to report any discomfort or issues related to their workstation.

 

As screen time in the workplace continues to rise, prioritising employee health and safety is essential. Employers must take a proactive approach by assessing workstations, providing the necessary support, and ensuring all workers—whether in the office or remote—have access to a safe and ergonomic setup. Implementing these measures not only improves employee well-being but also boosts productivity and job satisfaction.

For further guidance, the HSE provides a checklist to help employers carry out comprehensive DSE assessments. Taking these steps now will benefit both businesses and employees in the long run. A healthy and comfortable workforce is key to a thriving and successful business.