Desktop Dangers

Read this carefully, but don’t forget to blink! Ashley Hoadley of Darwin Clayton reminds bosses, and everyone who uses a computer at work, about the risks and duties associated with the screens on our desktops.

Are you sitting comfortably? Good. Let’s assume you are, but please don’t make similar assumptions about your employees.

The chances are at least some run a real risk of injury simply because they work at a desk in front of a screen. Repetitive motion when using a keyboard and poor posture can lead to a range of musculo-skeletal injuries, which are the most frequent cause of lost work time in the UK.

These conditions are not trivial. They include carpal tunnel syndrome, tenosynovitis, and lower and upper back pain, which can be debilitating – for the business as well as the individual.

If that’s not got your attention, then please remember that the law places a duty of care on employers. The Display Screen Equipment Regulations were introduced in the UK in 1992 to implement an EU Directive.

They’re not particularly onerous. Here’s a quick overview of the legal requirements and the best practice you should follow to manage these risks.

The first requirement is to carry out assessments for everyone whose work requires them to use display screen equipment (DSE).

That assessment should cover five factors:

• The task itself – how much time is spent on screen daily, frequency of screen breaks, intensity of keyboard and mouse use, etc?
• The equipment – what type of screen, keyboard and mouse; is the screen clearly legible and adjustable for brightness, contrast?
• The furniture – is there enough space to adjust the layout of equipment, can the chair be adjusted for height, back support, tilt, seat depth and thigh support?
• The environment – are the lighting, temperature and humidity conducive to comfortable working?
• The individual – is the person very tall or short, or do they have a medical condition that may require special provision?

These assessments should be reviewed periodically, when there’s a change in work activity or the workstation, and for a new employee (and temps).

Training is also required so staff are aware how to use the equipment correctly and arrange their workstation. They should also be informed of your policies on eyesight tests, rest breaks, etc.

To minimise the risks to staff, follow sound ergonomic principles when choosing equipment and designing workstations.

For seating, the essential requirements are well known. Remember, forearms should be horizontal when typing. Users need a footrest if they cannot sit with their feet flat on the floor. Go for seats with five castors for maximum stability. A gap of about two fingers’ width between the front of the seat and back of the knee gives the thighs optimal support. The seat should tilt to provide consistent support in different positions.

Desks should be large enough to accommodate all the necessary equipment and documents, with adequate legroom underneath. A very tall employee might need a height-adjustable desk. Consider left-right handedness, telephone positioning and the need for headsets.

Display screens need to be adjustable for height, as well as brightness and contrast, and flicker-free. An arm’s length distance is best. Laptops should be mounted on risers, with a detachable keyboard and mouse.

Having read this far, how long is it since your last screen break? At least five minutes in every hour is recommended, rising to 15 every two hours. But this time can include other tasks.

Research shows that decent screens in themselves don’t cause eyesight problems. But some people will suffer due to environmental conditions or pre-existing eyesight problems.

If a user asks, you should pay for an eyesight test – and for corrective glasses if they prove necessary to do the job.

If that made you blink – good! Blinking and focusing on objects away from the screen help counteract soreness due to dry eyes.

Published in Tomorrow’s Cleaning – March 2015