Display Screen Equipment (DSE) includes any device with a visual display, such as computers, laptops, tablets, and monitors that employees use for significant parts of their working day. In today’s hybrid work culture, where employees divide their time between the office and home, managing DSE risks has become a critical element of workplace safety. Effective DSE management ensures employees can work comfortably and productively while reducing the risk of long-term health issues.
The Display Screen Equipment Regulations 1992 require employers to assess and control risks related to prolonged screen use. Poor workstation ergonomics can lead to musculoskeletal disorders (MSDs), eye strain, fatigue, and repetitive strain injuries. These issues can impact both employee well-being and business performance. For HR and Health & Safety leaders, compliance is no longer confined to the physical office. It must extend to remote and hybrid environments, ensuring all employees receive the same level of protection.
Kingfisher Professional Services helps organisations meet their obligations with tailored DSE policies, practical risk assessment templates, training programmes, and ongoing compliance support.
The Legal Landscape: Understanding DSE Obligations
What Are the DSE Regulations 1992?
The DSE Regulations 1992 set out clear duties for employers to identify, assess, and control risks from display screen use. These regulations apply to any employee who uses DSE for continuous or near-continuous periods during their working day – typically an hour or more. Employers must complete a suitable and sufficient DSE risk assessment for each workstation, including those used at home or in other remote locations.
A DSE assessment covers workstation setup, posture, screen height and brightness, lighting levels, and the positioning of the keyboard and mouse. The goal is to create a workspace that minimises strain on the body and eyes. Employers must also provide relevant training, ensure that furniture and equipment meet ergonomic standards, and offer free eye tests to regular screen users. Failure to do so may breach both health and safety law and employer duty of care.
How the Equality Act 2010 Intersects with DSE
The Equality Act 2010 strengthens these obligations by requiring employers to make reasonable adjustments for employees with disabilities or health conditions. This includes providing ergonomic chairs, height-adjustable desks, specialist input devices, or software for visual impairments. Adjustments might also involve flexible working patterns or phased returns to work following injury.
For HR and EHS teams, this means DSE management is not just about compliance, it’s about inclusion. Creating an accessible work environment helps prevent injuries, supports productivity, and demonstrates a commitment to equality. By embedding DSE adjustments into the organisation’s Equality, Diversity, and Inclusion strategy, employers can meet their legal obligations while enhancing employee satisfaction and retention.
Risk Management for a Hybrid Workforce
Role-Based Risk Assessments: Who Needs What?
A robust DSE strategy starts with understanding that not all employees face the same risks. Office-based staff, hybrid workers, and fully remote employees each have different setups and support needs. Office employees benefit from structured assessments conducted by safety professionals, but hybrid workers may require two assessments, one for the office and one for home. Remote employees need clear guidance to complete self-assessments accurately.
Documenting these assessments provides an essential audit trail, showing that the employer has taken reasonable steps to identify and mitigate risks. This evidence is critical in the event of an incident, inspection, or insurance claim. Each assessment should also assign responsibility for follow-up actions, ensuring issues are resolved rather than simply recorded.
Self-Assessments for Remote Workers
Remote worker self-assessments have become an effective way to manage compliance across dispersed teams. Employers can issue digital checklists or online forms supported by visual guides and explanatory videos. These self-assessments allow employees to take responsibility for their own comfort and safety, while HR and EHS teams review responses, prioritise corrective actions, and track completion.
Some organisations use DSE compliance software to streamline this process, generating reports and dashboards that provide real-time visibility of risk exposure. This technology helps ensure consistency across sites, promotes accountability, and simplifies audits.
Red Flag Triggers: When to Reassess
A DSE risk assessment is not a one-off exercise. It must be reviewed whenever there are changes that might affect an employee’s workstation or health. Common triggers include onboarding new staff, moving offices, changing equipment, reporting symptoms such as back pain or headaches, or returning to work after illness or injury. Proactive reassessment ensures evolving risks are captured and managed effectively.
Creating a Robust DSE Policy
A comprehensive DSE policy acts as the foundation for compliance and consistency. It should explain how your organisation meets its legal obligations and supports employees to work safely.
A modern DSE policy must reference the DSE Regulations 1992 and outline the process for completing, recording, and reviewing assessments. It should define who is responsible for each part of the process, from line managers conducting reviews to HR teams tracking compliance. The policy should also include guidance on workstation ergonomics, screen time management, and the importance of regular screen breaks.
Once the policy is established, communicate it clearly. Introduce it during onboarding and refresher training sessions, and make it accessible via the company intranet or HR portal. Encourage open dialogue between employees and managers to resolve issues early, and integrate DSE awareness into wellbeing initiatives. This creates a culture where safe work practices are a shared responsibility rather than a compliance checkbox.
Manager Tools for DSE Compliance
Managers are on the front line of DSE compliance. They are best placed to observe work habits, notice discomfort, and initiate action before issues escalate. Providing managers with structured conversation guides and ergonomic review forms helps them approach these discussions confidently. Rather than relying on formal inspections alone, informal check-ins can help identify early signs of strain, fatigue, or poor posture.
When employees report symptoms such as neck stiffness, headaches, or wrist pain, escalation is essential. Managers should know how to refer cases to HR or occupational health for further assessment. Documenting these interactions provides evidence of due diligence and demonstrates a proactive approach to employee wellbeing.
Training, Microlearning and Behavioural Nudges
Training is one of the most effective ways to prevent DSE-related injuries. Traditional workshops can be complemented by microlearning – short, focused modules that reinforce good habits. Topics might include posture correction, adjusting screen brightness, optimising chair height, managing eye strain, and recognising early signs of MSDs. These short bursts of training are ideal for hybrid workers who may not attend in-person sessions.
Behavioural nudges, such as reminders to take screen breaks every 20 minutes or stretch alerts integrated into software, help sustain healthy habits throughout the working day. Encouraging staff to look away from the screen periodically, stand up between meetings, and maintain good hydration can collectively reduce fatigue and improve concentration.
Procurement and Provisioning: Getting Equipment Right
Selecting the right ergonomic equipment is crucial to DSE compliance. Adjustable chairs with lumbar support, stable desks, monitor risers, and ergonomic peripherals such as keyboards and mice are all vital to maintaining a safe workstation. Employers should ensure that these items meet recognised ergonomic standards and are appropriate for the employee’s size, role, and working pattern.
Under the DSE Regulations, employers must also provide free eye tests for employees who use computer screens regularly. If an eye test shows that an employee needs specialist glasses for DSE use, the employer must fund them. Implementing a VDU voucher scheme simplifies this process and ensures employees have easy access to opticians familiar with occupational eye health requirements.
Dashboards, Audits and Record-Keeping
Maintaining accurate records of DSE assessments, actions, and reviews is fundamental to demonstrating compliance. A well-maintained audit trail provides clear evidence that risks are managed systematically and helps organisations respond confidently during regulatory inspections or insurer reviews. Recording outcomes, responsible persons, and completion dates also ensures accountability.
Digital dashboards are an increasingly popular tool for HR and Health & Safety teams. They provide real-time insights into assessment completion rates, outstanding actions, and high-risk areas. This visibility supports data-driven decision-making and helps prioritise resources where they are most needed.
How Kingfisher Professional Services Can Help
We support organisations in building robust, compliant DSE frameworks that embed the DSE Regulations 1992 and HSE guidance into day‑to‑day operations. Our services include:
- DSE gap analysis, workstation audits and pragmatic action plans, plus policy and procedure development and risk assessment support.
- Tailored training for leaders, managers, supervisors and apprentices, delivered on‑site or online with practical exercises.
- Incident and ill‑health investigation support and corrective/preventive action planning, occupational health referral pathways, and ongoing retainer support (competent advice, document reviews, toolbox talks, regulatory updates and scheduled audits).
Our consultants combine practical health and safety management and ergonomics expertise with in‑depth knowledge of UK health and safety law and HSE good practice, helping you ensure compliance while improving engagement, wellbeing and safety performance across office and hybrid environments.
Conclusion
Working safely with Display Screen Equipment is both a legal requirement and a cornerstone of employee wellbeing. A proactive approach – combining policy, training, ergonomic equipment, and continuous review protects employees from preventable injuries while improving comfort and productivity. For employers, it reduces absence, supports retention, and strengthens compliance with the DSE Regulations 1992.
As hybrid working continues to redefine the workplace, businesses must adapt their DSE strategies accordingly. With expert support from Kingfisher Professional Services, you can build a robust, evidence-based approach to DSE management that keeps your workforce safe, healthy, and engaged.