Ergonomically Speaking — DSE in a global pandemic.
If you spend most of your time sitting at a desk interacting with a screen, you are officially Display Screen Equipment (DSE) user. And in a newly hybrid world it has never been more important.
In the modern office the majority of staff are well catered for. They have their own desk big enough for a personalisation, one or two large, clear, flicker free monitors, a headset for taking calls and a chair that supports their back and moves freely. The office will be well lit and well ventilated. The employer will have provided training and risk assessments usually through an online software and staff will have space and time to get up and move about. Perfect.
And then came the global pandemic.
March 2020 and the UK goes into its first lockdown and everyone who can work from home is encouraged to do so. Well-lit offices were swapped for kitchen tables, five-wheel office chairs for straight backed dining room ones. Shoulders hunched looking down on the tiny screens. It was temporary, or so everyone thought, normality was expected in a few months, so everyone was willing to suffer the inconveniences.
By April 2021 the UK was still in lockdown and, although there was a potential road map out (thanks to the NHS role out of vaccines) working at home, for some, has become the norm in some form.
The need for support and the right furniture and equipment is now more important for any employer with a duty of care to the employee. A natural reaction is provide staff with anything they request. But is this the best thing to do? How can you be sure it will support the staff members need? Is it a good use of resource? Are all staff being treated fairly and equally?
Like any business decision, its important to not make a knee jerk reaction. Stop, consider the evidence, seek guidance, and then act. So how do we do this with DSE? By methodically working through the following steps:
1. Ensure staff use the available resource to address their issues.
Most large organisations will have online training and guidance. Make staff use this first. Even the smallest of changes could make the biggest impact. Additionally, or if you don’t have the online support, the Health and Safety Executive (HSE) is a wonderful resource of excellent information for all DSE needs. They even have a separate section on homeworking guidance: https://www.hse.gov.uk/toolbox/workers/home.htm
2. Change the way staff work, if possible.
A staff member can follow good DSE guidance but may still face issues. Starting a conversation with their manager might help to provide some relief through job redesign. It could just be as simple as 10 minute breaks every hour, a different start or finish time to their working day or turning the camera off and standing during online meetings.
3. Keep it simple
Will small items help? A wrist rest for keyboard or mouse, a foot stool. These could be quick wins that could make a big difference. But if there is a need for new chairs and sit/stand desks…then best to follow point 4.
4. Seek medical advice
Employers have a duty of care to staff. It’s a good thing. But staff also have a duty of care to themselves. The back ache they’ve been experiencing could be down to their work environment, but it could also be something more serious. Remember correlation is not causation. Asking a medical professional could also support requests for additional support even if a return to the office is needed.
5. Check the set-up
Reading guidance is one thing, following it is another. As a DSE advisor I’ve spent time with staff to check individual set-ups. Staff revert to away of working, even if can lead to long term issues. Remotely checking set-ups is hard and should be left to those correctly trained in the process. Hopefully the organisation has a go-to department for this — if not then Access to Work, a UK government initiative, is a good start.
6. Consider the recommendations
Assessments might generate a wealth of recommendations and should be discussed with the employee. Remember they are recommendations and not absolutes, so it doesn’t mean everything needs to be purchased immediately. Maybe a vertical mouse will be the first purchase. Does that help. Is the rest of the equipment now needed? Maybe you need to add that split keyboard? As a manager the aim is to ensure the staff member is cared for but also manages costs for the organisation. It’s a difficult thing to balance but you’re a manager, that’s what managers do.
Conclusion
By taking time to address issues and provide a solution for the employee, and the business, will help avoid absenteeism, improve job satisfaction, make staff feel they are being treated equitably and fairly and benefit the business in the long run.
