Computers

Setting up the workstation safely

There are simple steps that can be taken to stay healthy while working with a computer.  

Under the Display Screen Equipment (DSE) regulations, employers must minimise the risks of working with computers by making sure that workplaces are well designed and that workers know how to reduce risks.

Employers must:

• carry out a risk assessment of the workstation;
• provide properly set up computer workstations;
• organise your work so that health and safety risks are minimised;
• provide training, information and guidance to computer users;
• provide a free eye and eyesight test and pay for glasses if they are needed for DSE work.

You can reduce the risk of injuries by:

• using your workstation correctly;
• taking regular breaks from the screen. A 5-10 minute break after 50-60 minutes continuous screen work is likely to be better than a 15-20 minute break every two hours.
• adjusting your chair height to fit your workstation;
• reporting any injuries, such as eye strain or pain in the hands, arms or neck.

Computer screens (visual displays/monitors)

Problems caused by computer screens – also called visual display units (VDUs), monitors or display screen equipment (DSE) – are usually the result of improper use, rather than the screen itself.

There is no evidence that screens damage eyes, but long periods of working at a computer screen can cause discomfort. You must ensure the size of text and images on the screen are the right size for you and take regular breaks.

Injuries caused by working with computers

If your workstation is not set up properly, you may suffer from headaches caused by screen glare or bad posture.

Work-related upper limb disorders (WRULDs) – also called repetitive strain injury (RSI) – occur when computer users get aches, pains and disorders after long periods of working with a computer. Increasing use of mobile devices and PDAs can lead to poor posture and positioning and in turn, aches and pains.

Laptop computers

Some jobs require employees to use computers outside of the office, so a laptop computer may be provided. Because of their small size it can be hard to establish a good fit between the worker and the laptop. This makes it more difficult to maintain good posture.

Carrying a laptop also increases back injuries and the risk of attack and theft, so it’s better to use a desktop computer or a docked laptop whenever possible.

What can your employer do?

All employers have a duty to ensure the health, safety and welfare at work of their employees under the Health and Safety at Work Act.

The Display Screen Equipment regulations also require employers to perform a suitable risk assessment of computers – even for flexible and home workers – and take steps to control risks. 

Your employer is responsible for the way your workstation is set up. They must make sure that the minimum requirements are met, which cover the equipment (screen, keyboard and chair), the working environment (lighting, leg room and window covering to reduce glare on the screen), and the software used, which must be appropriate for the task.
Your employer should also provide you with training to help you to adjust the height and angle of your screen and your chair. If you get aches or pains while at your desk you should tell your supervisor and/or your UNISON representative.

Legal disclaimer 

The information contained within this article is not a complete or final statement of the law and is based on the laws of England, Wales, Scotland and Northern Ireland. 

While UNISON has sought to ensure that the information is accurate and up to date, it is not responsible and will not be held liable for any inaccuracies and their consequences, including any loss arising from relying on this information. If you are a UNISON member with a legal problem, please contact your branch or region as soon as possible for advice, or for non-employment matters call UNISONdirect.