If you employ people in the UK, you have a legal duty to protect their health, safety and welfare at work. That duty does not disappear because your team works from home, hot-desks, or uses a laptop at the kitchen table. One area that catches many small employers out is display screen equipment (DSE). Under the Health and Safety (Display Screen Equipment) Regulations 1992, as amended, you must carry out a DSE workstation assessment for anyone who uses a screen habitually as a significant part of their normal work.

This guide explains what the regulations mean in practice, when you need to assess a workstation, and how to keep your employees comfortable, productive and on the right side of the law.

What are the DSE regulations?

The Health and Safety (Display Screen Equipment) Regulations 1992 apply to any worker who uses DSE daily for continuous periods of around an hour or more. The definition covers desktop computers, laptops, tablets and smartphones if they are used for work.

As an employer, your responsibilities include:

• analysing workstations to assess and reduce risks
• ensuring controls are in place to prevent aches, pains and fatigue
• providing information and training on safe use of DSE
• planning work so employees can take regular breaks or changes of activity
• providing eye and eyesight tests on request, and special spectacles if DSE work requires them
• reviewing assessments when the user, workstation or work pattern changes

The HSE’s DSE guidance is the best place to check the latest detail. If you are unsure whether a role counts as DSE work, or you have a large team, you may want to seek advice from a qualified ergonomist or occupational health adviser.

Why do DSE regulations matter?

Poorly set up workstations are a leading cause of work-related musculoskeletal disorders (MSDs). Latest HSE estimates suggest that around 473,000 workers in Great Britain are living with a work-related musculoskeletal disorder, costing businesses around 6.6 million working days each year. Symptoms can include back, neck, shoulder and arm pain, as well as repetitive strain injuries (RSI).

Screen work can also cause visual fatigue, headaches and difficulty concentrating. Over time, persistent discomfort can affect mood and mental health. For a small business, that can translate into lower productivity, higher absence rates and, in the worst cases, compensation claims.

The DSE regulations exist so that employers identify these risks early and take sensible, proportionate steps to reduce them.

Do the rules apply to home and hybrid workers?

Yes. The regulations apply to homeworkers and hybrid workers who are employees and use DSE for their job. The pandemic shifted many office-based roles into kitchens and spare rooms, but your legal responsibilities as an employer did not change.

For home workers, you should:

• assess the workstation set-up, even if it is temporary
• provide suitable equipment where needed, such as an external keyboard, mouse, monitor or laptop stand
• agree how employees can report discomfort or request an eye test
• keep a record of the assessment and any actions taken

The HSE and ACAS both publish practical guidance on managing homeworkers.

What exactly is a workstation assessment?

A workstation assessment looks at the whole of an employee’s immediate working environment, including the equipment, furniture, lighting and space. It also considers the job being done and any individual needs, such as pregnancy, a disability, or a pre-existing health condition.

The aim is to make sure the workstation is set up so that the user can work comfortably without putting unnecessary strain on their body. You do not need to be an expert to carry out a basic assessment; the HSE provides a free workstation checklist that most small employers can use.

When must an employer carry out a workstation assessment?

You should carry out a DSE assessment:

• when a new workstation is set up
• when a new employee or DSE user starts work
• when a workstation, equipment or work process changes
• when a user reports discomfort, pain or visual problems
• periodically as part of your ongoing health and safety checks

If an employee moves between sites or works in a shared workspace, each set-up they use regularly should be assessed.

What training and advice should employers provide?

Training does not have to be lengthy or expensive, but it should be practical. Employees should know how to:

• adjust their chair so their feet are flat on the floor and their back is supported
• position the screen at eye level and about an arm’s length away
• organise desk space so the keyboard, mouse and documents are within easy reach
• adjust lighting and window blinds to avoid screen glare
• take regular breaks and vary tasks throughout the day
• report aches, pains or other problems promptly

Make sure new starters receive this information as part of their induction and that you remind the whole team periodically.

Why bother with workstation assessments?

Workstation assessments are not optional. Failing to comply with the DSE regulations can leave you open to enforcement action, fines and civil claims. Beyond the legal position, there are clear business benefits.

A good workstation set-up can:

• reduce the risk of musculoskeletal pain and long-term injury
• lower absence and presenteeism
• improve concentration and output
• demonstrate that you take employee wellbeing seriously
• create an audit trail if a claim is ever made
• help build a positive, safety-conscious company culture

Minimum workstation requirements

Every DSE workstation should include:

• an adjustable chair that supports the lower back and allows the user to sit with feet flat on the floor
• a screen with a stable image, adjustable brightness and contrast, and characters that are easy to read
• a keyboard and mouse that are separate from the screen, tiltable and positioned so the wrists remain straight
• a work surface large enough for documents, equipment and the user’s forearms
• enough leg room and freedom of movement under the desk
• suitable lighting, without glare or reflections on the screen
• a low-noise environment that allows the user to concentrate
• a comfortable temperature and humidity level
• additional equipment where needed, such as a footrest, wrist rest, document holder or laptop stand

Laptops and tablets used for long periods should be raised to eye level and used with an external keyboard and mouse wherever possible.

Keep it simple and proportionate

For most women-led small businesses, DSE compliance is about common sense and good communication. You do not need to buy the most expensive chairs or hire external consultants for every desk. You do need to assess the risks, act on what you find, train your team, and keep records.

Start with the HSE checklist, talk to your employees about how they are feeling, and make small adjustments before problems become injuries. A well-set-up workstation protects your staff, your reputation and your bottom line.