WORK EQUIPMENT - SAFE SYSTEM OF WORK - WORKSTATION - 17.09.2018

Training staff to sit comfortably

A potential issue

Although desks and chairs are not the most hazardous pieces of work equipment, if staff don’t sit correctly, they can suffer from back, neck, arm and other medical complaints. You can help to avoid problems with our work equipment - safe system of work - workstation document (see The next step ).

The document is a training aid that highlights the potential issues with workstations and what steps should be taken to avoid the problems.

What about the law?

This is one instance where the law hasn’t kept up with technology or modern workplaces. If you read the Health and Safety (Display Screen Equipment) Regulations 1992 and the guidance that support them, you’ll see that much of it relates to a bygone era.

However, although it may be tempting to ignore them as they seem outdated, the regulations stand and must be adhered to.

How is the document set out?

We have set out the safe system of work in our standard format. This means that the first part provides space for you to add a photo or drawing of a traditional workstation. However, rather than using a stock picture, we have left it blank.

Tip. We suggest you insert a photo of a standard workstation that could be found in your offices. The photo should show how the desk, chair, computer, etc. should be set up.

Key instructions

The document includes six “Key instructions” . The first one is that a “Brief visual inspection should be completed on equipment prior to use to identify any potential defects. If any safety-critical defects are identified, these should be reported and the equipment should not be used” .

This may seem onerous but all we are really suggesting is that staff should be encouraged to check that everything is in good order and defects reported accordingly.

Note. This shifts the responsibility on to your staff and makes it clear that you are not prepared to check their chairs etc. for them.

Guidance

Next the form provides guidance in how to set up the chair and the working area. This includes stating that the chair provides support to the lower back and that there is a gap between the knee and the chair.

It also suggests that items such as the computer keyboard and mouse should be positioned so that they can be used without the individual having to stretch or reach for them.

Tip. Issue this document alongside display screen equipment - workstation assessment forms (see The next step ). This covers the training aspect required by law.

For a work equipment - safe system of work - workstation document and a display screen equipment - workstation assessment, visit http://tipsandadvice-healthandsafety.co.uk/download (HS 17.01.05).