{"id":2419,"date":"2022-03-02T04:44:08","date_gmt":"2022-03-02T04:44:08","guid":{"rendered":"https:\/\/uk.legalvision.com.au\/?p=2419"},"modified":"2022-06-16T03:27:16","modified_gmt":"2022-06-16T02:27:16","slug":"employee-workstations","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/employment\/employee-workstations\/","title":{"rendered":"What Are My Responsibilities Regarding Employee Workstations?"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Depending upon the nature of your business, you may have staff who regularly use display screen equipment (<strong>DSE<\/strong>). They must be using this correctly, and as an employer, you are under legal obligations as part of your overall health and safety duties to ensure that this is the case. Where your staff are DSE users and are not using their display screen equipment in a good work environment, this can lead to problems like neck pain, shoulder pain, pain in wrist and hands, poor posture, and eye strain. Where your staff are uncomfortable at work, this could lead to stress and poor morale, which in turn could affect their performance. Therefore, you must understand your responsibilities regarding your employee&#8217;s workstations. This article will explain your responsibilities concerning employee workstations and their use of display screen equipment.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What is Display Screen Equipment?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Display screen equipment (<strong>DSE<\/strong>) is equipment your staff may use for their role whilst at work, including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">PCs;\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">laptops;\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">tablets; and\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">smartphones.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Where your staff use display screen equipment regularly, they are DSE users. Regularly means that they use it daily, for an hour or more for continuous periods. Conversely, where your staff use DSE occasionally or only for a short time, they are not a DSE user.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What Are an Employer&#8217;s Responsibilities Towards DSE Users?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As an employer, you have a legal obligation towards your workers who are DSE users where they are either working:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">from a fixed workstation;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">on a mobile basis;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">from home; or\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">via hot-desking.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Importantly, you must:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Carry out a <a href=\"https:\/\/legalvision.co.uk\/employment\/workplace-safety-assessments\/\">DSE workstation assessment<\/a>. Where your staff are <a href=\"https:\/\/legalvision.co.uk\/employment\/hot-desking\/\">hot-desking<\/a>, you should carry out a basic risk assessment if their desks change regularly.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Reduce the risks associated with using display screen equipment by ensuring your workers take time away from it during their working day.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">When your staff member asks for an eye test, ensure you give them one.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Provide your workers with training for using display screen equipment and information about it.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">There are also minimum requirements associated with workstations that you must ensure. These include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">adequate lighting;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">adjustable and appropriate seating;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">adjustable brightness and contrast in the screen where the image is stable and the characters are defined well;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">a work surface that allows ample space for all the documents and equipment your worker needs;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">a titling keyboard that is separate from the screen;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">if required, further equipment such as a footrest;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">space surrounding workstations so that your worker can move freely; and<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">no noise distraction or noise which could affect concentration.<\/span><\/li>\n<\/ul>\n\n<a href=\"#content-next\"\n   class=\"block p-4 mt-10 text-xl font-bold text-center text-white no-underline bg-gray-800 rounded-t-xl\">\n    Continue reading this article below the form\n    <i class=\"text-xl fa-regular fa-arrow-down\"><\/i>\n<\/a>\n<div class=\"px-6 pt-10 pb-12 mb-10 text-center bg-gray-100 rounded-b-xl sm:px-12 test\">\n    <div class=\"mb-8 text-2xl font-bold text-orange\">\n        Need legal advice?\n        <br>\n        <span class=\"text-lg not-prose\">\n                            Call <a href=\"tel:+448081968584\" class=\"not-prose\">0808 196 8584<\/a> for urgent assistance.\n                <br>\n                Otherwise, complete this form, and we will contact you within one business day.\n                    <\/span>\n    <\/div>\n\n    \n\n<div 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The workstation concerns equipment, furniture, environment, and other related working conditions. You should carry out a workstation assessment when:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">you set up a new workstation;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">someone new starts DSE work;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">you make a change to an existing workstation, or it is due to be used differently; and<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">a member of staff who is a DSE user tells you they are experiencing pain or feeling uncomfortable when using display station equipment.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">When carrying out a workstation assessment, you should look at the following:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">all the elements of the workstation;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">what job your DSE user is performing; and\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">whether the DSE user has any specific requirements, such as a disability.<\/span><\/li>\n<\/ul>\n<div class=\"box box--icon box--info\">\n<p><span style=\"font-weight: 400;\">Where you find risks associated with the DSE user\u2019s workstation, you must carry out actions to reduce these.<\/span><\/p>\n<\/div>\n<p><span style=\"font-weight: 400;\">Additionally, you can use DSE assessment software to help you carry out the assessment, but a DSE user must not do this alone. Instead, a trained assessor should study the results and rectify any problems.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Further, you must still carry out a workstation assessment where your staff work from home but still qualify as DSE users. If you give them the correct training, they can do this themselves. Finally, you might have some hybrid workers, meaning some staff balance home-working and work in the usual workplace. In that case, you should conduct a workplace assessment for both places.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Reducing Display Station Equipment Risks With Breaks<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You must ensure by law that you provide your DSE users with time away from their display screen equipment. It is your responsibility to plan these breaks. This can be in a break or a different type of activity, but you should ensure that the DSE user moves away from their workstation to stretch and change their position.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There is no legal requirement regarding the time taken from display screen equipment. However, regular short periods away from it are more beneficial than longer, less frequent ones. Indeed, it is good practice to let your DSE user choose when they need to take time away from their display station equipment.<\/span><\/p>\n<div class=\"box box--icon box--info\">\n<p><span style=\"font-weight: 400;\">If your DSE user has no other tasks or activities required in their job role apart from using the display screen equipment, you should ensure they have a rest break.\u00a0<\/span><\/p>\n<\/div>\n<h2><span style=\"font-weight: 400;\">Providing Eye Tests<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If any of your DSE staff ask you for an eye test, you are legally obliged to provide them with one and pay for this. An optometrist or doctor must carry out a full eye test.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Should the eye test reveal that they need glasses for the screen, you must pay for them. If, however, it reveals an ordinary eye prescription, you do not have obligations to pay for their glasses.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are ways that you can encourage your staff to help their eyes when using display screen equipment, such as by ensuring:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">their screen is at a comfortable angle and adjusted correctly;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">the lighting is correct; and\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">that they take regular time away from their display screen equipment.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Providing Training and Information for Using Display Screen Equipment<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You are also under a legal obligation to provide your DSE users with <a href=\"https:\/\/legalvision.co.uk\/employment\/ensure-workplace-is-safe\/\">health and safety training<\/a> and information regarding their display screen equipment use. This should include requirements such as eye tests.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When providing training, it should inform the DSE user on what risks to look out for associated with the display screen equipment use, such as:<\/span><span style=\"font-weight: 400;\"><br \/><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">posture;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">adjusting equipment;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">how to arrange desk space;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">risk assessments;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">changing lighting and screens to ensure that there is no glare or reflection;<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">the requirement to take time away from the display screen equipment; and<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">procedures for reporting problems.<\/span><\/li>\n<\/ul>\n<div class=\"box box--icon box--info\">\n<p><span style=\"font-weight: 400;\">Ultimately, the training should give tips on how to work safely in these areas.<\/span><\/p>\n<\/div>\n<h2><span style=\"font-weight: 400;\">Key Takeaways<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As an employer, you are under a legal duty to ensure the health, safety, and wellbeing of your workers. This includes ensuring their workstations are safe, including their display screen equipment. Also, you must provide them with time away from their workstations and an eye test where your staff require this. This could result in an obligation to provide them with glasses.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you need help understanding your responsibilities concerning your employees\u2019 workstations, our <\/span><a href=\"https:\/\/legalvision.co.uk\/employment-lawyers-lp\/\"><span style=\"font-weight: 400;\">experienced employment lawyers<\/span><\/a><span style=\"font-weight: 400;\"> can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents. Call us today on <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our <\/span><a href=\"https:\/\/legalvision.co.uk\/membership\"><span style=\"font-weight: 400;\">membership page<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Frequently Asked Questions<\/span><\/h2>\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1646195351336\"><strong class=\"schema-faq-question\"><strong>What is display screen equipment?<\/strong><\/strong> <p class=\"schema-faq-answer\">Display screen equipment is the equipment your workers use when carrying out their roles, such as PCs, laptops, tablets, and smartphones.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1646195364551\"><strong class=\"schema-faq-question\"><strong>What is a DSE user?<\/strong><\/strong> <p class=\"schema-faq-answer\">A DSE user is a Display Screen User. This is a member of your workforce who uses display screen equipment regularly, which means for more than an hour for continuous periods.<\/p> <\/div> <\/div>\n<div class=\"not-prose m-feedback-prompt\">\n    <!-- Thumbs up\/down bar -->\n    <div class=\"m-feedback-prompt__main\">\n        <div class=\"m-feedback-prompt__title\">Was this article helpful?<\/div>\n        <div>\n            <!--span class=\"m-feedback-prompt__button--text\">Thanks!<\/span-->\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--yes\"\n                    data-analytics-link=\"feedback-prompt:yes\" aria-label=\"Agree\">\n                <i class=\"fa-regular fa-thumbs-up fa-3x\"><\/i>\n            <\/button>\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--no\"\n                    data-analytics-link=\"feedback-prompt:no\" aria-label=\"Disagree\">\n                <i class=\"fa-regular fa-thumbs-down fa-3x\"><\/i>\n            <\/button>\n        <\/div>\n    <\/div>\n\n    <!-- Feedback form -->\n    <div class=\"m-feedback-prompt__form\">\n        <div class=\"m-feedback-prompt__form--thanks \">\n            <div>Thanks!<\/div>\n            <p>\n                We appreciate your feedback \u2013 your submission has been successfully received.            <\/p>\n        <\/div>\n        <form id=\"contact-form\" class=\"m-feedback-prompt__form--form\" action=\"\" method=\"post\">\n            <input type=\"hidden\" id=\"authenticity_token\" name=\"authenticity_token\" value=\"9eb4f72322\" \/><input type=\"hidden\" name=\"_wp_http_referer\" value=\"\/api\/wp\/v2\/posts\/2419\" \/>            <input value=\"https:\/\/legalvision.co.uk\/employment\/employee-workstations\/\" type=\"hidden\" name=\"currenturl\"\n                   id=\"currenturl\">\n            <input value=\"What Are My Responsibilities Regarding Employee Workstations?\" type=\"hidden\" name=\"currenttitle\"\n                   id=\"currenttitle\">\n            <label>\n                <!-- display on thumbs-up -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--yes\">\n                    Can you tell us <span class=\"font-semibold\">why<\/span> you found it helpful?\n                <\/span>\n\n                <!-- display on thumbs-down -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--no text-lg\">\n                    How can we better improve this article?\n                <\/span>\n                <textarea name=\"feedbackmessage\" id=\"feedbackmessage\" required><\/textarea>\n            <\/label>\n\n            <div class=\"m-feedback-prompt__form--error\" id=\"form-submit-error\"><\/div>\n            <button id=\"submit-contact-form-button\" type=\"submit\" name=\"commit\" class=\"m-feedback-prompt__form--submit\"\n                    data-analytics-link=\"feedback-prompt:submit\">\n                Submit            <\/button>\n        <\/form>\n    <\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Depending upon the nature of your business, you may have staff who regularly use display screen equipment (DSE). They must be using this correctly, and as an employer, you are under legal obligations as part of your overall health and safety duties to ensure that this is the case. Where your staff are DSE users<a href=\"https:\/\/legalvision.co.uk\/employment\/employee-workstations\/\">Continue reading <span class=\"sr-only\">&#8220;What Are My Responsibilities Regarding Employee Workstations?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13326,"featured_media":618,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"2235,1402,2388,1306,1419,2039","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[35],"tags":[20,21,525,567,613,614],"class_list":["post-2419","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-employment","tag-small-business","tag-medium-business","tag-employer-obligations","tag-work-health-and-safety","tag-workstations","tag-display-screen-equipment"],"acf":[],"yoast_head":"<!-- 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