In our modern world of hybrid working, coworking spaces, and flexible office solutions, creating a safe and productive environment for your team is more important than ever. One of the most effective ways to protect your staff and stay legally compliant is through a Display Screen Equipment (DSE) workstation risk assessment. This systematic check helps identify and reduce risks, particularly those linked to prolonged screen use, which is a standard part of the working day for almost every office professional.
Whether your team operates from a shared coworking space, a private serviced office, or a home setup, this guide provides a practical roadmap for managing ergonomics, improving lighting, and adjusting equipment to safeguard health and boost productivity. Here is everything you need to know about DSE assessments in 2025 and 2026, backed by the latest guidance from the Health and Safety Executive (HSE).
What is a DSE Workstation Risk Assessment?
A DSE workstation risk assessment is a formal evaluation of an employee’s workspace. It looks closely at how their screen, keyboard, mouse, chair, desk, and surrounding environment interact with their body. The primary goal is to prevent physical discomfort, repetitive strain injuries, eye fatigue, and long term musculoskeletal disorders.
Under the Health and Safety (Display Screen Equipment) Regulations 1992, UK employers have a legal obligation to assess and control these risks. This duty applies to any employee who uses display screen equipment daily for continuous spells of an hour or more. It does not matter if they are full time office workers, remote employees working from home, or hybrid staff split between locations.
Why DSE Assessments Matter More Than Ever
With the widespread adoption of hybrid work models, the way we use workstations has changed. Employees are no longer sitting at the same dedicated desk five days a week. Instead, they might spend two days hot desking in a coworking hub, two days at home, and one day in a meeting room.
According to recent HSE statistics, musculoskeletal disorders continue to account for a significant percentage of all work related ill health cases in the UK, leading to millions of lost working days each year. Poor posture, improperly adjusted chairs, and poorly positioned screens are major contributors to these numbers. By conducting thorough DSE risk assessments, organisations can significantly reduce absenteeism, improve employee morale, and protect themselves from costly legal claims.
Who is Classified as a DSE User?
You must perform a DSE assessment for any worker who fits the definition of a DSE user. Generally, this includes anyone who:
- Uses a computer, laptop, tablet, or smartphone for an hour or more at a time.
- Has no choice but to use the equipment to do their job.
- Requires specific training or skills to use the DSE.
- Depends on DSE to carry out their daily duties.
If your team members regularly use laptops on the move or work from various locations, they are still covered by the regulations. Employers must ensure that all their working environments are safe and ergonomically sound.
Step by Step Guide to Conducting a DSE Assessment
Conducting a DSE assessment does not have to be overly complicated. You can break the process down into five clear steps.
1. Identify Who Needs an Assessment
Create a list of all employees who qualify as DSE users. Remember to include remote workers, hybrid staff, and anyone who regularly hot desks. If you are using flexible office solutions, you still hold the primary responsibility for your employees’ health and safety, though you can work with the space provider to ensure the physical furniture meets the required standards.
2. Provide a Self Assessment Checklist
For many organisations, the most efficient approach is to ask employees to complete a DSE self assessment checklist. This checklist guides the worker through their setup, asking questions about their chair, screen, keyboard, and environment. The HSE provides free templates that you can adapt for this purpose. If you want to explore high quality workspaces that are already designed with productivity and comfort in mind, you can look at lovely workspaces great for deep work or team meetups in west london.
3. Evaluate the Workstation Elements
Whether through a self assessment or an expert review, you must evaluate several key areas:
- The Screen: The top of the screen should be roughly at eye level and about an arm’s length away. The text must be easy to read, and the screen should be free from glare and reflections.
- The Keyboard and Mouse: There should be enough space in front of the keyboard to rest the hands and wrists. The mouse should be kept within easy reach to avoid overextending the arm.
- The Chair: The chair must be stable, with a five-star base, and fully adjustable in height and tilt. It should provide adequate support for the lower back (lumbar support).
- The Desk: The work surface must be large enough to accommodate the screen, keyboard, documents, and other necessary equipment. There must also be sufficient legroom underneath the desk.
- The Environment: Lighting should be adequate without causing glare on the screen. Temperature, noise levels, and ventilation should all be comfortable.
4. Resolve Identified Issues
Once the assessment is complete, you must take action to resolve any problems. This might involve providing additional equipment, such as a laptop stand, an external keyboard and mouse, a footrest, or a lumbar support cushion. If you are renting a serviced office, speak to the operator about adjusting or replacing the provided furniture. For a complete overview of how these spaces operate, read our guide on what is a serviced office your ultimate guide to flexible workspaces.
5. Review and Update Regularly
A DSE assessment is not a one-off task. You must review the assessment if:
- The workstation setup changes significantly (for example, if new furniture or software is introduced).
- The employee moves to a new workspace or starts working from home.
- The employee reports discomfort, pain, or a change in health status.
- You suspect the original assessment is no longer valid.
Managing DSE in Coworking and Serviced Offices
Many modern businesses choose to run their operations from flexible workspaces. While this offers incredible agility, it can raise questions about health and safety responsibilities. Legally, the employer always retains the duty of care for their staff. However, reputable workspace operators make this easy by providing high quality, ergonomic furniture as standard.
When choosing a flexible office, look for providers that offer adjustable chairs, spacious desks, and good lighting. If you are considering making the switch to a managed workspace, you can learn more about the fundamentals in our article on serviced offices in london the basics. Additionally, understanding how the industry is evolving can help you make better decisions for your team, as discussed in the future of office space adapting to change.
Encouraging Healthy Working Habits
Even the most ergonomic workstation in the world cannot prevent fatigue if an employee sits in the same position for hours on end. Employers should actively encourage healthy working habits alongside physical adjustments:
- Regular Breaks: Encourage staff to take short, frequent breaks away from their screens. A five minute break every hour is far more effective than a single thirty minute break after several hours of continuous work.
- Movement: Encourage employees to stand up, stretch, or walk around during their breaks. This helps stimulate blood circulation and reduces muscle tension.
- Eye Care: Remind staff to rest their eyes by looking at distant objects. Under UK law, employers must also provide and pay for eye tests for DSE users if they request them, as well as basic corrective appliances (like glasses) if they are needed specifically for DSE work.
Conclusion
Conducting a DSE workstation risk assessment is a straightforward yet powerful way to protect your team’s health and boost their productivity. By taking a proactive approach to ergonomics, you can prevent common workplace injuries, reduce absenteeism, and create a more comfortable, engaging environment for everyone. Whether you are setting up a permanent headquarters or booking meeting rooms for collaborative sessions, keeping ergonomics at the forefront of your workspace strategy is always a smart business decision. If you are looking for high quality spaces to bring your team together, take a look at our curated list of the 15 best meeting rooms to hire in london.
FAQ
Do UK employers have to pay for eye tests for DSE users?
Yes, under UK law, employers must provide and pay for a full eye and eyesight test for any employee who is classified as a DSE user, if they request one. If the test shows that they need special glasses specifically for their DSE work, the employer must also cover the cost of a basic pair of glasses.
Are hybrid and remote workers covered by DSE regulations?
Absolutely. The Health and Safety (Display Screen Equipment) Regulations 1992 apply to all workers who use DSE daily for continuous spells of an hour or more, regardless of whether they work in a company office, a coworking space, or from home. Employers must ensure that remote and hybrid workstations are properly assessed and safe.
How often should a DSE risk assessment be reviewed?
There is no fixed legal expiry date, but you should review a DSE assessment whenever there is a significant change to the workstation (such as new furniture, hardware, or software), if the employee moves to a new location (including a home office), or if the employee reports pain, discomfort, or a change in health.