In the context of Display Screen Equipment (DSE) workstation assessments, it is essential to address the range of hazards that can affect employee health and wellbeing. These hazards can be broadly categorised into four key areas: physical, biological, mental, and environmental. Understanding these risks and taking a proactive approach to mitigate them is crucial for creating a healthier and safer workplace.

Addressing these hazards through thorough DSE workstation assessments is vital for both the physical and mental wellbeing of employees, as well as enhancing productivity and reducing employee turnover. This holistic approach to DSE workstation setup goes beyond reviewing the physical setup; it considers how factors such as the type of work employees perform, their environment, the equipment they use, and their psychological and physical wellbeing interact to impact their overall health. By addressing physical, mental, and environmental risks, this approach fosters a healthier, more productive workplace. Proactively managing these risks enables organisations to create a supportive, efficient environment, ultimately leading to a more engaged, healthy, and productive workforce.

The Holistic Assessment Approach

For example, the nature of the job—how much time employees spend in front of a screen and the tasks they perform—can affect their posture and comfort. Similarly, environmental factors such as lighting, noise, and air quality influence both their ability to concentrate and their physical wellbeing. The equipment, including desks, chairs, and screens, plays a pivotal role in preventing physical discomfort, particularly when not set up correctly.

However, it’s not just the physical setup that matters. Employees’ mental wellbeing, including factors like stress and job satisfaction, can influence their physical health. Likewise, pre-existing injuries or fatigue can affect how they interact with their workstation, increasing the risk of musculoskeletal issues. A stressed or fatigued employee may also be less likely to follow ergonomic best practices, further contributing to discomfort. By considering all of these factors—work, tasks being carried out, environment, equipment, psychology, and physiology—employers can take a more holistic approach to employee wellbeing. This balanced strategy fosters a safer, more productive workplace where employees can thrive both physically and mentally.

1. Physical Hazards

What Are They?

Physical hazards in a DSE assessment pertain to bodily harm or discomfort caused by poor ergonomics, workstation setup, or tasks that involve repetitive or awkward movements. These hazards can lead to musculoskeletal disorders (MSDs) and other long-term physical issues.

Examples of Physical Hazards in DSE Workstations:

• Poor Posture at the Workstation: One of the most common physical hazards is poor posture, which can result in chronic back and neck pain. Incorrect chair height or lack of lumbar support can significantly impact an employee’s comfort, leading to discomfort, decreased productivity, and long-term health problems.
• Repetitive or Awkward Movements: Repetitive motions, such as twisting the wrists, reaching for a mouse, or straining the neck while looking at the screen from poor angles, can lead to injuries like carpal tunnel syndrome, tendonitis, or neck and shoulder strain.
• Manual Handling: While manual handling is not always associated with DSE workstation setups, it is relevant to the office environment. Tasks such as moving office supplies, lifting boxes, or repositioning filing cabinets can put employees at risk of musculoskeletal injuries, especially to the back, shoulders, and wrists. Ensuring proper techniques are used during these tasks is essential to preventing injury. It is important for employees to undergo regular, up-to-date manual handling training, ensuring that even when interacting with office furniture and equipment, ergonomic principles are applied to reduce the risk of injury.

Holistic Considerations

When evaluating physical hazards, it is crucial to consider not just the workstation layout but also how psychological factors, such as stress, influence physical health. Stress can lead to muscle tension, sleep disturbances, fewer work breaks, reduced physical activity, and poorer eating habits, all of which increase the risk of musculoskeletal issues. A stressed employee may also adopt poor posture, further contributing to discomfort and injury. By addressing both physical and mental health hazards, employers can reduce the risk of musculoskeletal injuries in office environments and help lower rates of sick leave.

2. Biological Hazards

What Are They?

Biological hazards refer to the risk of exposure to bacteria, viruses, and other pathogens that can lead to illness.

Examples in DSE Workstations:

• Shared Equipment: Items like keyboards, mouse devices, and headsets in office environments can become breeding grounds for bacteria and viruses. Insufficient cleaning practices increase the risk of illness, such as the common cold or flu. Regular cleaning of shared equipment, along with good hand hygiene practices, can significantly reduce the risk of transmission.

Holistic Considerations

Working in an environment perceived as unclean or unhygienic can heighten stress and anxiety, negatively impacting mental health. Additionally, exposure to pathogens can lead to fatigue, increased absenteeism, and reduced productivity. Addressing biological hazards can help reduce absenteeism and sick leave in the workplace.

3. Mental Hazards

What Are They?

Mental hazards, or psychological hazards, encompass factors that affect employees’ emotional, psychological, and mental wellbeing. These risks can lead to stress, burnout, anxiety, and other mental health challenges that ultimately impact both personal health and professional performance.

Examples of Mental Hazards in DSE Workstations:

• Workload: An excessive or unrealistic workload can cause stress, burnout, and anxiety, leading to decreased focus, productivity, and job satisfaction.
• Lack of Autonomy: Employees who have little control over their daily responsibilities may feel frustrated and stressed, leading to mental strain and physical discomfort.
• Job Insecurity: Fear of losing a job can cause anxiety, sleep disturbances, and difficulty concentrating, further leading to burnout and lower morale.
• Bullying and Harassment: Workplace bullying can severely affect an employee’s mental wellbeing, leading to stress, anxiety, depression, and disengagement.
• Lack of Support or Recognition: Feeling unsupported or undervalued in the workplace can lead to mental distress, frustration, and mental exhaustion.
• Unclear Expectations: Employees unsure of their job role or performance expectations can experience anxiety, which negatively impacts both their mental health and productivity.
• Poor Work-Life Balance: An inability to disconnect from work, especially in remote environments, can lead to burnout and physical health issues over time.
• Lack of Breaks: Failing to take regular breaks can lead to both mental and physical fatigue. Without time to rest and recharge, employees may experience increased stress, reduced focus, and mental exhaustion, which can also contribute to musculoskeletal problems and eye strain. Regular breaks are essential for maintaining mental clarity, physical wellbeing, and eye health throughout the workday.
• External Stressors: Personal challenges such as financial difficulties, family pressures, health concerns, or major life changes can contribute to workplace stress, reducing concentration, resilience, and overall wellbeing. While employers may not have direct control over these factors, providing supportive policies—such as flexible working arrangements or employee assistance programmes—can help mitigate their impact.

Holistic Considerations

Mental health hazards can impact physical health. Chronic stress, for example, can lead to issues such as high blood pressure, sleep problems, and musculoskeletal pain, including back and neck discomfort. Employees suffering from chronic stress or burnout may also be more prone to slouching or adopting poor posture, which can worsen musculoskeletal issues. The constant muscle tension, especially in the neck, shoulders, and back, can exacerbate pain and stiffness. Over time, this physical strain can impair posture and increase the risk of long-term musculoskeletal problems. Addressing these mental health hazards through a holistic approach to DSE workstation assessments not only improves employee physical health but also boosts productivity and reduces presenteeism.

4. Environmental Hazards

What Are They?

Environmental hazards refer to external factors in the workplace that affect an employee’s comfort, safety, and overall wellbeing. These can have significant physical, mental, and emotional impacts.

Examples of Environmental Hazards in DSE Workstations:

• Noise: High noise levels in office environments can disrupt concentration, leading to mental fatigue, stress, and decreased productivity.
• Temperature: Extreme temperatures—whether too hot or too cold—can cause discomfort, fatigue, and physical strain, reducing cognitive function and productivity.
• Poor Air Quality and Ventilation: Insufficient airflow or exposure to airborne pollutants can cause respiratory problems, facilitate the spread of airborne viruses, and potentially lead to illness. This can result in decreased concentration, reduced productivity, and increased sick leave, particularly in high-density office spaces.
• Slips and Trips: Poorly maintained walkways or slippery surfaces can cause physical injuries such as sprains or fractures.
• Lighting: Insufficient or harsh lighting can cause eye strain, headaches, and general discomfort. Improper lighting can also lead to poor posture, further contributing to physical strain.
• Glare and Flicker: Glare from screens or overhead lighting can impair focus and cause headaches. Flickering lights can lead to dizziness and discomfort.

Ergonomic adjustments can also help mitigate some environmental issues, such as poor lighting and excessive noise. For example, optimising the workstation layout can reduce glare from screens, which in turn helps prevent eye strain caused by improper lighting. Additionally, positioning workstations away from high-traffic areas or sources of loud noise can create a quieter, more focused environment, enhancing both physical comfort and mental wellbeing.

Holistic Considerations:

Environmental hazards can cause both physical discomfort and mental strain. For example, noise can reduce focus and cause stress, while poor air quality can lead to fatigue, affecting overall wellbeing.

The Holistic Approach to DSE Workstation Assessments

A holistic DSE workstation assessment considers not just the immediate physical environment but also the psychological and physiological states of employees. By integrating job tasks, the work environment, equipment, and employees’ psychological and physiological factors, employers can create a supportive, healthy workplace. Improving physical and mental wellbeing through ergonomic assessments leads to a reduction in presenteeism and absenteeism.

Conclusion

Adopting a holistic approach to DSE workstation assessments enables organisations to identify and mitigate physical, biological, mental, and environmental hazards effectively. By considering all aspects—job tasks, environment, equipment, and employee wellbeing—employers can create a balanced, healthy workspace where employees thrive. This approach not only reduces injuries, absenteeism but also creates a workplace culture where employees feel valued, supported, and empowered to perform at their best. It enhances both physical and mental wellbeing, decreases presenteeism, and reduces sick leave. When employees are pain-free and engaged, it leads to improved productivity, contributing to a healthier and more efficient environment.

If you want to proactively improve employee health and wellbeing, consider enrolling in our CIEHF-accredited DSE Assessor course. A trained assessor can help your organisation create a healthier, more productive workplace.