Key issues and solutions when performing Display Screen Equipment (computer based) tasks at home
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In line with the recent Covid-19 crisis, there has been a significant rise in the number of workers performing DSE tasks for sustained periods at home. Many have been working from home for the first time and have competing challenges and concerns such as the need to balance home schooling with job demands. However, there can also be positive effects from working at home including reduction in commute time and increased efficiency.
Achieving optimal set up of the home work environment for sustained DSE task performance is essential to control DSE related risk factors in line with health and safety regulatory requirements including the UK Health and Safety (Display Screen Equipment) Regulations 1992 (amended 2002). These regulations also specify that employers adequately train staff on DSE use and task performance and ensure they have undergone an appropriate assessment. There is a common misconception during the Covid-19 crisis that adequate assessment, training, provision of appropriate DSE related equipment and control of relevant risk factors is not required as it is considered a “temporary” arrangement. However, many employee’s during the Covid-19 crisis have now been working from home for several hours a day, over a period of weeks and months, which indicates they would be considered as a “DSE user” under the DSE regulations. Therefore, the requirement for provision of appropriate assessments, training, equipment and control measures under the DSE, and relevant health and safety, regulations, would be applicable to the home work environment.
Ergability are specialists in providing DSE risk management solutions to all organisations ensuring they not only satisfy regulatory obligations but optimise health, safety and task performance. We’re always happy to discuss DSE risk management requirements and further information on our DSE user training / assessments and assessor training can easily be found on our website.
In line with best practice guidelines, we recommend that all individuals who perform DSE tasks as a significant part of their role undergo appropriate training and a complete a context specific risk assessment. Although DSE related risks are specific to each individual case, there are often common issues that arise in the home working environment. While this is not an exhaustive list, here are some key issues and potential solutions for consideration :
Seating
Issues
Often workers are sitting on dining chairs, sofas or poorly designed seating that lacks appropriate support and / or adjustability. This can contribute to poor postures and increase risk of discomfort, reduced task performance and even musculoskeletal disorders.
Solutions
Any seat should be comfortable, supportive and allow optimal set up in line with desk height, input devices positioning and screen height. In the majority of cases, a minimum requirement is for the seat to be adjustable in height and backrest tilt. Furthermore, the seat should be stable, comfortable and easy to move in line with minimum requirements specified in the UK Health and Safety (Display Screen Equipment) Regulations 1992 (amended 2002). Enhanced seat adjustability, cushioning and support that exceeds these minimum chair requirements will often be more beneficial in mitigating relevant DSE risk factors.
DSE users should avoid sitting on uncomfortable chairs that lack appropriate adjustability for sustained periods. While cushions may enhance the comfort of dining chairs they should only be considered as a short term solution until a DSE user can obtain an appropriate alternative chair that ideally satisfies the minimum requirements as specified in the DSE regulations. In most situations, this is an office chair with 5 wheels, sufficiently height adjustable gas stem, adequate cushioning and backrest tilt functionality. The size and design of the chair will need further consideration for certain users e.g. large / small and / or those with a health condition. Often a chair that exceeds the minimum requirements will provide greater comfort and support.
Desk
Issues
Individuals will often position a laptop or computer screen on a dining table, their laps or other inappropriate fixed height table e.g coffee table. In certain situations, the thickness of dining tables does not allow optimal height adjustment for the chair. Furthermore, dining tables are often 76 cm or greater in height which necessitates additional foot and leg support in a significant proportion of the population. Furthermore, performing DSE tasks while sitting at a dining table on a dining chair results in the need to excessively elevate the upper limbs which can case soft tissue and neuromuscular compromise. Individuals are also performing DSE tasks in standing on surfaces such as kitchen tables and ironing boards which don’t allow adequate positioning of equipment relative to an individuals stature, have insufficient space and / or are unstable.
Solutions
Ensure the individual has access to an appropriate desk in line with equipment utilised and task demands. For most individuals, the height of a seated desk in the range of approximately 70-73 cm is appropriate although a higher desk may be required for certain individuals. If necessary, certain individuals may require a foot rest to enhance leg support . The depth and width of the desk should consider equipment and task requirements, should be stable and there should be no under desk obstructions. Furthermore, ensure the chair can be raised sufficiently so the underside of the elbows are just above desk height when the elbow is positioned at 90 degrees and the upper arm is in line with the torso. This elbow position relative to the desk should also apply in standing e.g. when using standing desks and / or on desk sit-stand modifications. Adjusting the standing desk height is likely in most situations due to variations in individuals stature.
Visibility - screen and character size
Issues
Quite often individuals are working directly from laptop screens, or even larger separate screens, with the font, zoom and / or display setting resulting in characters being too small. This issue can be compounded by concurrent use of multiple applications on a single screen. Characters that are too small increase the risk of eye strain and unnecessary postural maladaptation’s to view the screen e.g. forward leaning to reduce viewing distance.
Solutions
While there is no gold standard for screen or font size, during sustained DSE task performance the majority of characters on the screen should ideally be approximately 4-5 mm in height. Initially, you should adjust zoom and / or display setting to increase character size. If necessary, consider obtaining a larger screen and / or working from two screens (e.g. laptop and desktop screen) which increases task efficiency and prevent the need for increased input device (keyboard and mouse) use when opening, closing and moving applications. Also, ensure the DSE user has access to screen cleaning products to keep the screen clear. Furthermore, avoid excessive screen time outside of work if performing DSE tasks for a significant proportion of working time.
Ensure DSE users undergo an eye test if they’re experiencing any issues related to visual strain or compromise. Corrective eyewear for DSE task performance may be required in line with task demands and visual capacity. Regularly (every 15-20 minutes) looking away from the screen for a minute or so during sustained DSE task performance can also reduce visual strain. Try to plan your work routines to incorporate regular screen breaks.
Screen - positioning
Issues
Often screens are positioned too low e.g. working directly from a laptop which can increase postural maladaptation’s such as excessive forward leaning.
Solutions
Use a static or dynamic laptop and / or desktop screen riser to ensure the top 1/3rd of the screen is positioned in line with optimised seated or standing eye level. Ensure any riser is stable and doesn’t present additional risks.
Lighting - brightness, glare and reflectance
Issues
Traditional single bulb overhead lighting can provide inadequate lighting for sustained DSE task performance. Conversely, certain lighting e.g. multiple down lights in series can result in excessive brightness and glare. Poorly filtered external light from windows can also be a source of excessive brightness and glare. These issues can be compounded by reflectance from internal sources e.g. screen, desk, walls and keyboard and positioning of DSE relative to external (windows) and internal light sources. Poor lighting can cause eye strain, headaches and impede task performance.
Solutions
If light levels are too low, consider repositioning the workstation and / or using additional task lighting such as a desk lamp. If there is excessive brightness, glare and / or reflectance, consider the following options:
Reposition DSE equipment and workstation so that light sources are not too bright, within line of sight and / or causing glare / reflectance. Adequately filter external light e.g. with blinds. Where possible, position the DSE workstation so that external light is coming from either side as opposed to in front or behind of the DSE.
Adjust screen tilt to minimise reflectance.
Ensure the screen is kept clean and free of dust, markings etc.
Adjust the brightness, colour and contrast settings on the screen to optimise visibility.
Laptop, tablet and smartphone use
Issues
Many individuals are now working directly from their laptops for extended periods. This reinforces the risk of poor upper limb, spine and neck posture. As previously stated, the size of the laptop screen, and subsequent character size, further increases the risk of poor posture and visual strain. These risks are also prevalent for sustained tablet or smartphone use.
Solutions
Avoid working directly from a laptop for sustained periods. Adequately elevate the laptop screen in line with recommendations specified in the Screen - height and positioning section. There are many laptop risers on the market and ensure you use one that elevates the screen to the appropriate height. A separate keyboard and keyboard and mouse is also required when working from an elevated laptop. Ensure the laptop is positioned on an appropriate desk. Minimise sustained tablet and / or mobile use and consider using a tablet stand / holder.
Work organisation e.g. workload management
Issues
It can be difficult to manage workload demands and / or balance competing work / life priorities which can impact on physical and mental health. However, if managed correctly, studies have shown individuals can be more productive in the home work environment.
Solutions
Where possible, perform DSE tasks in a peaceful area away from distractions. Noise cancelling headphones can be beneficial. Ensure workload targets are achievable and set clear goals delineating work performance and personal time. If necessary, report concerns with workload demands. DSE user should maintain regular contact with their employer and work colleagues to avoid a feeling of isolation when working from home. Additional strategies to enhance mental health should also be considered including, but limited to, exercise, meditation, a good diet and quality social interaction outside of work.
Static postures
Issues
Sustained static postures during DSE task performance, including sitting or standing, and inactivity have a detrimental impact on health and wellbeing.
Solutions
Take frequent and regular breaks from DSE task performance. Significant postural changes should occur every 15-30 minutes e.g. performing gentle exercises and / or walking short distances for 1-2 minutes. You will return to DSE task performance feeling more refreshed and productive after regular postural breaks. There are many computer, smartphone and / or smartwatch applications that help to facilitate these postural changes with reminders, alerts etc. Where possible e.g. if you have access to a standing desk or on desk modification, regularly alternate between standing and sitting desk performance. Also, consider the amount of exercise you do outside of DSE task performance to mitigate the detrimental effects of sedentary activity. The type, duration and intensity level of exercise is important and you can find further advice here. Consult your GP if you have any individual concerns about exercise in line with your current health status.
We trust the above information is beneficial and please feel free to contact us at info@ergability.com or call +44 (0)333 355 4184 for any further advice on optimising DSE risk management.