When we hear talk about workplace health and safety, what usually comes to mind are the more obvious risks and hazards, such as working at height or handling heavy machinery. Even your average white-collar worker stationed at a desk has to be concerned about their physical wellbeing on the job.
Such is the case when using DSE, as evidenced by the 0.5 million workers who suffer from work-related musculoskeletal disorders.
In this article we’ll take a look at the regulations surrounding display equipment and how to use and set up DSE safely in the workplace. But first, let’s look at why all this matters.
The Importance of Proper DSE Practice
Display screen equipment (DSE) are devices that have an alphanumeric or graphical display screen, such as desktop computers, laptops, and tablets. Everyday office workers know how to use them, but it’s easy to overlook how the physical act of operating these tools can lead to a host of health issues.
DSE users can experience body aches in the upper limbs, neck, shoulder, and back after hours of work. Temporary discomfort can lead to debilitating chronic injuries if improper DSE practice continues for weeks, months, and years.
Eye strain can develop from staring at computer screens for long periods of time. While this does not result in permanent loss of sight, it can still end up causing other problems such as migraines or temporary blurred vision.
There is also the issue of stress that builds up from big workloads, tight deadlines, and unfamiliar software while being in uncomfortable workstations.
All the physical and mental pain that poor DSE practice can bring also causes productivity losses. Employees are more likely to perform worse when they are working through discomfort. They will be taking more days off to recuperate or get medical appointments. Some might even develop functional disabilities that can hinder their effectiveness at work.
On top of the health and productivity losses, employers also have to face legal consequences if they fail to follow the Health and Safety (Display Screen Equipment) Regulations 1992.
DSE Regulations and Requirements
The law on DSE usage only applies to employers that have their workers regularly use DSE as an important part of their job. If the workers are using DSE for hours every day, their employers are expected to comply with regulations.
The law does not apply to employers whose workers only use DSE infrequently or for short periods. For employers that must comply, they are required to:
- Conduct a DSE assessment of employee workstations and reduce risk
- Ensure workstation specifications are met
- Include breaks or changes of activity within work activities
- Provide information and training
- Provide eye and eyesight tests on request, as well as corrective eyewear if necessary
- Reassess workstations when the user or DSE changes
Legal compliance can be more easily accomplished with the help of a workstation checklist, with the following items that should be considered when reviewing employee workstations:
Keyboard — As one of the primary input devices for workstations, the keyboard has to be easy to use. It has to be separate from the screen unless it’s part of a mobile device that is necessary to perform a task. The characters on its keys should be clear and readable. It has to be in a space where it’s possible for the user to have a comfortable keying position.
Mouse — Often paired with a keyboard, the mouse also has to be positioned in a way that’s comfortable for the user. Are the wrist and forearm supported? Does it move smoothly and at an adequate speed? You also have to consider if a touchpad or a stylus would be better suited for the day to day tasks at hand.
Display screen — Workers will be looking at the screen for hours, so it should be clean and clear without glare. Text has to be legible. The image quality must be stable without stutters or flickers. Users should also be able to adjust brightness, contrast, and position.
Software — The goal of software is to facilitate the completion of tasks. It should be intuitive, responsive, and user-friendly.
Furniture — Office workers spend most of their time on their desks and chairs. Ergonomic design is therefore a must for these pieces of furniture. Adjustable furniture is ideal to suit the varying needs of your employees.
Environment — The physical surroundings of the workstation also factors into proper DSE usage. There should be enough space, appropriate lighting, and comfortable levels of heat, humidity, and noise.
How to Use DSE Safely at Work
To minimise the health and safety risks of DSE at your workplace, here are best practices you can implement that would also help you meet compliance.
Positioning
- The ideal position when sitting at a workstation should allow the worker to have their forearms horizontal and their eyeline level with the top of the screen, so their backs and necks are straight.
- There should be enough legroom under the desk, with foot support available if needed.
- Account for all the documents and equipment necessary to accomplish tasks when spacing out desks.
- The edges of the chairs should not be adding extra pressure onto the underside of the thighs and the backs of the knees.
Keyboard Usage
- There should be a space in front of the keyboard where the worker can rest their hands and wrists when they’re not typing.
- The keyboard should be level so that the worker’s wrists are straight when typing.
- Train your employees to keep a light touch and avoid overstretching their fingers when typing.
Mouse Usage
- The mouse should be close and level with the keyboard so that workers don’t have to stretch or bend their wrists when using it.
- Workers should sit up close to their desks to avoid having to stretch their arm to use the mouse.
- The forearm shouldn’t be dangling off the edge when using the mouse, as this applies extra pressure onto the wrist. Instead, it should be on the desk to provide support to the mouse arm.
- Employees need to avoid clicking hard on their mouse.
Screen Usage
- Screens should not have glare or reflections. Position them away from direct light sources or windows. Blinds or curtains can help prevent intrusive light.
- Brightness and contrast settings should be adjusted to match the room’s lighting conditions.
- Text should be legible in size, font, and colour when seated in a comfortable working position.
- Clean screens and service DSE devices if their screens are blurry or flickering.
Breaks
- Plan breaks or changes of activity in between work sessions. These give workers time to stretch and look away from their screens.
- While there is no set time provided in official guidance, the HSE recommends having breaks before workers get tired and not when they are already tired.
- In line with having breaks before workers get tired, it’s better to have short, frequent breaks than long breaks spread out too much.
Assess Your DSE
Don’t underestimate the serious, long-term effects of using DSE improperly at work. What may seem like minor inconveniences build up to greater absenteeism, more costly medical expenses, and lower productivity. Conduct a thorough DSE assessment with the help of The Health & Safety Dept.
What is a DSE & Workstation Risk Assessment?
In 2021/22, 477,000 UK workers suffered from work-related musculoskeletal disorders. One of the main factors cited as a cause for such disorders is keyboard or repetitive work. This should come as no surprise, given the prevalence of jobs that rely on display screen...
