Hot Desking and DSE –

Hot desking has changed the way many UK offices operate.

Instead of having a permanently allocated desk, employees may use whichever workstation is available when they arrive. Hybrid workers might use one desk at home, another at their employer’s office and perhaps a completely different workstation later in the week.

This can make efficient use of office space, but it creates an important Display Screen Equipment (DSE) issue.

A workstation that was comfortable for the person using it yesterday may be completely unsuitable for the person sitting there today.

So who is responsible for making sure a hot desk is set up correctly?

Hot Desking Doesn’t Remove DSE Responsibilities

Employers still need to manage DSE risks where employees are classed as DSE users.

Changing from permanently allocated desks to hot desking doesn’t remove those responsibilities.

In fact, shared workstations can make good DSE management more important because employees may regularly encounter chairs, screens and other equipment that have been adjusted by somebody else.

The workstation might be capable of providing a suitable setup, but that doesn’t mean it will automatically be correctly adjusted for each new user.

Why Can Hot Desks Create DSE Problems?

Imagine two employees sharing the same workstation.

One is considerably taller than the other.

The first employee adjusts the chair, monitor and other equipment to suit their height and working position.

The following morning, the second employee sits down and starts work without changing anything.

They may spend several hours working at a workstation configured for somebody with completely different requirements.

Potential problems can involve:

• Chair height.
• Back support.
• Screen height.
• Screen distance.
• Keyboard position.
• Mouse position.
• Desk layout.
• Foot support.
• Lighting and glare.

The equipment may be perfectly serviceable.

The problem is that it hasn’t been adjusted for the person currently using it.

Employees Need to Know How to Adjust Their Chair

Providing an adjustable chair is only useful if employees understand how to adjust it.

Hot-desk users should know how to make basic changes before beginning prolonged computer work.

This can include adjusting the seat height and backrest to achieve a comfortable working position.

Employees shouldn’t assume the chair must be left exactly as they found it.

Equally, employers shouldn’t assume that everyone automatically understands what the levers and controls underneath an office chair actually do.

DSE Training can help employees understand how workstation adjustments relate to their own working position.

Check the Screen Position

Shared monitors may also need adjusting.

A screen positioned comfortably for one employee could be too high, too low, too close or too far away for another.

Employees should be able to view their main screen comfortably without repeatedly bending or twisting their neck.

Where monitor arms or adjustable stands are provided, workers should understand how to use them.

Hot desking works better from a DSE perspective when equipment can be adjusted easily rather than requiring specialist assistance every time somebody changes desks.

What About Multiple Screens?

Dual-monitor and multi-screen setups are increasingly common.

How those screens should be arranged depends partly on how they are used.

If an employee spends most of their time looking at one monitor, positioning that screen substantially to one side could encourage repeated neck and upper-body rotation.

Where screens are used equally, a different arrangement may be appropriate.

The important point for hot-desk users is not to assume the monitor arrangement left by the previous employee is suitable for their own work.

Keyboard and Mouse Position

Employees should also consider where the keyboard and mouse have been left.

A mouse positioned too far away can encourage repeated reaching.

A keyboard pushed towards the back of a large desk may also result in an unnecessarily extended working position.

Frequently used equipment should generally be positioned within comfortable reach.

This is a small adjustment that can easily be overlooked when somebody arrives at a shared desk and immediately starts checking emails.

Hot Desking With Laptops

Many hybrid employees bring a laptop into the office and connect it to equipment provided at the desk.

This can be a useful arrangement where appropriate peripherals are available.

Depending on the setup, these might include:

• A separate monitor.
• Keyboard.
• Mouse.
• Docking equipment.
• Laptop stand.

Using a laptop by itself for prolonged periods can restrict the user’s ability to position the screen and keyboard independently.

Providing suitable equipment at hot desks can make it easier for laptop users to establish a more appropriate workstation.

What If Employees Cannot Adjust the Equipment?

A worker shouldn’t simply tolerate an unsuitable workstation because it is a shared desk.

If the chair doesn’t adjust correctly, the monitor cannot be positioned appropriately or equipment is damaged, there should be a clear way to report the problem.

Employers also need to consider whether sufficient suitable equipment is available.

For example, if a particular employee requires a footrest or another adjustment identified through their DSE assessment, hot-desking arrangements need to take this into account.

Shared working shouldn’t mean individual requirements are ignored.

Who Is Responsible for Setting Up the Hot Desk?

DSE management works best when responsibility isn’t treated as belonging exclusively to either the employer or employee.

The employer needs to provide suitable arrangements, equipment, assessment, information and training as appropriate.

Employees then need to use the equipment properly, make relevant adjustments and report problems.

An employee cannot reasonably be expected to adjust a workstation correctly if they have never been shown what a suitable setup looks like.

Similarly, an employer cannot know that a chair mechanism has failed if employees never report it.

Good DSE management requires both suitable provision and informed users.

Should Every Hot Desk Be Assessed?

DSE arrangements need to take account of the actual workstations and employees using them.

Where multiple desks use the same equipment and layout, organisations may be able to manage common issues systematically while still considering individual user requirements.

However, simply declaring that all hot desks are “DSE compliant” can miss the point.

DSE isn’t just about buying a particular type of chair or monitor.

How the workstation is configured and used matters too.

What About Booking Systems?

Some workplaces use desk-booking systems as part of hybrid working arrangements.

These can potentially help with DSE management if employees need particular workstation features.

For example, an organisation may have desks equipped with:

• Larger monitors.
• Specific adjustable equipment.
• Particular docking arrangements.
• Additional workspace.
• Other equipment required by individual users.

Where appropriate, booking systems can help employees select a workstation that meets their needs rather than simply taking whichever desk happens to be empty.

Hot Desking and Working From Home

Hybrid employees may have more than one regular DSE environment.

A good office setup doesn’t compensate for an unsuitable home workstation used for several days each week.

Likewise, having a suitable home workstation doesn’t mean employees can ignore how they set up a shared desk when they come into the office.

DSE arrangements should reflect how and where employees actually work.

For some employees, that means considering multiple working locations rather than one permanent desk.

Don’t Forget Breaks and Changes of Activity

Correctly adjusting a hot desk doesn’t mean somebody should remain in exactly the same position all day.

Prolonged DSE work should be interrupted by breaks or changes of activity.

Where possible, employees should have opportunities to change posture and move during the working day.

The aim isn’t to find one supposedly perfect posture and hold it for eight hours.

Good DSE practice combines appropriate workstation setup with sensible working habits.

When Should a DSE Assessment Be Reviewed?

Changes to working arrangements can create a reason to review existing DSE assessments.

For example, an employee may move from:

• A permanent desk to hot desking.
• Office working to hybrid working.
• A desktop computer to a laptop.
• One monitor to multiple monitors.
• One office location to another.

Employees should also report problems or discomfort rather than waiting for the next scheduled review.

An assessment needs to reflect current working arrangements if it is going to be useful.

Why DSE Training Matters for Hot-Desk Users

Hot desking makes employee knowledge particularly valuable.

When someone has their own permanent workstation, adjustments may remain unchanged for months.

A hot-desk user may need to make those adjustments several times each week.

DSE Training can help employees understand:

• How to adjust their chair.
• How to position their screen.
• Where to place the keyboard and mouse.
• How to arrange frequently used equipment.
• How to reduce glare and reflections.
• Why posture should change throughout the day.
• The importance of breaks and changes of activity.
• How to recognise and report DSE problems.

Instead of relying on somebody else to set up every workstation for them, employees can understand the principles they need to apply whenever they change desks.

Flexible DSE Training for Hybrid Workforces

Hybrid working can mean employees need training at different times and in different locations.

DSE Training supplied on USB provides a reusable resource for businesses that want to deliver training in-house.

The USB contains training videos, question and answer test sheets, certificate templates and training record templates. It can be accessed using a compatible PC, laptop or Mac and reused when additional employees require training.

Online DSE Training provides another option for individual employees and can be particularly convenient where workers divide their time between home and the office.

Final Thoughts

Hot desking can work perfectly well alongside good DSE management, but shared desks shouldn’t be treated as one-size-fits-all workstations.

Each employee may need to adjust the chair, monitor, keyboard, mouse and other equipment before beginning prolonged computer work.

Employers need to provide suitable equipment and appropriate DSE arrangements, while employees need sufficient knowledge to make adjustments and report problems.

This becomes even more important for hybrid workers who regularly move between different working environments.

The simplest habit can also be one of the most useful:

Before logging in at a hot desk, take a few moments to set up the workstation for the person actually using it today.