Display screen equipment and office safety

Display screen equipment (DSE) can affect your comfort, posture and wellbeing. Use the guidance and training to set up your workstation and work safely.

What is display screen equipment

Display screen equipment (DSE) is the equipment you use for work.

It includes your:

monitor
keyboard
mouse
other input devices
software you use to carry out your tasks

Who is a DSE user

You are a DSE user if you:

use a DSE to carry out your work
use a DSE for continuous periods of more than 1 hour per day
use DSE on a daily basis

Hazards with DSE workstation use

The health risks of working at a poorly designed DSE workstation include:

musculoskeletal disorders (MSDs) - injuries and disorders affecting muscles, tendons, ligaments, nerves, discs, blood vessels
repetitive strain injuries (RSIs) - such as carpal tunnel syndrome, tendinitis
work-related upper limb disorders (WRULDs) - for example in the shoulders and neck
back pain
eye fatigue

DSE responsibilities for managers and staff

Manager responsibilities

As a manager, you must:

identify DSE users across your service or department, including staff working remotely under the Blended Working Policy. You may use the Display Screen Equipment (DSE) User Questionnaire to gather this information.
record questionnaire results. You may use the Workplace DSE Users and Assessor Register. This spreadsheet helps you track users, training requirements, and when risk assessments are due.
ensure DSE users complete the Using your DSE Workstation Safely Module on HSeLanD
arrange an individual DSE workstation risk assessment for your employees' workstations
implement the control measures identified on the DSE workstation Risk Assessment Form
plan work activities to include task and screen breaks and changes in activities
complete the necessary training
ensure eye and eyesight tests are available to DSE users

Employee responsibilities

As a DSE user, you must:

co-operate with your manager or DSE assessor
take reasonable care of your safety, health and welfare
complete the Using your Display Screen Equipment Workstation Safely module and adjust your workstation as required
review your completed DSE workstation risk assessments
implement the control measures assigned to you in your DSE workstation risk assessment
report any issues with your workstation or defects in work equipment to your manager

DSE workstation risk assessments

When to complete DSE workstation risk assessments

when an employee transfers to a new DSE workstation
when there is significant new work equipment or technology at an employee's DSE workstation
on request from a DSE user in your team

Types of risk assessment

Overarching Risk Assessment for DSE

An Overarching Risk Assessment for DSE is to be completed using the generic risk assessment form.

This is used to:

identify hazards and risks linked to DSE use
review existing control measures
check whether further controls are needed

The assessment should look at the physical work environment and the types of display screens in use, such as desktop PCs, high‑resolution monitors, laptops, tablets and computers on wheels. It should set out equipment needs and record the number of DSE users, their training and the number of completed DSE workstation assessments.

See: Overarching Risk Assessment for DSE Use

A DSE workstation risk assessment is needed for each DSE user, including staff who work in different locations.

Individual workstations - each DSE user must have a DSE workstation risk assessment for every assigned workstation they use. The assessment checks that the workstation is set up correctly.
Remote working - staff who work remotely under the Blended Working Policy must have a remote working risk assessment. This covers a range of hazards, including DSE use in the home.
Hot‑desking - in shared or flexible workspaces, staff use different desks on a first‑come, first‑served basis. DSE users should apply what they learned in training. They should complete a dynamic risk assessment each time and make the necessary adjustments before they start work.

Managers responsibilities

Managers are responsible for making sure DSE workstation risk assessments are completed.

Managers can:

complete the training and become a DSE assessor
complete individual DSE workstation risk assessments for their team
nominate a trained DSE assessor (grade V and above and who have completed the training - as a manager you remain accountable for implementing the controls identified on the risk assessment form)
engage the services of DSE assessors via the OGP contract

Training

Managers, DSE workstation assessors and DSE users must complete the appropriate training.

The modules listed below are on HSeLanD.

Managers training

Managing DSE users - complete the Managing DSE users: key requirements made simple module

DSE workstation assessors training

Becoming a certified assessor - complete the Becoming a certified HSE DSE Workstation Assessor module
Occupational safety and health risk assessment

DSE users training

Using your workstation safely - all DSE users, including managers, must complete the Using your Display Screen Equipment workstation safely module

Note: trained DSE assessors do not need to complete this module

Join the Workstation Assessor Register

Joining the register allows you to become part of the national DSE network, get DSE updates, strengthen workplace safety and join NHSF sessions.

Join the DSE Workstation Assessor Register

Correct workstation setup

Correct posture is essential to reduce the risk of musculoskeletal injury, fatigue and discomfort when working with display screen equipment.

Maintaining the correct posture to reduce discomfort

Sit properly in your chair

Adjust your chair - your feet should rest flat on the floor or on a footrest.
Keep hips higher than knees - leave a small gap between the back of your knees and the seat edge.
Support your lower back - make sure the chair’s lumbar supports your lower back.
Sit back fully - avoid slouching or leaning forward.

Position your screen to support good posture

Keep the screen at arm’s length - about 50-75 cm away to prevent leaning forward.
Place the screen at eye level - the top of the screen should be at or slightly below eye height.
Tilt the screen slightly - this helps keep your head and neck in a neutral position.

Set up the keyboard and mouse to maintain a neutral posture

Place the keyboard in front of the screen - about 10–15 cm from the desk edge.
Keep forearms level - your forearms should be parallel to the floor, with wrists straight.
Use a slight keyboard tilt - only if it helps you type comfortably.
Use a separate keyboard and mouse with laptops - where possible.
Keep the mouse close - beside the keyboard and on the side of your dominant hand.
Relax your hand and arm - rest your hand lightly on the mouse, keep your elbow close to your body and your shoulders relaxed.

Using dual screens

Match screen height - keep the top of both screens at eye level.
Place screens close together - side by side, and swivel your chair rather than twisting your body.
Sit central if using both equally - angle the screens slightly inwards to form a slight V‑shape.
Centre the primary screen - if you use one screen more, place it directly in front of you and angle the second screen slightly towards you.
Keep both screens at arm’s length - this is usually the most comfortable viewing distance.

Healthy DSE habits

Taking regular screen and task breaks helps reduce fatigue and prevents you from staying in the same posture for too long. Task breaks boost blood circulation and help you reset, process information and start again. They refresh your body and brain.

Healthy habits for comfortable screen work

Take regular screen and task breaks

Use breaks to stand, stretch and change position. Standing even occasionally during your workday is good for your health and helps reset your posture.
Make small changes by standing during phone calls and varying your activities.

Get up and move

Take a short walk during your lunch break.
Send your print jobs to a location that requires you to get up and walk a short distance.
Walk to your colleague instead of sending an email, do some filing or photocopying.

Reduce eye fatigue

Follow the 20‑20‑20 rule - every 20 minutes, look at something 20 feet away for 20 seconds.

Use the Office Safety Fast Fact to understand the key requirements for managing DSE users, safe workstation set‑up and preventing work‑related musculoskeletal disorders.

Using laptops safely

You should not work directly from a laptop for long periods. If a laptop is your main computer, or you use it for long stretches, use separate equipment to improve comfort.

Use a laptop riser or adjustable screen - raise the screen to eye level.
Use a separate keyboard - helps keep your arms and wrists in a neutral position.
Use a separate mouse - reduces strain on your hand, wrist and shoulder.

Reducing glare to avoid poor posture

Glare can make you lean forward or twist to see the screen clearly. Reducing glare helps you maintain a comfortable posture.

Use blinds or curtains to reduce bright light from windows.
Avoid bright lights behind or in front of the screen - position your screen so it is not facing strong light sources.
Adjust screen brightness - set it to a level that feels comfortable for your eyes.
Position desk lighting to the side - avoid placing lamps directly behind or in front of the screen.

Office safety

The guidance below outlines common office hazards and the simple steps that help create a safe working environment. It applies whether you work on‑site, remotely or in a blended setting.

Space requirements for DSE users

Minimum space - as a guide, DSE users should have at least 4.65 m² of space. This includes the area taken up by the desk and chair. It does not include filing cabinets or other office furniture.
Enough room to move - the DSE workstation risk assessment must check that each employee has enough space to change position comfortably.
Safe access and exit - it must also ensure there is safe access to and from the workstation.

Workplace temperatures

Acceptable temperature range - a comfortable temperature for office work is between 18°C and 24°C after the first hour of work.
High temperatures - there is no set upper limit, but cooling measures may be needed if a risk assessment shows the temperature is too high.

You can control temperatures by:

opening windows - improves airflow and helps cool the room
using blinds - internal or external blinds can reduce heat from sunlight
adjusting local heating controls

Lighting

Use natural and artificial light - workplaces should have enough daylight and good artificial lighting to support safe, comfortable work.
Ensure lighting is adequate - managers must make sure the workplace has enough natural and artificial lighting to avoid potential eye issues and hazards.
Keep windows and glass clean

Indoor air quality

Maintain ventilation systems - air conditioning and mechanical ventilation should be kept in good working order to support healthy indoor air quality.
Consider the quality of air supply - think about how fresh air enters your workplace and whether it is adequate.

Welfare facilities for staff

Managers should ensure the workplace is clean, hygienic and has the right facilities for staff.

Ensure that:

drinking water is provided in areas accessible to all employees
suitable facilities are available for boiling water and eating meals
adequate and suitable sanitary and washing facilities are provided and maintained

Eye and eyesight testing

As a DSE user, you are entitled to an eye and eyesight test paid for by the HSE.

If the test shows you need specific lenses for DSE work, the HSE will cover the cost of the lenses and basic frames. Only the cost of minimum‑requirement frames and lenses are included.

Eye tests for HSE staff using display screen equipment

Support for DSE users, managers and assessors

DSE users

If you have health problems that may be linked to your work, speak to your manager to have your DSE workstation risk assessment reviewed. This helps identify any changes or supports you may need.

Managers and DSE assessors

DSE assessors have an important role in supporting safe working. The assessor checks that each workstation is set up correctly. The role includes suggesting practical improvements and promoting healthy working habits to help prevent discomfort, injury and long‑term issues.

To understand how assessments are completed from start to finish, managers and assessors can follow the DSE User Risk Assessment Process Flowchart

Complex DSE assessments

These assessments apply when individual factors may affect workstation set‑up or the safe use of DSE. This includes previous injury, physical variations such as height, or other specific needs that require extra consideration during the assessment process.

In these cases, managers should:

contact the Health and Safety Helpdesk
confirm the DSE user has completed the 'Using your Display Screen Equipment Workstation Safely' module on HSeLanD
confirm that a DSE workstation risk assessment with a trained DSE risk assessor has been completed

Supporting documents

Overarching Risk Assessment for DSE Use

Display Screen Equipment Risk Assessment for Pat Citizen - Worked Example

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