How to ensure health and safety for employees using computers

Checklist

  1. 1 Include computer workstations and employees who work with computers in your overall health and safety risk assessment process.
  2. 2 Ensure that your assessment includes all computer users, including homeworkers; consider visiting home offices or asking for self-assessments.
  3. 3 Check that furniture is comfortable and suitable: for example, an adjustable chair and a desk with adequate space.
  4. 4 Provide suitable computer equipment that can be used without straining: for example, a large, clear and adjustable display screen. Assess and control the risks associated with the use of mobile equipment (such as tablet and laptop computers): for example, by providing lightweight computers and training in manual handling. Consider whether the provision of such equipment places employees at greater risk of assault and robbery.
  5. 5 Ensure that there is adequate lighting, while at the same time the screen is free from glare.
  6. 6 Check other aspects of the working environment: for example, temperature, humidity and noise.
  7. 7 Look at what job is being done, and how different tasks affect the computer user: for example, repetitive data entry..
  8. 8 Take into account any special needs individuals may have.
  9. 9 Train employees to understand the health and safety risks and how they can look after themselves.
  10. 10 Make sure that employees know how to adjust and use their workstation so that they have the right posture and technique.
  11. 11 Ensure users take regular breaks away from the computer: for example, by spending time working on other tasks, or taking rest breaks.
  12. 12 Provide eye tests on request; if necessary, provide glasses to users who need them for working at their computers.
  13. 13 Look out for symptoms of computer-related problems, such as headaches, back ache, repetitive strain injury or other upper limb disorders.
  14. 14 Involve employees in health and safety: for example, ask them to assess their own workstations, and to report any health problems.

Cardinal rules

Do:

  • carry out risk assessments whenever you introduce new equipment or furniture
  • train employees to adjust their workstations to suit themselves
  • encourage employees to get involved in health and safety
  • keep records of risk assessments and other steps you take to manage health and safety

Don't:

  • allow employees to work for long periods at a computer without a break
  • assume different jobs present the same risks
  • forget computers used outside the office