Quick answer
Identify relevant DSE users, assess their complete workstation and work routine, resolve identified risks and check the result. Include equipment, furniture, environment and individual needs. A submitted checklist or software score is not the completed assessment.
Why the screen is only part of the assessment
A suitable screen cannot compensate for a poorly arranged chair, restricted workspace or unsuitable work routine. HSE’s DSE overview describes relevant users as people using DSE daily for continuous periods of an hour or more.
Check the applicable rules for the work. For NI, HSENI explains the separate NI DSE regulations, including home and hybrid use.
Assess the person, setup and task together
Use the official HSE workstation checklist as a practical tool, with suitable instruction for the user.
| Area | What to examine | Useful action question |
|---|---|---|
| Chair and working position | Support, adjustment, reach and comfort. | Can the person use a sustainable working position? |
| Input devices and workspace | Keyboard, pointing device, documents and space. | Can the task be done without avoidable awkward reaching? |
| Screen and lighting | Readability, position, glare and reflections. | What adjustment or environmental change is needed? |
| Work routine | Length and pattern of screen work. | How will breaks or different activity be arranged? |
| Individual needs | Reported difficulty, discomfort or other relevant requirements. | Is competent or occupational-health advice needed? |
Review the responses and close the actions
HSE’s assessment guidance says a trained assessor should review user results, resolve doubtful points, give feedback and ensure problems are corrected. Software can support the process; it is not an assessment on its own.
Record the problem, agreed action, owner and follow-up. Check the setup after changes and ask the user whether the issue has been resolved. Review for a new user or workstation, relevant changes, or reported pain or discomfort.
Include work routine and requested eye tests
Plan breaks or changes of activity for DSE users. HSE’s break guidance favours suitable short, frequent interruptions and explains that no single legal interval covers every job.
Under the GB guidance, an employer must arrange and pay for a requested DSE-user eye test. HSE’s eye-test guidance distinguishes special corrective appliances needed for DSE from ordinary prescription glasses. Explain the actual request and reimbursement arrangement to users.
Example: a hybrid assessment needs two sets of evidence
A worker’s office setup is suitable, but they use a laptop differently at home. The assessor reviews both situations rather than copying the office result. The agreed actions address the home setup and work routine, with feedback and a follow-up check.
HSE’s home DSE guidance says the assessment should cover both locations where used. Necessary assessment-led action cannot simply be passed to the worker as a personal purchase.
Common mistakes
- Accepting an all-green software result without resolving uncertainty.
- Giving generic posture advice while leaving the identified equipment problem.
- Assuming the same setup works for every person.
- Closing the assessment before actions have been checked.
Next steps
Identify the DSE users and work locations, arrange the assessment and assign each unresolved action. Use a trained review and follow-up to confirm the resulting setup works for the individual.
Use the official DSE workstation checklist — The official tool helps assess a real workstation; trained review and action closure are still necessary.