As a Facilities Manager, you’re the go-to person for office safety, comfort and equipment, and increasingly display screen equipment (DSE) compliance is falling under your remit as well. Ensuring employees are working safely with their display screen equipment is a legal requirement, and when done well, can also boost productivity, wellbeing and reduce sickness absence.
In this blog post, we’ll break down exactly what you need to know about DSE compliance and how to stay on top of it.
What is DSE, and who needs to be assessed?
Display Screen Equipment (DSE) includes devices such as computers, laptops, tablets, and smartphones. If an employee uses DSE for an hour or more each day, they qualify as a DSE user and require a DSE assessment. This applies not only to office-based staff, but also to hybrid and remote workers, hot-desk users, and temporary or agency workers if they regularly use display screen equipment.
It’s important to remember that DSE regulations apply to all types of work environments, not just traditional offices. So if you have anyone working at home (even if it’s only part of the week) this will apply to them as well.
What are the legal requirements?
Under the Health and Safety (Display Screen Equipment) Regulations 2002, employers have a legal duty to:
- Carry out DSE workstation assessments for all users
- Ensure that workstations meet minimum standards
- Provide suitable equipment and adjustments if issues are identified
- Give employees training and information surrounding display screen equipment
- Review assessments yearly, as well as when workstations change or if employees report discomfort
- Provide eye tests upon request and fund corrective eyewear if required for DSE use
Failing to meet these requirements could lead to poor employee wellbeing, but also legal and financial consequences if issues are not properly addressed.
Common mistakes surrounding DSE to avoid
Assuming office-wide solutions are enough: Providing ergonomic chairs or adjustable desks is a good start, but not a complete solution. Because each employee has unique needs, assessors must carry out individual assessments to adjust workstations for comfort and safety. A one-size-fits-all approach won’t work.
Ignoring remote workers: DSE compliance applies equally to hybrid and home-based employees, regardless of how often they work remotely. Assessors must carry out DSE assessments for hybrid workers at both their office and home workstations. Employers have a duty of care to ensure that all workspaces used for regular DSE work are safe and ergonomically suitable, whether provided by the organisation or set up at home.
Treating DSE as a one-time task: DSE assessments are not a one-off exercise. While an initial assessment is important, regular reviews are essential to ensure ongoing compliance and employee wellbeing. As a rule, employers should revisit assessments annually, but they may need to review them more frequently if significant changes occur. This includes situations such as an employee moving workstation, starting a new role with different equipment, reporting discomfort or health issues, or specific circumstances such as pregnancy. Ongoing monitoring helps identify emerging risks early and ensures workstations continue to meet the individual’s needs over time.
Overlooking training: Providing employees with ergonomic equipment is only part of the solution. Without proper training, many won’t know how to set up their workstation correctly or maintain good posture throughout the day. Basic DSE training should cover how to adjust chairs, monitor heights, keyboards, and other equipment to suit individual needs. It should also include guidance on posture, taking regular breaks, and recognising early signs of discomfort.
Failing to document assessments: Employers should keep a clear audit trail of all completed assessments, including any identified issues and the actions taken to address them. These records serve as evidence of compliance with DSE regulations. In the event of audits, inspections, or if an employee raises a complaint, these documents can be critical.
A step-by-step plan for DSE guidance
If you’re wondering where to start, here’s a simple step-by-step process to help you stay on top of DSE compliance:
Provide Training: Ensure staff understand how to set up their workstations correctly, and to maintain good posture whilst using DSE
Schedule Assessments: Arrange initial DSE assessments for all identified users
Implement Recommendations: Make adjustments based on assessment findings, which would be highlighted in the DSE assessment report. This could include ergonomic chairs, height adjustable desks, monitor arms, or footrests and other ergonomic accessories
Keep Records: Maintain up-to-date documentation of all assessments and any actions taken
Review Regularly: Repeat assessments yearly or when circumstances change (e.g. new office equipment, pregnancy, workstation relocations, reported discomfort)
Tools that can help to manage DSE compliance
Staying compliant doesn’t have to be time-consuming. There are a range of tools and services that can make managing DSE assessments much easier, such as ErgoPro.
ErgoPro is an online DSE management platform that can help to simplify the entire assessment process. The system allows employees to complete their own DSE assessments digitally, and it provides guidance to help employees set up their workstation correctly. ErgoPro automatically flags any issues raised during the digital self-assessment for follow-up. Using ErgoPro means you have an audit trail for compliance and can also track and monitor any outstanding actions – such as if an in-depth assessment with a qualified DSE assessor is required.
Maintaining complaince going forward
It is essential to be compliant with DSE regulations, not just for legal reasons but to also support employee wellbeing and productivity. By taking a proactive approach, you can ensure your workplace stays compliant, safe and comfortable for all DSE users.
For more information, why not look at these blogposts:
- Everything you need to know about DSE
- What is Ergopro
- How do I do a risk assessment for a pregnant employee
For more advice about DSE assessments in general, why not call us on 0330 332 0880, or alternatively email us at enquiries@posturepeople.co.uk
