Managing hybrid and remote teams has transformed the landscape of office ergonomics, especially with UK employers becoming increasingly aware of their legal and moral responsibilities under HSE (Health and Safety Executive) regulations. Conducting a DSE risk assessment for hybrid and remote teams comes with its own set of challenges and opportunities. Here, at Posture People, we’ve been on the frontline, helping organisations craft approaches that are practical, compliant, and genuinely make a difference to staff wellbeing.
Why DSE Risk Assessments Matter for Hybrid and Remote Teams
DSE regulations aren’t just box-ticking exercises. They’re fundamental to protecting your staff from musculoskeletal problems, eye strain, fatigue, and an array of conditions directly linked to poor workstation setup. For hybrid and remote teams, the risk factors are amplified by the diversity of environments: think kitchen tables, spare rooms, and the lure of a comfy but unsupportive sofa.
UK law is clear: employers retain the same duty of care wherever their employees are working. The difference is, it’s much trickier to spot an ergonomic problem when you’re not walking around the office or chatting at the water fountain. This means assessing and addressing DSE risks for homeworkers and hybrid staff needs to be systematic, proactive, and inclusive.
Step-by-Step: How to Conduct a DSE Risk Assessment for Hybrid and Remote Teams
1. Map Out Who Needs Assessing
- Any employee using display screen equipment (laptops, monitors, desktops, etc.) for an hour or more a day counts as a ‘DSE user’.
- Don’t forget hybrid staff – even if they’re only at home a day a week, they need to have assessments at both workstations.
- Record not just names, but work locations, working patterns, and any existing health concerns.
2. Choose Assessment Methods that Work Remotely
- Self-Assessment Tools: Arm staff with structured online self-assessments they can complete wherever they work. Our online DSE self-assessment is purposely designed to be easy, clear, and actionable – guiding users through posture, screen height, seating, lighting, and potential discomforts. Additionally, software such as ErgoPro includes homeworking modules in its DSE assessments, making it popular amongst hybrid businesses.
- Virtual Assessments: For anyone reporting persistent problems (or who simply isn’t sure where to start), a virtual assessment with one of our qualified DSE assessors can really help. We’ll observe their setup live (via video) and offer real-time solutions and recommend suitable adjustments.
- Face-to-Face Assessments: Some issues warrant a visit – for example, if there are disability concerns or highly unusual working environments. Our Face-to-Face assessments help meet your duty of care for the most complex scenarios.
3. Make the Assessment User-Friendly – and Actually Useful
- Explain the purpose of a DSE assessment clearly. It is not just a tool for compliance – assessments are designed to prioritise employee comfort, productivity, and health at their workstation.
- Communication is key: guide staff step-by-step and encourage questions.
- Encourage staff to snap photos of their workspace (as our pre-assessment questionnaire requests), as these illuminate issues that might otherwise go unnoticed.
- Gather information on medical concerns, time off due to discomfort, and their subjective experience. Our forms allow for thorough detail, especially regarding wellbeing, workstation setup, and environmental challenges.
4. Create an Action Log and Respond Swiftly
- Don’t let assessments vanish into a digital black hole. You must have a central log or audit trail that flags any issues needing intervention, such as unsuitable chairs, chronic discomfort, or medical conditions.
- For companies with 25+ staff, as many of our clients are, automated reminders and dashboards such as ErgoPro can ensure nothing is missed and DSE compliance is maintained year-round.
- Take tailored action, from supplying a lumbar support to revising your whole homeworking setup. What matters is putting the recommendations in place.
5. Give Practical Advice and Product Recommendations
- Sometimes the smallest changes make the biggest difference – simple adjustments, such as raising a monitor or using a footrest, can transform comfort levels.
- When equipment is needed, our assessors make sure recommendations are evidence-based and relevant. For example, if someone struggles with pelvic instability, the RH Axia 2.2 ergonomic office chair provides optimal support.
- Staff with higher weight requirements may need specialist seating such as the VELA Tango 300 Chair, which supports up to 200kg.
- To convert a home desk into a sit-stand station, the L-E-VATE-PRO® Standing Desk offers a cost-effective and elegant solution.
6. Document Everything – and Reassess Regularly
- Keep a record of all assessments and interventions. It’s not just about meeting compliance – it helps you spot patterns and build your wellbeing strategy.
- Reassess annually or whenever there’s a significant change. This includes new staff, new workstations, health events such as pregnancy, or a change in remote working policy.
What Makes a Good DSE Risk Assessment Tool?
- Accessibility: Your workers must be able to complete the assessment on any device, anywhere, and at a time that suits them. Our digital tools such as our online self-assessments and ErgoPro are set up with exactly this in mind.
- Clear, Actionable Output: It’s no good if the assessment generates a pile of jargon. It should highlight next steps (for employees and managers), potential risks, and concrete solutions.
- Integration with Support: Whether it’s direct email advice, product recommendations, or escalation to a specialist, ensure support flows seamlessly from the assessment.
- Compliance and Privacy: The tool must be compliant with UK data protection (GDPR) and DSE regulations. This is especially important as assessments may involve handling sensitive health data. We always respect privacy and provide full transparency with our DSE assessments.
Tips Specifically for Facilities Managers and HR Leaders
- Stay proactive: Schedule reminders for self-assessment renewals.
- Educate your staff: Make it easy for them to understand why adjustments (or new products) have been recommended. Involve them in choosing suitable solutions so they have control over their workstation.
- Use your assessment data: Look for trends across departments or locations. If multiple people report discomfort with the same chair model, it could be a sign to change your office specification.
- Keep it human: In our experience, a phone call or personal email after an assessment, even just to discuss issues raised, is immensely valuable – and employees appreciate being cared for.
Avoiding Common Pitfalls
- Never assume one size fits all: Home environments vary wildly, and staff come in all shapes and sizes.
- Avoid the ‘tick box’ mentality: Actual wellbeing improves when you go beyond the paperwork and use the assessment to make meaningful change.
- Resist overwhelming staff: Too much jargon, or too many complex fields, switches people off. Keep language plain and advice relevant (we’re experts in what matters and what doesn’t).
- Be mindful of equipment budgets: It’s tempting to set a flat allowance for home setups, but real needs vary. Personalise employee support where possible.
Our Unique Approach (and How We Can Help)
At Posture People, we pride ourselves on being more than ergonomic product suppliers. We’re your partners in workplace health.
That means:
- Offering a range of DSE assessment options, from online self-assessments to managed systems with ErgoPro, as well as virtual and face-to-face appointments.
- Providing personalised advice based on decades of hands-on experience and a genuine understanding of how people work.
- Recommending products that meet real needs, not sales targets. If a simple wedge cushion is the right solution, we’ll say so. If you need a carefully selected office chair or a height-adjustable desk, we’ll help you find the best fit.
- Delivering outstanding aftercare. Our assessors are always available for questions and adjustments, and our team is just a phone call away to offer free, practical advice whenever you need it.
Useful Resources to Get You Started
- Online DSE Self Assessment Tool
- Pre-Assessment Questionnaire for Hybrid/Remote Workers
- Book a DSE Assessment
- Free home workspace advice and tips
The importance of best practice when it comes to DSE
Hybrid and remote working aren’t going anywhere – and neither is your responsibility to keep your employees safe and healthy. With the right tools, a clear process, and a little human touch, you can transform DSE assessments from a burden into an opportunity for real wellbeing gains and higher productivity.
If you want to discuss your team’s needs or see how our tailored DSE solutions can support your compliance and staff health, our expert team is always here to help.
Contact us today by calling 030 332 0880 or drop us an email at enquiries@postrepeople.co.uk , and let’s make your hybrid and remote teams happier, safer, and more productive.
