While display screen equipment (DSE) like computers, laptops and tablets, can enhance productivity, prolonged use poses health risks. According to the Health and Safety Executive (HSE), an estimated 543,000 workers in Great Britain suffered from work-related musculoskeletal disorders (MSDs) in 2023โ2024, resulting in 7.8 million working days lost.
In this article, we explore how a display screen equipment assessment is effective in preventing health issues, what an assessment involves and the responsibilities of employers and employees.
How do we know display screen equipment (DSE) use causes health issues?
Health and Safety Executive research shows that DSE use is clearly linked to self-reported symptoms of musculoskeletal disorders (MSDs), such as discomfort in the shoulders, arms, wrists, and back.
Mental health is also impacted by prolonged DSE use. According to Vori Health, there is a strong connection between musculoskeletal disorders and mental health, with up to 85% of employees experiencing musculoskeletal conditions also reporting symptoms of depression. This relationship underscores the importance of managing DSE-related risks holistically.
The US National Institute for Occupational Safety and Health suggests that up to 90% of people who use screens for more than three hours a day experience some symptoms of computer vision syndrome (CVS). Symptoms include headaches, blurred or double vision, dry or red eyes, and difficulty refocusing. These issues are exacerbated by prolonged screen use, glare, poor lighting, and incorrect monitor positioning.
What are the benefits of a display screen equipment assessment?
A display screen equipment assessment helps identify and reduce risks associated with poor posture, repetitive tasks, and inadequate workstation setups.
Prevents musculoskeletal disorders and eye strain
Display screen equipment risk assessments help to identify and resolve issues that can lead to back, neck, shoulder, and arm pain, as well as eye fatigue and headaches.
According to The Guardian, thousands of people suffer back and neck pain, which often leads to time off work and even long-term unemployment in severe cases. A proactive assessment can prevent such outcomes by addressing problems early.
Improves productivity and wellbeing
Employees who are comfortable and free from pain or discomfort are more likely to be productive, focused, and satisfied in their roles. Research from the University of Warwick found that happiness can increase productivity by up to 12%, highlighting the connection between mental wellbeing and performance (Oswald et al., 2014).
Other research highlights a strong link between ergonomic design and workplace productivity. When workstations and tasks are tailored to human capabilities, employees experience less fatigue and discomfort, leading to better focus, efficiency, and performance. The study concludes that investing in ergonomics improves both employee wellbeing and organisational outcomes.
The Health and Safety Executive (HSE) also emphasise that poorly arranged workstations can lead to fatigue, musculoskeletal disorders (MSDs), and reduced concentration, all of which negatively affect work output.
Supports compliance with health and safety law
Under The Health and Safety (Display Screen Equipment) Regulations 1992, employers are legally required to carry out a suitable and sufficient assessment of display screen equipment workstations to identify health and safety risks, including MSDs, visual fatigue, and stress.
Regulationโฏ2 explicitly mandates the โsuitable and sufficient analysis of those workstations โฆ to assess and reduce risks.โ The employer must then take reasonably practicable steps to eliminate or minimise those risks, such as adjusting equipment, improving work routines, and providing training and breaks. Failing to comply may result in enforcement action or exposure to compensation claims.
Regular DSE risk assessments are a practical step employers can take to create safer, healthier, and more productive work environments.
When should a DSE assessment be carried out?
Under Regulation 2 of the Health and Safety (Display Screen Equipment) Regulations, a display screen equipment assessment should be conducted when a new workstation is set up or significant changes are made to an existing one. This includes introducing new equipment, rearranging furniture, or setting up a homeworking environment.
To comply with Health and Safety Executive guidance, employers must also carry out a DSE assessment when a new display screen equipment user starts work, or a user complains of pain or discomfort.
A display screen equipment risk assessment should be reviewed periodically as part of ongoing risk management, even if no major changes have occurred. While the Regulations do not mandate a specific interval, HSE guidance and industry best practice recommend reassessing at regular intervals, normally every two years, to ensure ongoing suitability and compliance.
What are the key components of a display screen equipment risk assessment?
This display screen equipment assessment checklist highlights the main areas covered in a DSE risk assessment:
Workstation layout
The arrangement of the workstation plays a critical role in promoting comfort and preventing strain. A DSE assessment will check that:
- Frequently used items (keyboard, mouse, telephone, documents) are within easy reach.
- The layout avoids repetitive stretching, twisting, or awkward movements.
- The desk has sufficient depth and width to allow for flexible equipment placement.
- Forearms can rest comfortably on the desk without overreaching.
- There is adequate legroom under the desk to allow for posture changes throughout the day.
- The user can maintain a comfortable, neutral body position during work.
Poor workstation layout can lead to fatigue, repetitive strain injuries (RSIs), and musculoskeletal discomfort.
Seating and posture
Seating is assessed to ensure it is suitable for prolonged DSE use. Key features of a safe and comfortable chair include:
- A height-adjustable seat to allow feet to rest flat on the floor or on a footrest.
- A stable five-point base for support and balance.
- A backrest that supports the natural curve of the spine, particularly the lumbar region.
- Adjustable backrest tilt and height.
- Armrests that do not obstruct movement or prevent the user from getting close to the desk.
Posture should allow for:
- Thighs to be roughly horizontal.
- Elbows to stay close to the body with forearms horizontal when typing.
- The ability to change position regularly throughout the day.
Incorrect seating and posture are major contributors to back, neck, and shoulder pain.
Screen height and brightness
Correct screen setup helps prevent eye strain and neck discomfort. The assessment ensures that:
- The monitor is directly in front of the user to avoid neck twisting.
- The top of the screen is at or just below eye level when seated.
- The screen is approximately an armโs length away (50โ70 cm).
- The screen is tilted slightly upwards to follow the natural downward gaze.
- Brightness and contrast are adjusted according to surrounding lighting conditions.
- Glare and reflections are minimised using blinds, diffused lighting, or monitor hoods.
- Users wearing bifocal or varifocal lenses are not forced into awkward neck angles.
Keyboard and mouse position
Positioning of the keyboard and mouse is critical to reducing strain on hands, wrists, and shoulders. A suitable setup should:
- Place the keyboard and mouse on the same level surface.
- Keep the keyboard at a height that allows elbows to remain at roughly 90 degrees.
- Allow wrists to stay straight and neutral while typing or using the mouse.
- Position the mouse close to the keyboard to avoid overreaching.
- Include wrist supports or ergonomic accessories where needed.
- Encourage regular use of keyboard shortcuts to minimise excessive mouse use.
Environment (lighting, temperature, noise)
The surrounding environment can greatly affect concentration and comfort. A DSE assessment should check that:
- Lighting is sufficient for tasks and does not cause glare or reflections on the screen.
- Natural light is used effectively but controlled with blinds or diffusers.
- The temperature is maintained within a comfortable range (typically 18โ23ยฐC).
- There is adequate air circulation to prevent discomfort or drowsiness.
- Noise levels are low enough to maintain focus, particularly in open-plan areas.
- Measures such as acoustic panels, noise-cancelling headsets, or quiet zones are in place where appropriate.
What are an employeesโ responsibilities?
Employees have a legal duty under Section 7 of the Health and Safety at Work etc. Act 1974 to:
โโฆtake reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions at work.โ
This means employees must:
- Complete a display screen equipment assessment form or self-assessment questionnaire when requested by their employer.
- Follow training and guidance on safe workstation setup, posture, screen use, and taking breaks.
- Report discomfort, pain, or health concerns related to DSE use so appropriate action can be taken.
- Use equipment correctly and take regular screen breaks or task changes to prevent fatigue and musculoskeletal issues.
These actions support compliance with the Health and Safety (Display Screen Equipment) Regulations 1992, which place primary responsibility on employers but require employee cooperation to manage risks effectively.
Online DSE Assessment Tool: safety and compliance made easy
Our Online DSE Assessment Tool makes it quick, easy, and effective to carry out the display screen equipment assessments required by the Health and Safety (Display Screen Equipment) Regulations 1992.
Designed by health and safety experts, this display screen equipment self-assessment questionnaire guides employees through a comprehensive 15-minute evaluation of their workstation. Issues are risk-rated and automatically flagged to managers, helping you prioritise and resolve concerns swiftly.
Whether your employees are in the office, working remotely, or in hybrid roles, our display screen equipment self-assessment supports a safe and productive working environment.
Find out more about the Online DSE Assessment Tool on our website, or contact us on 0203 011 4242/ info@praxis42.com
Adam Clarke
Managing Director (Consulting)
