Display Screen Equipment Assessments: Five Workplace Problems That a Tick-Box Form May Not Fix
Display screen equipment assessments can easily become another form to send out, file away and forget.
But when employees work with poorly positioned screens, unsuitable chairs, laptops at kitchen tables or work routines that allow little movement, the signs often appear gradually. A stiff neck, aching shoulders, headaches or wrist discomfort may initially seem minor, but they can become harder to resolve if nobody acts.
This matters to businesses. In 2024/25, work-related musculoskeletal disorders accounted for an estimated 7.1 million lost working days in Great Britain, with each affected person taking an average of 14 days off. Not every musculoskeletal condition is caused by display screen work, but the figures show the wider operational impact of failing to manage physical discomfort at work.
Source: HSE – Working days lost in Great Britain
For busy office and operational managers, the challenge is not simply completing DSE assessments. It is making sure they identify real problems and lead to practical action.
1. The assessment was completed but nothing happened afterwards
One of the most common weaknesses in a DSE process is treating completion of the form as the end of the assessment.
An employee may report:
lower-back discomfort;
glare on their screen;
difficulty adjusting their chair;
wrist or shoulder pain;
insufficient desk space; or
a laptop setup that makes comfortable working difficult.
If nobody reviews the answers, discusses the concerns or records what was done, the risk has not been properly managed.
The HSE is clear that assessment software or a paper questionnaire is not an assessment on its own. A trained assessor should review the results, clarify uncertain answers, provide feedback and make sure identified problems are addressed.
Practical tip: Give one person responsibility for monitoring completed assessments. Use a simple action log showing the concern, agreed action, responsible person, target date and completion date.
2. Hybrid employees have only assessed one workstation
An employee might have an adjustable chair, separate monitor and suitable desk in the office but spend three days each week working from a laptop at home.
The Health and Safety (Display Screen Equipment) Regulations can apply to permanent home workers and employees who routinely divide their time between home and the workplace. Where somebody uses DSE in both locations, the assessment should cover both working arrangements.
This does not automatically mean every home worker needs a complete office furniture package. It means employers should check whether the individual can achieve a comfortable, sustainable position and whether their existing equipment is suitable.
Practical tip: Ask hybrid workers to consider each regular working location separately. A laptop riser may improve the screen height, but prolonged laptop use will normally also require a separate keyboard and mouse so the user can position the screen and their arms comfortably.
3. The workstation has changed, but the assessment has not
DSE assessments should not remain unchanged simply because one was completed when an employee joined the business.
The HSE says employers must also carry out an assessment when:
a new workstation is introduced;
a new user starts work;
an existing workstation or the way it is used changes; or
a user reports pain or discomfort.
Changes can be easy to overlook. An office move, introduction of hot-desking, new software, a different role or an increase in screen-based work could all affect the original assessment.
Hot-desking creates a particular challenge because the same settings will not suit everybody. Workers who regularly change desks should be able to carry out a basic check and adjust the workstation before starting.
Practical tip: Add DSE reviews to your new-starter, office-move and change-of-role processes. Encourage staff to report discomfort promptly rather than waiting for the next scheduled review.
4. “Take regular breaks” has not been translated into the working day
Employees may know that they should take breaks from their screens but feel unable to do so because of workload, call schedules, deadlines or the expectations of their team.
The law requires employers to plan work so DSE users have breaks or changes of activity. However, there is no single legally prescribed break length for every role.
HSE guidance recommends short, frequent breaks instead of longer, less frequent ones. As a practical example, five to ten minutes every hour is better than twenty minutes every two hours.
A DSE break does not always mean stopping work completely. It could involve making a telephone call, attending a meeting, collecting documents or completing another task away from the screen.
Practical tip: Look at how the job is organised, not only at the employee’s personal habits. If the workload makes it unrealistic for people to move away from their screens, reminders alone will not solve the problem.
5. Managers are unsure what the business must provide
Another common difficulty is uncertainty about chairs, equipment and eye tests.
The law does not require employers to purchase every item an employee requests. Decisions should be based on the assessment and the individual’s needs. However, when an assessment identifies action needed to reduce a genuine risk, that action should be addressed.
Employers must also arrange and pay for an eye and eyesight test when a DSE user requests one. If the test shows that the employee needs glasses specifically for the viewing distance used for DSE work, the employer must pay for a basic suitable pair. Employers do not normally have to pay where the employee’s ordinary prescription is suitable.
It is also helpful to reassure employees that DSE work has not been shown to cause permanent eye damage. Long periods of screen work can, however, cause tired eyes, discomfort, headaches and temporary changes in focus.
Practical tip: Create a short written process explaining how employees request an eye test, who authorises equipment and how DSE concerns should be reported.
Who counts as a DSE user?
The regulations generally apply to workers who use equipment such as computers, laptops, tablets or smartphones daily for continuous periods of an hour or more.
They can include:
office-based employees;
home and hybrid workers;
mobile workers; and
employees using hot desks.
Employers must assess their workstations, reduce identified risks, provide appropriate breaks or changes of activity, arrange an eye test when requested and provide suitable DSE training and information.
A quick check for office and operational managers
Ask yourself:
Do we know which employees are DSE users?
Have both office and regular home-working arrangements been considered?
Does somebody review every assessment and follow up the answers?
Can we show what action was taken when a problem was reported?
Are assessments reviewed after changes or reports of discomfort?
Can employees take realistic breaks or change activities?
Do staff know how to request an eye test?
Have employees received practical guidance on adjusting their workstation?
If you cannot confidently answer all eight questions, your DSE arrangements may need a closer look.
DSE support that leads to practical action
A good DSE assessment should help your employees work comfortably and give managers a clear, proportionate way to deal with concerns. It should not create paperwork that nobody has time to interpret.
Your Company Works can support you with your DSE assessment process, staff guidance, workstation concerns and the practical actions that follow. We keep the process calm, clear and suitable for the way your business actually works.
Book a free 20-minute online chat to clarify what your business needs and identify the most practical next step.