DSE Assessments: Your Complete Guide

If your employees use computers, laptops, or tablets as a significant part of their work, you have legal duties under the Display Screen Equipment (DSE) Regulations. These rules exist because prolonged screen work can cause real health problems—from eye strain and headaches to serious musculoskeletal disorders affecting the back, neck, shoulders, and arms.

The good news is that DSE assessments aren't complicated. With the right approach, you can protect your employees and meet your legal obligations without expensive consultants or complex procedures.

This guide explains everything you need to know about DSE assessments: who needs one, how to conduct them, what to look for, and how to fix common problems.

What Are DSE Regulations?

The Health and Safety (Display Screen Equipment) Regulations 1992 require employers to:

• Assess workstations used by DSE users
• Reduce risks identified by the assessment
• Ensure workstations meet minimum requirements
• Plan work to include breaks or changes of activity
• Provide eye tests on request (and glasses if needed specifically for DSE work)
• Provide health and safety training and information

Do You Need DSE Assessments?

If you have employees who use computers, laptops, or tablets regularly as part of their job, yes—you need DSE assessments.

This applies to:

• Office workers using desktop computers
• Hybrid workers using laptops at home and in the office
• Remote workers working from home
• Call centre staff using screens and headsets
• Designers and creatives using specialist software
• Anyone who uses a screen for an hour or more daily

The regulations also apply to:

• Agency workers and temps working for you
• Self-employed people working in your premises
• Hot-deskers and people using shared workstations

What Does a DSE Assessment Cover?

A DSE assessment examines the entire workstation setup, not just the screen. You need to consider:

The Display Screen

• Is the screen image clear and stable?
• Can brightness and contrast be adjusted?
• Is the screen free from glare and reflections?
• Can the screen tilt and swivel?
• Is it positioned at a comfortable viewing distance (typically arm's length)?
• Is the top of the screen at or slightly below eye level?

The Keyboard and Mouse

• Is the keyboard separate from the screen (for desktops)?
• Is there space in front of the keyboard to rest wrists?
• Are keys readable and the keyboard clean?
• Is the mouse close to the keyboard?
• Does the mouse move smoothly?
• Is the mouse the right size for the user's hand?

The Chair

• Is the seat height adjustable?
• Is the backrest adjustable for height and tilt?
• Does the chair provide good lumbar (lower back) support?
• Are the armrests adjustable or removable?
• Is the chair stable with five castors?
• Is the seat pan the right depth for the user?

The Desk

• Is there enough space for all equipment and documents?
• Is the desk surface non-reflective?
• Is there space under the desk for leg movement?
• Is the desk at a comfortable height?

The Environment

• Is lighting adequate without causing glare on the screen?
• Is temperature comfortable?
• Is noise at acceptable levels?
• Is there adequate ventilation?

Work Patterns

• Does the user take regular breaks from screen work?
• Can they vary their tasks throughout the day?
• Do they know how to adjust their equipment?

How to Conduct a DSE Assessment

Step 1: Identify Your DSE Users

List all employees who regularly use screens. Remember to include:

• Full-time office staff
• Part-time workers who use screens when in
• Home workers and hybrid workers
• Temps and agency staff

Step 2: Choose Your Assessment Method

You have two main options:

Self-Assessment Questionnaires: Employees complete a checklist about their own workstation. This is efficient for large workforces but requires clear guidance and follow-up.

Assessor Visits: A trained person (could be an internal employee) visits each workstation to conduct the assessment. More thorough but time-consuming.

Many organisations use a combination—employees complete self-assessments, and an assessor follows up where problems are identified.

Step 3: Assess Each Workstation

Work through each element systematically:

1. Observe the user at their workstation
2. Ask about any discomfort or difficulties
3. Check each component against the requirements
4. Note any problems or risks identified
5. Discuss potential solutions with the user

Step 4: Fix Problems

Where the assessment identifies issues, take action:

• Quick fixes: Adjust chair height, reposition screen, provide footrest
• Equipment needed: Order document holders, wrist rests, or better chairs
• Training required: Show users how to adjust their equipment
• Environmental changes: Reposition desks, add blinds, improve lighting

Step 5: Record and Review

Document your assessments and the actions taken. Review assessments:

• When a new employee starts
• When someone changes workstation
• When new equipment is introduced
• When an employee reports discomfort
• At least annually as routine review

Common DSE Problems and Solutions

Problem: Screen Too High or Low

Symptoms: Neck pain, headaches, shoulder tension

Solution: Adjust monitor height so the top of the screen is at or slightly below eye level. Use a monitor stand or arm if needed. For laptops, use a laptop stand with separate keyboard and mouse.

Problem: Chair Not Adjusted Correctly

Symptoms: Lower back pain, leg discomfort, poor posture

Solution: Adjust seat height so feet are flat on the floor (or on a footrest) and thighs are horizontal. Adjust backrest to support the natural curve of the lower back. Ensure seat depth allows two fingers' width between the seat edge and back of knees.

Problem: Screen Glare

Symptoms: Eye strain, headaches, squinting

Solution: Reposition the screen perpendicular to windows (not facing or backing onto them). Use blinds to control natural light. Adjust screen brightness to match ambient lighting. Consider an anti-glare screen filter.

Problem: Mouse Too Far Away

Symptoms: Shoulder pain, reaching discomfort

Solution: Position the mouse close to the keyboard so the arm isn't extended. Consider a smaller keyboard (without number pad) if desk space is limited. Ensure the mouse is at the same height as the keyboard.

Problem: No Breaks from Screen Work

Symptoms: Eye fatigue, general tiredness, stiffness

Solution: Encourage the 20-20-20 rule: every 20 minutes, look at something 20 feet away for 20 seconds. Plan work to include non-screen tasks. Take short, frequent breaks rather than occasional long ones.

Problem: Laptop Used as Main Computer

Symptoms: Neck strain (looking down), poor posture

Solution: Provide a laptop stand to raise the screen, plus a separate keyboard and mouse. Or provide a docking station with external monitor. Laptops alone are not suitable for prolonged daily use.

Special Considerations

Home Workers

For employees working from home:

• Provide a self-assessment checklist for their home setup
• Offer guidance on setting up a good home workstation
• Consider providing equipment (laptop stands, keyboards, chairs)
• Remember—you have the same duties for home workers as office workers

Hot-Desking

When employees don't have fixed workstations:

• Ensure all workstations can be easily adjusted
• Provide clear instructions for adjusting chairs and screens
• Train employees to set up their workstation correctly each time
• Consider keeping personal items (keyboards, mice) that employees bring to any desk

Employees with Disabilities or Health Conditions

Some employees may need individual assessment and specialist equipment:

• Those with existing back, neck, or arm conditions
• Employees with visual impairments
• Users with RSI or carpal tunnel syndrome
• Pregnant employees (may need more frequent adjustments)

Consider referring to occupational health or an ergonomist for complex cases.

Eye Tests and Glasses

Under the DSE regulations, employees are entitled to:

• Eye tests: On request, paid for by the employer
• DSE glasses: If the test shows they're needed specifically for DSE work (not just normal glasses that happen to help with screen work)

Training Requirements

Employees need training on:

• Risks of DSE work (eye strain, musculoskeletal problems)
• How to adjust their workstation correctly
• How to arrange their desk and position their screen
• The importance of breaks and varying tasks
• How to report problems or request an eye test
• What to do if they experience discomfort

Training can be provided through:

• Face-to-face sessions
• Online e-learning modules
• Written guidance and user guides
• One-to-one demonstrations

Legal Consequences of Non-Compliance

Failing to conduct DSE assessments can result in:

• HSE enforcement: Improvement notices requiring you to comply
• Prosecution: For serious or persistent failures
• Civil claims: Employees can sue for injuries caused by inadequate workstations
• Increased absence: Musculoskeletal problems are a leading cause of workplace sickness

Musculoskeletal disorders account for millions of lost working days each year. Proper DSE assessment and workstation setup is a cost-effective way to protect your employees and your business.

Creating Your DSE Assessment System

For Small Businesses (Under 20 Employees)

1. Train one person to conduct assessments
2. Use a simple checklist for each workstation
3. Assess all current users initially
4. Re-assess when people join or change workstation
5. Keep records in a simple spreadsheet

For Medium Businesses (20-100 Employees)

1. Train two or three assessors for coverage
2. Use self-assessment forms with assessor follow-up
3. Create an annual assessment schedule
4. Track actions and completions
5. Include DSE in new starter inductions

For Larger Businesses (100+ Employees)

1. Consider online DSE assessment tools
2. Train departmental assessors
3. Integrate with HR systems for tracking
4. Monitor completion rates and trends
5. Regular reporting to management

Frequently Asked Questions

How often should DSE assessments be done?

At a minimum: when someone starts, when they change workstation, when new equipment is introduced, if they report problems, and as a routine review at least annually.

Do I need to assess every single workstation?

You need to assess every DSE user's workstation. For hot-desking, you should assess the range of workstations available and ensure users know how to adjust them.

Can employees refuse a DSE assessment?

Employees should cooperate with reasonable health and safety measures. However, you should explain the benefits and address any concerns. Document any refusals.

What if an employee complains of pain but the assessment shows no problems?

Take all complaints seriously. Consider whether the employee needs an individual assessment, referral to occupational health, or whether there are factors the assessment didn't capture.

Do the regulations apply to tablets and smartphones?

The regulations don't specifically cover tablets and smartphones. However, if employees use them for prolonged periods, good practice suggests considering the risks and providing guidance.

What about standing desks?

Standing desks can be beneficial but aren't required. If you provide them, ensure they're properly adjusted and that employees alternate between sitting and standing.

Taking Action

This week:

1. List all employees who use screens regularly
2. Decide on your assessment method (self-assessment or assessor visits)
3. Create or obtain assessment checklists

This month: 4. Train someone to conduct or review assessments 5. Begin assessing current workstations 6. Order any basic equipment needed (footrests, laptop stands)

Ongoing: 7. Assess new starters within their first week 8. Review when employees report discomfort 9. Conduct annual reviews of all workstations

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