Understanding DSE Regulations in the Office: What Employers Need to Know

In today’s work environment, the use of display screen equipment (DSE) such as desktop computers, laptops, tablets, and smartphones is more widespread than ever. For many office-based employees, hours spent in front of screens are simply part of the job. To address the potential health risks posed by prolonged screen use, the UK government introduced the Health and Safety (Display Screen Equipment) Regulations 1992. These regulations form part of broader workplace health and safety legislation, aiming to ensure safe and supportive working environments for all DSE users.

This article provides a comprehensive overview of the DSE Regulations, the responsibilities employers must fulfil, and practical ways to support compliance, especially within office settings.

What Are the DSE Regulations?

The DSE Regulations 1992 were developed to protect employees from health problems linked to extended use of screens. These health concerns include:

• Musculoskeletal problems (such as back, neck, and shoulder pain)
• Eye strain and visual discomfort
• Repetitive strain injuries (RSI)
• Stress and fatigue

The regulations apply to 'DSE users', defined as employees who use display screen equipment as a significant part of their normal work, typically for continuous periods of an hour or more daily. This includes not only office staff but also remote workers, call centre employees, and anyone who relies heavily on screens to complete their tasks.

Employer Responsibilities

Employers are legally obligated to protect the health and safety of DSE users. This duty of care includes several key responsibilities, as outlined by the Health and Safety Executive (HSE):

• Workstation Assessments: Employers must carry out regular workstation risk assessments for all DSE users to identify and resolve potential issues.
• Risk Reduction: Based on the findings of these assessments, employers must take appropriate action to reduce risks—such as rearranging equipment, supplying adjustable furniture, or altering working practices.
• Breaks and Activity Changes: It is important to encourage employees to take periodic breaks or alternate their activities to avoid fatigue and repetitive strain.
• Eye Examinations: Upon request, employers must provide eye tests for DSE users and cover the cost of basic corrective glasses specifically needed for screen work.
• Training and Information: Employees should be informed about how to set up and use their equipment safely and understand how to recognise and report symptoms associated with poor DSE ergonomics.

These obligations apply regardless of whether employees are working from the office or from home, making it essential for remote working policies to reflect the same standards.

Practical Steps for Ensuring Compliance

To remain compliant and support employee wellbeing, employers can implement the following practical strategies:

1. Carry Out Workstation Assessments

Use structured checklists or DSE assessment tools to evaluate each employee's setup. These assessments should review screen positioning, chair height, keyboard placement, and lighting.

2. Provide Ergonomic Equipment

Investing in ergonomic office furniture, such as height-adjustable chairs, footrests, monitor arms, and keyboard trays, can significantly reduce discomfort and long-term health issues. Make sure employees working from home also have access to appropriate equipment.

3. Offer Comprehensive Training

Run regular training sessions or webinars on how to arrange workstations correctly, posture tips, and recognising early warning signs of strain. Training can be delivered in-person or virtually depending on staff location.

4. Encourage Breaks and Varied Tasks

Implement clear policies to encourage microbreaks (e.g. 5 minutes every hour) and promote switching between screen-based and non-screen tasks where feasible. This reduces mental and physical strain.

5. Establish Clear Remote Working Protocols

Ensure your remote working policy includes guidelines on DSE setup and assessments. Encourage staff to share photos of their home setups and provide support as needed to make improvements.

6. Maintain Documentation

Keep records of assessments, training, and any issues raised. This helps demonstrate compliance and shows that the business is actively managing health and safety.

Supporting Employee Wellbeing Beyond Compliance

While complying with DSE Regulations is a legal requirement, going above and beyond can boost morale and reduce absenteeism. Consider offering:

• Wellness initiatives such as eye care vouchers or yoga/stretching sessions
• Flexible working hours to help staff manage screen time more effectively
• Employee feedback channels to raise ergonomic or comfort concerns easily

Such initiatives reinforce your commitment to employee wellbeing and can support productivity and retention in the long term.

Conclusion

Compliance with the Display Screen Equipment Regulations is more than a box-ticking exercise—it's a key part of supporting workplace health, productivity, and employee satisfaction. By carrying out thorough assessments, supplying suitable equipment, and promoting good habits, employers can meet their legal duties while creating a better working environment for everyone.

For a detailed breakdown of your responsibilities, refer to the HSE’s official DSE guidance.

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