It pays to focus on computer-screen rules

It pays to focus on computer-screen rules

Almost everyone knows that there are health and safety rules about office workers’ use of computers, but few know in detail what these rules are.

In the UK, the 1992 Display Screen Equipment regulations are designed to reduce eyestrain, upper-limb problems and repetitive-strain injury among users– defined in the rules as anyone who normally works on display-screen equipment for more than an hour a day without a break.

The importance of risk assessments

Employers must designate properly trained line managers to conduct risk assessments. They should make sure that the display screen is free from reflection and glare and has proper brightness and contrast controls. The screen image should not flicker. Characters on the screen should be well defined and there should be enough space between individual characters and lines of text. Lighting must be adequate for all tasks. This may mean that some users need desk lamps.

The keyboard should be separate from the screen and have an adjustable tilt so the user can get it into the most comfortable position. There should be enough space in front of the keyboard to support the wrists. The chair should be stable and allow the user freedom of movement. The seat and backrest height, and backrest angle, should be adjustable. A footrest should normally be provided if the user or risk assessor asks for one.

The desk should be the right height, and large enough to allow work equipment to be arranged flexibly and comfortably. The user’s comfort should not be impeded by clutter under the desk.

All users are entitled to a vision-screening test by a competent person. This can be someone inside the firm who has been trained in the necessary skills. Employees who fail the vision-screening test should be referred to an optician for a full eye test. The employer should pay for this, and for the basic cost of frame and lenses for staff prescribed spectacles specifically for use with display-screen equipment. Of course, the employer does not have to pay for extras such as designer frames, tinted lenses or bifocals.

The regulations require employers to provide users with suitable and sufficient training for them to reduce the risks to their health and safety. In practice, the manager can achieve this by involving users in the risk assessment and training them in safe work systems.

It is good practice for users to take a five to ten-minute break after 50-60 minutes of continuous screen work. These breaks do not have to consist of non-work activity, however. Taking a telephone call or dealing with a member of the public, for example, can count as a “screen break”.

The growing popularity of working from home

Most of these regulations apply not only to office-based workers, but also to those who work from home. More than two million people now work mainly from home in Britain. Ailing transport systems, the high costs of office space, the quest for better work-life balance and a better chance of attracting and retaining good employees are all reasons for employers and employees to embrace flexible working. Moreover, surveys show increased productivity among people who work from home.

However, both employers and teleworkers must agree on how they will regulate the work that they do, in order to ensure that the arrangements operate properly. The Department of Trade and Industry has launched a document, agreed by the Confederation of British Industry, the Trades Union Congress and local-authority employers, giving advice on the practical issues.

An employee cannot be compelled to telework, unless this is provided for in his or her contract. If telework is not part of the initial job description, the decision to pass to telework can usually be reversed by the individual or by collective agreement.

Teleworkers benefit from the same rights as comparable workers at the employer’s premises. However, special agreements may be needed on, for example, working hours, expenses and equipment provision, because of the peculiarities of telework.

Staff who use their homes for working have a right to privacy out-of-hours,and to be able to separate their working and home lives. Times when they can or cannot be contacted on work issues should be agreed. If any kind of monitoring system is put in place, it should be proportionate to the objective and made known to the teleworker.

The teleworker’s workload and performance standards should be equivalent to those of comparable workers at the employer’s premises. Teleworkers should have the same access to training and career-development opportunities,and the same collective rights, as other workers.

Installation and maintenance of equipment

The employer is responsible for providing, installing and maintaining any equipment necessary – unless teleworkers use their own equipment –and for providing appropriate technical support. Teleworkers should be compensated for any costs directly caused by the work.

The occupational health and safety of teleworkers and others who may be affected – such as family members and visitors – is also the employer’s responsibility. Employers must carry out a risk assessment at the worker’s home.

The employer must inform the teleworker of all company rules on data protection, and the teleworker must comply with them.

Mike PittEmployment-law partner at UK solicitors Pearson Hinchliffe, Oldham, UK