My employees use display screen equipment on a regular basis, what action do I need to take?

As an employer you should:

• assess all workstations;
• take steps to reduce, as far as possible, any problems identified by your assessment; and
• encourage staff to report any discomfort, aches or pains they may be experiencing.

You should consider the following when setting up your workstations:

Work environment

Make sure you provide a comfortable working environment, and make sure the temperature and humidity are acceptable and reduce any distracting noise.

Training

Let staff know about the hazards associated with equipment positioned incorrectly. Give them training on the precautions that you can take including adjusting the workstation to meet individual needs. Emphasise the need to take frequent breaks from the workstation or to change their position often, especially if using DSE over long periods of the day.

Daily work routines

Plan work to allow for enough breaks away from the screen or changes of activity, such as filing. This is particularly important for staff who use display screen equipment for long periods. Short, frequent breaks are more effective than less frequent, longer breaks. Staff should be able to decide when to have their breaks.

Eye tests

Organise an eye examination and eyesight test regularly for those employees who use display screen equipment a lot. You must only pay for spectacles if employees need special ones for this type of work and they cannot use their normal glasses.

Workstation

The person assessing the workstation you should ask the following questions:

Table

• Is the table large enough for the task, or example, a computer and room for paperwork?
• Is there enough leg room under the table?
• If someone is working with a computer, is the desk surface anti-reflective?

Chair

• Is the chair easy to move?
• Is the height adjustable?
• Is the back adjustable for height and does the back tilt to support the small of the back?
• Do arms on the chair prevent the user sitting close to the table?
• Is a foot rest needed?
• Is there a weight limit shown on the chair?

Screen

• Arrange workstations to avoid any glare or reflections on the screen.
• Position the screen at right angles to windows and between rows of fluorescent lights, using window blinds and desktop lamps to avoid problems with unwanted light.
• The monitor should swivel and tilt, be adjustable for brightness and contrast, clean and large enough to see the characters clearly.
• When sitting tall and looking straight ahead, is the user looking at the top edge of the screen?
• Is the screen at a comfortable reading distance?

Keyboard and mouse

• Is the keyboard separate from the monitor? (Laptops are not designed for extended daily use in the office.)
• Is it possible to tilt the keyboard?
• Is it possible to rest your forearms on the chair or desk while using the keyboard or mouse without over-stretching or bending the wrists?
• Is the keyboard in good condition and the keys easy to read and use?
• Is the mouse suitable for left- or right-handed people to use?

Software

• Is the software user-friendly?
• Is the software suitable for the task, user friendly and adaptable.
• Has the user been given training on how to use it.

Click here for Display Screen Equipment Assessment form which you can use to carry out assessments in your business.

Click to download leaflet Working with VDU's