DSE general workplace assessment checklist (for areas using New Ways of Working (NWoW)).

This assessment form is designed to be used by a DSE assessor to carry out a general workplace DSE assessmentin areas that have adopted NWoW. Together with the individual staff checklistand DSE e-learning module, this checklist completes the DSE risk assessment process for office space allocated for NWoW. For more information on the workstation risk assessment process see the DSE flowchart.

The general workplace assessment should cover all workstations (desks) where computers (including laptops) are used for a significant amount of time (for example traditional desks, sit/stand desks, focus booths, collaboration areas etc.). A single general assessment should be adequate for the whole zone occupied by the service, although if necessary additional assessments can be used.

Work area covered by this assessment
DSE assessor completing this assessment
Date of assessment
Is further action needed (*see action plan at the end of this document)?
Have all staff completed the e-learning DSE module within the last 12 months?

Work through the questionsbelow answering ‘yes’ or ‘no’ to each question. A ’no’ answer will require further action. Please make a note in the comments column and record actions taken in the action plan at the end of this document.

If individuals report concerns or have already identified issues or health conditions which have an impact on the individuals work, an individualself-assessment should be completed after the move to NWoW. Please also see the workstations risk assessment flow chart for more details.

1 Monitor / screen

Consider all monitors in the area being assessed when you answer these questions. Record information in the comments column if you answer ‘no’ to any of the questions.

Question / Yes / No / Advice / Comments
Are screens free from glare and reflections? / / You might need to move the screen or even the desk and/or shield the screen from the source of reflections.
Screens that use dark characters on a light background are less prone to glare and reflections.
Are adjustable window coverings provided and in adequate condition? / / Check that blinds work. Blinds with vertical slats can be more suitable than horizontal ones.
If these measures do not work, consider anti-glare screen filters as a last resort and seek specialist help.
Are separate height adjustable monitors available as necessary? / / / Monitor raisers may still be required by taller individuals. Ensure these are available for staff who need them. The top of the screen should be at eye level once the chair is correctly adjusted.

2Keyboards

Individual members of staff may have their own specific ergonomic keyboards. Consider all keyboards for general use in the area when answering these questions.

Are separate keyboardsavailable at each workstation and in good working order? / / This is a requirement, unless the task makes it impracticable (e.g. where there is a need to use a portable). With laptops, a separate keyboard should be available.
Is it possible to find a comfortable keying position? / / The workstation should have enough space to allow this.
Try pushing the display screen further back to create more room for the keyboard, hands and wrists.
Users of thick, raised keyboards may need a wrist rest.

3Mice or other input device

Individual members of staff may have their own specific ergonomic mice. Consider all mice (and other similar devices) for general use in the area when answering these questions.

Are separate mice or equivalent available at each workstation and in good working order. / / If the user is having problems, try a different device (Safety and Health Services can loan a range of ergonomic mice) Alternative devices such as touch screens may be better for some tasks (but can be worse for others).
Is there support for the device user’s wrist and forearm? / / Support can be gained from, for example, the desk surface or arm of a chair.
The user should be able to find a comfortable working position with the device.

4Software

Consider the software used by all staff in the area being assessed and if any issues or concerns have been reported.

Is the software being used suitable for the task? / / Software should help the user carry out the task, minimise stress and be user-friendly.
Check users have had appropriate training in using the software.

5Furniture (including chairs)

Consider all furniture in the area being assessed when answering these questions. Some individual members of staff may have their own specific chairs.

Is the work surface large enough for all the necessary equipment, papers etc? / / Create more room by moving printers, reference materials etc elsewhere.
If necessary, consider providing new power and telecoms sockets, so equipment can be moved.
Do staff understand how to use and adjust any sit/stand workstations in the area? / / / Advice on adjusting these desks may be needed. It is recommended the user alternates between sitting and standing to avoid prolonged static postures. Further information on sit/stand working can be found here.
Are surfaces free from glare and reflection? / / Consider mats or blotters to reduce reflections and glare.
Arethere enough suitable for each userin good working order? / / The chair may need repairing or replacing if the user is uncomfortable or cannot use the adjustment mechanisms.
Some chairs (e.g. Humanscale chairs) provided in NWoW areas do not have a height adjustable seat back as they are designed to adjust automatically to each individual user. This meets DSE requirements.
Do staff know how to adjust the chair to allow a comfortable working and good posture? / / The user should be able to carry out their work sitting comfortably.
E learning training can be found here andstaff DSE checklistswith details of the adjustments that should be made when sitting at a new desk should be displayed around the work area.
Are there an adequate number of footrests available for those who need them? / / If the individual’s feet are not flat on the floor once chair height is adjusted, a footrest may be needed.It is suggested a number of these are made available for staff to use as needed as there are likely to be staff in each area who require them.

6Environment

Is there enough room at workstations to change position and vary movement? / / Space is needed to move, stretch and fidget.
Consider reorganising the office layout and check for obstructions.
Cables should be tidy and not a trip or snag hazard.
Is the lighting suitable, e.g. not too bright or too dim to work comfortably? / / Users should be able to control light levels, e.g. by adjusting window blinds or light switches.
Consider shading or repositioning light sources or providing local lighting, e.g. desk lamps (but make sure lights don’t cause glare by reflecting off walls or other surfaces).
Does the air feel comfortable? / / VDUs and other equipment may dry the air.
Circulate fresh air if possible. Plants may help.
Consider a humidifier if discomfort is severe.
Are levels of heat comfortable? / / Can heating be better controlled? More ventilation or air-conditioning may be required if there is a lot of electronic equipment in the room. Or, can users be moved away from the heat source?
Are levels of noise comfortable? / / Consider moving sources of noise, e.g. printers, away from the user. If not, consider soundproofing.

Are there any other problems with the workspace? If so, record them here:

______

Action plan

Item / comments / Who / Date completed