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Work equipment safety - your legal duties
In this guide:
- Safety of workplace machinery, equipment and tools
- Types of work equipment in safety law
- Work equipment safety - your legal duties
- Workplace equipment risk assessment
- Reduce the risks of using workplace equipment
- Equipment maintenance and checks for safety
- Purchase the safest workplace equipment and machinery
- Use hand-held tools safely
Types of work equipment in safety law
Types of equipment covered by the law and the definition of machinery in sectors such as manufacturing, building, construction, offices and transport.
Employers must ensure that all work equipment is safe and doesn't pose a hazard or risk to employee health.
Workplace equipment in industry sectors
Many industry sectors use workplace equipment. This includes those using heavy machinery, such as:
- manufacturing
- agriculture
- construction
- forestry
- quarries
The rules also apply to all other workplaces, such as:
- offices
- shops
- hotels
- engineering businesses
- car repair services
Employers must ensure that those using equipment have enough knowledge and training to use it safely.
Examples of workplace equipment
The regulations cover many types of equipment, including:
- manufacturing - including welding tools, production lines, furnaces, machine tools, circular saws, power presses and lifting equipment
- building and construction - items such as hand-held power tools, ladders, hammers, drills, knives and screwdrivers
- offices - items such as computers and photocopiers
- workplace and off-road vehicles - including dumper and forklift trucks, tractors, rail and road haulage vehicles
Equipment with moving parts and some kind of drive unit is normally known as machinery. Download buying new machinery guidance (PDF, 110K).
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Work equipment safety - your legal duties
What the law requires you to do to ensure your equipment is safe - from maintenance to assessing risks through inspection and taking appropriate action.
You must ensure work equipment is safe under:
- the Provision and Use of Work Equipment Regulations (PUWER)
- the Control of Vibration at Work Regulations.
In particular equipment must be:
- suitable for the job
- maintained to keep it safe at all times
- inspected at suitable intervals if wear and tear might cause risks
- inspected before first use if the equipment's safety depends on how it was set up
- assessed for levels of noise and vibration operators and others are exposed to
There are also further duties if you buy machinery. See purchase the safest workplace equipment and machinery.
You'll need to assess the risks of using the equipment as part of your overall health and safety risk assessment. See health and safety risk assessment.
If your risk assessment highlights any potential problems, you must make sure you minimise these risks. You may need to:
- remove the risk or change the item to a safer one
- provide suitable protective guards, emergency stop buttons and warning notices
- develop new work processes or find other ways to limit regular exposure to high noise and vibration levels
- minimise risks by introducing instruction manuals, training and refresher courses
- provide suitable personal protective equipment
The rules also cover mobile work equipment such as dumper trucks and forklift vehicles.
You must make sure that you minimise risks for passengers, drivers and anyone near the vehicle. This may involve fitting seat belts, exterior lights and warning alarms that can be heard outside the vehicle. Download a guide to managing vehicle safety in the workplace (PDF, 374K).
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Workplace equipment risk assessment
Identify hazards posed by tools and equipment, and assess the likelihood of accidents occurring and use your risk assessment to identify actions to take.
There are many hazards involved in the use of workplace equipment. For example:
- Cutting equipment could cause trapping or amputation of limbs.
- A forklift truck could roll over. This could cause crush injuries.
- Equipment that uses heat could cause injuries such as scalding and burns. This includes ovens, grills and welding equipment.
- Equipment that emits very bright light could cause damage to skin or eyes. This includes lasers or sources of ultraviolet light.
- Equipment that transmits vibrations into the hand or arm (HAV), or whole body (WBV) could cause long-term illness or disability. This includes grinding equipment and tractors.
- Certain equipment where people have to work in confined spaces can pose a risk of asphyxiation. For example storage tanks that could develop an unbreathable atmosphere or fill up with noxious fumes.
Download exposure to HAV guidance (PDF, 154K).
Assess the risks
Your risk assessment needs to assess the likelihood of such hazards occurring. Look at risks which occur not just during the normal operation of the equipment but also during:
- installation
- maintenance
- repairs
- breakdowns
- servicing
Remember the law isn't just for factories, warehouses and building sites. You have responsibilities for equipment if you're running an office, shop, hotel or any business.
See health and safety risk assessment.
Everyone who uses equipment should undergo initial training before using the equipment. They should also attend regular refresher courses. You must provide them with appropriate safety equipment. You should consider whether any specific groups of users might be at risk, young people for example.
There may be additional risks due to the way in which a piece of equipment is powered or heated, such as electricity and gas. Download an electrical safety guide (PDF, 113K).
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Source URL
/content/workplace-equipment-risk-assessment
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Reduce the risks of using workplace equipment
Using signs, training, guidelines, emergency stop buttons, safety guards and protective equipment to minimise residual risks from tools and machinery.
You can minimise the residual risks caused by workplace equipment by implementing measures:
- Buy the right equipment and machinery for the job and ensure it is suitable for the intended use. Having the right tools for a task reduces risks. See purchase the right equipment.
- Provide safety guards on parts of equipment which could cause injury. Use fixed guards where possible and consider which materials are most appropriate.
- Safe for use and properly maintained in a safe condition. Make sure that workers can easily find start and stop buttons, and emergency stop buttons.
- Used only by people who have received adequate information, instruction and training.
- Put appropriate warning signs on or near the equipment.
- Introduce - and stick to - special working procedures for dangerous equipment.
- Provide personal protective equipment (PPE) if you can't otherwise minimise the risks. See personal protective equipment.
- Provide employees with guidelines on how to minimise risks from heat-producing equipment. This includes ovens and welding equipment. For example, provide PPE such as masks, gloves and heat-resistant aprons. Ensure that employees know how and when to use them.
Regular exposure to high vibrations can be dangerous. Download a health risks from hand-arm vibration guide (PDF, 154K).
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Source URL
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Equipment maintenance and checks for safety
Regularly checking your equipment and carrying out necessary maintenance is a crucial part of minimising workplace risks and legal requirement.
A maintenance schedule should be in place to ensure that you maintain your equipment regularly. You should check equipment as often as suggested by the manufacturer or more often if indicated by the risk assessment. Any daily checks should be undertaken as recommended by the manufacturer. This will help prevent problems such as blockages, leaks or breakdowns, which can increase risks.
You'll also need to maintain safety devices around the equipment such as guards, alarms, safety cages and warning signs.
The duty to maintain work equipment and take measures to manage the risks from maintenance (Provision and Use of Work Equipment Regulations) builds on the general duties of the Health and Safety at Work Act, which requires work equipment to be maintained so that it is safe, and work to be undertaken safely, so far as reasonably practicable.
If you use heat-producing equipment you should regularly check the environment around it. You must keep floors clear. There must be adequate ventilation at all times. You also need to remove all combustible materials from the area and regularly maintain and check fire detectors.
Equipment checks required by law
Some types of equipment - require examinations by law in addition to normal repair and servicing. This is known as thorough examinations by a competent person, Examples include gas appliances, lifting equipment, pressure systems and power presses. You need to keep the certificates and records of such checks, detailing the findings and any repair work.
See appoint a competent person for health and safety.
How to check equipment safely
If any equipment is to be checked or repaired, it should always be turned off and isolated so no one can start it in error.
Most equipment now comes with guidelines for maintenance. This includes advice on how to carry out equipment checks safely.
Many businesses use documented procedures for maintenance and repair work, such as a permit to work scheme. You can also use warning signs to remind workers that equipment is temporarily out of use. You could also user a lock out system. This means the person doing the maintenance work has a key that prevents the equipment starting up while they work on it.
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Source URL
/content/equipment-maintenance-and-checks-safety
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Purchase the safest workplace equipment and machinery
Buying the right equipment for the designated task and your legal duties when purchasing machinery and disposing of old equipment.
Buying the correct equipment for the task will reduce the risks involved while carrying it out. Before you buy any work equipment, consider:
- what you will use the equipment for
- who will use it
- where you will keep it and, where and how it will be used
- what training users may need to operate it
- what risks may occur as a result
- how well health and safety risks are controlled by different manufacturers, comparing things such as noise or vibration levels produced
Make sure the manufacturer/supplier is clear about how you intend to use the equipment. Ask the manufacturer/supplier what the residual risks and the operating limits are. This should be part of the documentation received with the equipment.
When you're buying new equipment it's worth considering:
- whether there are any dangerous parts and if so whether any guards are supplied with the equipment
- how any emergency-stop buttons work
- whether the environment in which you plan to operate the machinery is suitable for the levels of dust, fumes, noise or vibration it may cause
- whether there are clear instructions and manuals for installation and maintenance
You must make sure that equipment:
- is safe to use
- is free from any obvious defect and complete (eg guards and other safety equipment are not missing) unless it is supplied to be incorporated into another machine
- is provided with clear instructions
- carries CE marking and has a Declaration of Conformity, which shows that key health and safety standards have been met
- produces the least possible vibration in doing the work required - find information on vibration levels in the manufacturer's manual
If you have any concerns about safety, discuss them with the manufacturer or supplier before you go any further.
Download buying new machinery guidance (PDF, 110K).
Disposing of old equipment
When dealing with old equipment, you must ensure it is safely and properly handled, stored, transported and recovered or disposed of. This is your duty of care for waste. There are certain laws for disposing of hazardous or electrical waste. See duty of care for business waste.
You may also consider recycling or refurbishing the equipment. Browse reuse and recycle business waste.
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Source URL
/content/purchase-safest-workplace-equipment-and-machinery
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Use hand-held tools safely
Minimising and managing risks from using hand-held tools, including protecting against hand-arm vibration by assessing the risks and taking appropriate action.
Anyone who uses a hand-held tool or holds materials being worked by hand-fed machines may be at risk of injury, either accidentally, through misuse or through equipment failure.
Hand-arm vibration syndrome
Hand-arm vibration is caused by the use of hand-operated power tools. Employees who regularly use these could suffer permanent injury known as hand-arm vibration syndrome (HAVS). This can cause severe pain and permanent loss of feeling in the fingers and hands.
There are many types of equipment that can cause HAVS, including:
- chainsaws
- power hammers
- hand-held power drills
- sander
- lawnmowers
- strimmers
- road drills
- hand-fed equipment, e.g. pedestal linishers, grinders, mops
Download the guide to health risks from hand-arm vibration (PDF, 154K). To find out about vibration and repetitive strain injury (RSI), see prevent repetitive strain injury at work.
Reducing risks from hand-held tools
Apart from hand-arm vibration, there's a range of other risks for employees when using hand-held tools. For example, noise, puncture wounds and cuts caused by sharp equipment such as:
- scissors
- needles
- paper guillotines
- knives
- chisels
- saws
- planes
- screwdrivers
As far as possible, use guards and provide protective clothing, eg masks, ear defenders and gloves. Organise the use of tools during work operations and their storage when not in use.
Heat-producing equipment such as blowtorches and irons can cause burns and permanent scarring. Always provide protective clothing and regularly test equipment to make sure it's safe.
To minimise injury from employees using hand-held tools, you should:
- assess and then manage the risks involved
- make sure the tools are suitable for the task and are well-maintained
- train all employees to use and store the equipment appropriately
- plan work schedules to minimise vibration exposures and make sure exposures are below the ELV
- consider whether employees could use different equipment which poses fewer risks
- provide health surveillance when exposures are at or above the EAV and in other circumstances where there is risk, for example, after diagnosis of HAVS and exposure continues but below the EAV
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Source URL
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Types of work equipment in safety law
In this guide:
- Safety of workplace machinery, equipment and tools
- Types of work equipment in safety law
- Work equipment safety - your legal duties
- Workplace equipment risk assessment
- Reduce the risks of using workplace equipment
- Equipment maintenance and checks for safety
- Purchase the safest workplace equipment and machinery
- Use hand-held tools safely
Types of work equipment in safety law
Types of equipment covered by the law and the definition of machinery in sectors such as manufacturing, building, construction, offices and transport.
Employers must ensure that all work equipment is safe and doesn't pose a hazard or risk to employee health.
Workplace equipment in industry sectors
Many industry sectors use workplace equipment. This includes those using heavy machinery, such as:
- manufacturing
- agriculture
- construction
- forestry
- quarries
The rules also apply to all other workplaces, such as:
- offices
- shops
- hotels
- engineering businesses
- car repair services
Employers must ensure that those using equipment have enough knowledge and training to use it safely.
Examples of workplace equipment
The regulations cover many types of equipment, including:
- manufacturing - including welding tools, production lines, furnaces, machine tools, circular saws, power presses and lifting equipment
- building and construction - items such as hand-held power tools, ladders, hammers, drills, knives and screwdrivers
- offices - items such as computers and photocopiers
- workplace and off-road vehicles - including dumper and forklift trucks, tractors, rail and road haulage vehicles
Equipment with moving parts and some kind of drive unit is normally known as machinery. Download buying new machinery guidance (PDF, 110K).
Developed withHelpAlso on this siteContent category
Source URL
/content/types-work-equipment-safety-law
Links
Work equipment safety - your legal duties
What the law requires you to do to ensure your equipment is safe - from maintenance to assessing risks through inspection and taking appropriate action.
You must ensure work equipment is safe under:
- the Provision and Use of Work Equipment Regulations (PUWER)
- the Control of Vibration at Work Regulations.
In particular equipment must be:
- suitable for the job
- maintained to keep it safe at all times
- inspected at suitable intervals if wear and tear might cause risks
- inspected before first use if the equipment's safety depends on how it was set up
- assessed for levels of noise and vibration operators and others are exposed to
There are also further duties if you buy machinery. See purchase the safest workplace equipment and machinery.
You'll need to assess the risks of using the equipment as part of your overall health and safety risk assessment. See health and safety risk assessment.
If your risk assessment highlights any potential problems, you must make sure you minimise these risks. You may need to:
- remove the risk or change the item to a safer one
- provide suitable protective guards, emergency stop buttons and warning notices
- develop new work processes or find other ways to limit regular exposure to high noise and vibration levels
- minimise risks by introducing instruction manuals, training and refresher courses
- provide suitable personal protective equipment
The rules also cover mobile work equipment such as dumper trucks and forklift vehicles.
You must make sure that you minimise risks for passengers, drivers and anyone near the vehicle. This may involve fitting seat belts, exterior lights and warning alarms that can be heard outside the vehicle. Download a guide to managing vehicle safety in the workplace (PDF, 374K).
Developed withHelpAlso on this siteContent category
Source URL
/content/work-equipment-safety-your-legal-duties
Links
Workplace equipment risk assessment
Identify hazards posed by tools and equipment, and assess the likelihood of accidents occurring and use your risk assessment to identify actions to take.
There are many hazards involved in the use of workplace equipment. For example:
- Cutting equipment could cause trapping or amputation of limbs.
- A forklift truck could roll over. This could cause crush injuries.
- Equipment that uses heat could cause injuries such as scalding and burns. This includes ovens, grills and welding equipment.
- Equipment that emits very bright light could cause damage to skin or eyes. This includes lasers or sources of ultraviolet light.
- Equipment that transmits vibrations into the hand or arm (HAV), or whole body (WBV) could cause long-term illness or disability. This includes grinding equipment and tractors.
- Certain equipment where people have to work in confined spaces can pose a risk of asphyxiation. For example storage tanks that could develop an unbreathable atmosphere or fill up with noxious fumes.
Download exposure to HAV guidance (PDF, 154K).
Assess the risks
Your risk assessment needs to assess the likelihood of such hazards occurring. Look at risks which occur not just during the normal operation of the equipment but also during:
- installation
- maintenance
- repairs
- breakdowns
- servicing
Remember the law isn't just for factories, warehouses and building sites. You have responsibilities for equipment if you're running an office, shop, hotel or any business.
See health and safety risk assessment.
Everyone who uses equipment should undergo initial training before using the equipment. They should also attend regular refresher courses. You must provide them with appropriate safety equipment. You should consider whether any specific groups of users might be at risk, young people for example.
There may be additional risks due to the way in which a piece of equipment is powered or heated, such as electricity and gas. Download an electrical safety guide (PDF, 113K).
Developed withHelpAlso on this siteContent category
Source URL
/content/workplace-equipment-risk-assessment
Links
Reduce the risks of using workplace equipment
Using signs, training, guidelines, emergency stop buttons, safety guards and protective equipment to minimise residual risks from tools and machinery.
You can minimise the residual risks caused by workplace equipment by implementing measures:
- Buy the right equipment and machinery for the job and ensure it is suitable for the intended use. Having the right tools for a task reduces risks. See purchase the right equipment.
- Provide safety guards on parts of equipment which could cause injury. Use fixed guards where possible and consider which materials are most appropriate.
- Safe for use and properly maintained in a safe condition. Make sure that workers can easily find start and stop buttons, and emergency stop buttons.
- Used only by people who have received adequate information, instruction and training.
- Put appropriate warning signs on or near the equipment.
- Introduce - and stick to - special working procedures for dangerous equipment.
- Provide personal protective equipment (PPE) if you can't otherwise minimise the risks. See personal protective equipment.
- Provide employees with guidelines on how to minimise risks from heat-producing equipment. This includes ovens and welding equipment. For example, provide PPE such as masks, gloves and heat-resistant aprons. Ensure that employees know how and when to use them.
Regular exposure to high vibrations can be dangerous. Download a health risks from hand-arm vibration guide (PDF, 154K).
Developed withHelpAlso on this siteContent category
Source URL
/content/reduce-risks-using-workplace-equipment
Links
Equipment maintenance and checks for safety
Regularly checking your equipment and carrying out necessary maintenance is a crucial part of minimising workplace risks and legal requirement.
A maintenance schedule should be in place to ensure that you maintain your equipment regularly. You should check equipment as often as suggested by the manufacturer or more often if indicated by the risk assessment. Any daily checks should be undertaken as recommended by the manufacturer. This will help prevent problems such as blockages, leaks or breakdowns, which can increase risks.
You'll also need to maintain safety devices around the equipment such as guards, alarms, safety cages and warning signs.
The duty to maintain work equipment and take measures to manage the risks from maintenance (Provision and Use of Work Equipment Regulations) builds on the general duties of the Health and Safety at Work Act, which requires work equipment to be maintained so that it is safe, and work to be undertaken safely, so far as reasonably practicable.
If you use heat-producing equipment you should regularly check the environment around it. You must keep floors clear. There must be adequate ventilation at all times. You also need to remove all combustible materials from the area and regularly maintain and check fire detectors.
Equipment checks required by law
Some types of equipment - require examinations by law in addition to normal repair and servicing. This is known as thorough examinations by a competent person, Examples include gas appliances, lifting equipment, pressure systems and power presses. You need to keep the certificates and records of such checks, detailing the findings and any repair work.
See appoint a competent person for health and safety.
How to check equipment safely
If any equipment is to be checked or repaired, it should always be turned off and isolated so no one can start it in error.
Most equipment now comes with guidelines for maintenance. This includes advice on how to carry out equipment checks safely.
Many businesses use documented procedures for maintenance and repair work, such as a permit to work scheme. You can also use warning signs to remind workers that equipment is temporarily out of use. You could also user a lock out system. This means the person doing the maintenance work has a key that prevents the equipment starting up while they work on it.
Developed withHelpAlso on this siteContent category
Source URL
/content/equipment-maintenance-and-checks-safety
Links
Purchase the safest workplace equipment and machinery
Buying the right equipment for the designated task and your legal duties when purchasing machinery and disposing of old equipment.
Buying the correct equipment for the task will reduce the risks involved while carrying it out. Before you buy any work equipment, consider:
- what you will use the equipment for
- who will use it
- where you will keep it and, where and how it will be used
- what training users may need to operate it
- what risks may occur as a result
- how well health and safety risks are controlled by different manufacturers, comparing things such as noise or vibration levels produced
Make sure the manufacturer/supplier is clear about how you intend to use the equipment. Ask the manufacturer/supplier what the residual risks and the operating limits are. This should be part of the documentation received with the equipment.
When you're buying new equipment it's worth considering:
- whether there are any dangerous parts and if so whether any guards are supplied with the equipment
- how any emergency-stop buttons work
- whether the environment in which you plan to operate the machinery is suitable for the levels of dust, fumes, noise or vibration it may cause
- whether there are clear instructions and manuals for installation and maintenance
You must make sure that equipment:
- is safe to use
- is free from any obvious defect and complete (eg guards and other safety equipment are not missing) unless it is supplied to be incorporated into another machine
- is provided with clear instructions
- carries CE marking and has a Declaration of Conformity, which shows that key health and safety standards have been met
- produces the least possible vibration in doing the work required - find information on vibration levels in the manufacturer's manual
If you have any concerns about safety, discuss them with the manufacturer or supplier before you go any further.
Download buying new machinery guidance (PDF, 110K).
Disposing of old equipment
When dealing with old equipment, you must ensure it is safely and properly handled, stored, transported and recovered or disposed of. This is your duty of care for waste. There are certain laws for disposing of hazardous or electrical waste. See duty of care for business waste.
You may also consider recycling or refurbishing the equipment. Browse reuse and recycle business waste.
Developed withHelpAlso on this siteContent category
Source URL
/content/purchase-safest-workplace-equipment-and-machinery
Links
Use hand-held tools safely
Minimising and managing risks from using hand-held tools, including protecting against hand-arm vibration by assessing the risks and taking appropriate action.
Anyone who uses a hand-held tool or holds materials being worked by hand-fed machines may be at risk of injury, either accidentally, through misuse or through equipment failure.
Hand-arm vibration syndrome
Hand-arm vibration is caused by the use of hand-operated power tools. Employees who regularly use these could suffer permanent injury known as hand-arm vibration syndrome (HAVS). This can cause severe pain and permanent loss of feeling in the fingers and hands.
There are many types of equipment that can cause HAVS, including:
- chainsaws
- power hammers
- hand-held power drills
- sander
- lawnmowers
- strimmers
- road drills
- hand-fed equipment, e.g. pedestal linishers, grinders, mops
Download the guide to health risks from hand-arm vibration (PDF, 154K). To find out about vibration and repetitive strain injury (RSI), see prevent repetitive strain injury at work.
Reducing risks from hand-held tools
Apart from hand-arm vibration, there's a range of other risks for employees when using hand-held tools. For example, noise, puncture wounds and cuts caused by sharp equipment such as:
- scissors
- needles
- paper guillotines
- knives
- chisels
- saws
- planes
- screwdrivers
As far as possible, use guards and provide protective clothing, eg masks, ear defenders and gloves. Organise the use of tools during work operations and their storage when not in use.
Heat-producing equipment such as blowtorches and irons can cause burns and permanent scarring. Always provide protective clothing and regularly test equipment to make sure it's safe.
To minimise injury from employees using hand-held tools, you should:
- assess and then manage the risks involved
- make sure the tools are suitable for the task and are well-maintained
- train all employees to use and store the equipment appropriately
- plan work schedules to minimise vibration exposures and make sure exposures are below the ELV
- consider whether employees could use different equipment which poses fewer risks
- provide health surveillance when exposures are at or above the EAV and in other circumstances where there is risk, for example, after diagnosis of HAVS and exposure continues but below the EAV
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Source URL
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Working safely in confined space
In this guide:
- Work safely at height or in a confined space
- Assess the risks of working at height
- Planning to work safely at height
- Roof, platform and walkway safety for working at height
- Reduce the risks of objects falling from height
- Working safely in confined space
- Assess the risks of working in confined spaces
- Manage the risks posed by working in confined spaces
Assess the risks of working at height
Identifying common causes of falls in your business and their likelihood such as falls from ladders, scaffolding, roofs, gangways, catwalks and vehicles.
You must consider the risks of working at height as part of your overall health and safety risk assessment.
Look at the risk of all falls in your business. You need to take precautions where anyone might fall a distance that could cause personal injury.
Injuries are often caused by falls from:
- ladders
- incomplete scaffolding
- roofs and roof edges - particularly fragile roofs
- gangways and catwalks
- vehicles
- fragile roofllights
The poor selection, use and maintenance of equipment can lead to falls. For example, using a ladder because it's easier than erecting a tower scaffold can be dangerous. Workers should only use ladders for low risk, short duration work, eg work which takes minutes not hours to complete.
As well as the risks posed by the work at height itself, consider those caused by falling objects and by accessing the work location. For example, climbing on and off a roof or using ladders can pose significant risks.
Employer responsibilities
Employers, the self-employed managers and supervisors have a legal duty to ensure:
- all work at height is properly planned
- those working at height are competent or supervised
- the risks of working on or near fragile surfaces are properly controlled
- equipment for working at height is properly inspected and maintained
Reduce the risks
You must avoid work at height where possible. Workers must use equipment to prevent or minimise the consequences of falls where working at height is the only option. Equipment may include preventative measures like scaffolds and mobile elevated work platforms (MEWPs), such as cherry pickers. You should only consider using personal protection equipment, eg work restraints, to minimise the consequences of a fall when collective preventive measures are not possible.
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Planning to work safely at height
How to identify ways of reducing the risks of falls, such as using safe working platforms, planning work properly and providing appropriate training.
You need to take steps to reduce the risks of falls that could cause personal injury to anyone on your premises or site. This includes employees, visitors and contractors.
When planning work at height you must make sure:
- all work is properly planned and appropriately supervised
- all work takes account of weather conditions that could endanger health and safety
- those involved in work at height are trained and competent
- the place for working at height is safe
- equipment for work at height is appropriately inspected
- the risks from fragile surfaces and falling objects are properly controlled
- you have plans in place to cover emergencies
- you have rescue plans in place
Safe working platforms
Where possible you need to ensure the work is carried out from a safe working platform. This may be an existing structure, such as a flat roof. If the existing structure isn't suitable you'll have to provide a safe working platform, such as a mobile elevated work platform. All work should be be carried out from inside the basket.
All work on a roof is high risk and high safety standards are essential however long the work will take. You must identify the risks before the work starts. Make sure you provide the necessary equipment, appropriate precautions and systems of work and that workers use them.
Remember that workers should only use ladders should light work for short periods (15-30 minutes, depending on the task). Use them as a means of access, rather than as a work platform.
Safety equipment
Where you cannot eliminate the risk of a fall, you must use work equipment or other measures that will minimise the consequences of a fall. This may include nets or airbags.
Alternatively, you might raise the floor level using a temporary platform.
If lifting or manual handling forms part of the work, such as moving heavy equipment or materials up to a height, you could consider using lifts and hoists to reduce the risk of accidents.
Anyone working with this type of equipment must have the appropriate training. They must have the skills, knowledge and experience to set up and use it.
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Roof, platform and walkway safety for working at height
The steps you should take - and the equipment you can use - to make working on roofs and platforms safe including scaffolding, duckboards and guard rails.
Accidents can happen to people maintaining, cleaning, demolishing and inspecting building roofs. Remember, working on a roof can be dangerous. A fall from a roof will generally cause serious injury.
It's vital to ensure existing structures such as roofs and working platforms are safe.
Platforms and existing structures must be stable. They must support the weight of workers who need to use them and any equipment or materials they may need.
Make platforms safe
You must food platforms on firm ground or on a stable structure to prevent them from moving. For example, you should tie scaffolding to an existing structure following the manufacturers' or designers' instructions.
Consider using covers over fragile roof lights and other fragile surfaces. You must erect guard rails, boards or other barriers, such as toe boards, to stop anyone falling off the edge of platforms or roofs, or through holes in the floor.
Choosing equipment
There are many types of platform, including:
- tower and general scaffolding
- mobile and suspended equipment
- mobile elevating work platforms
The type of equipment you use will depend on the:
- working conditions and duration of work
- number of users
- risks of erecting the structure
Your health and safety risk assessment should help you choose the most suitable type of equipment to use.
You need to ensure that all work equipment, including tools, is well maintained and checked regularly. Remove all equipment from the platform at the end of the working day, and switch off any power supplies.
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Reduce the risks of objects falling from height
Methods to prevent injuries and damage caused by falling equipment, tools, materials or debris including platforms, toe boards, netting and covered walkways.
When people are working at height you must consider the risk of objects falling onto somebody or something below.
Any hand-held equipment such as drills or saws can be dropped or knocked over the edge of a platform or walkway. Materials such as nails, pieces of wood and debris can also represent a significant hazard.
Key steps to prevent objects falling
Follow these key steps to reduce the risks:
- For work over public areas, a double-boarded platform with a polythene sheet in between the boards prevents small items such as nails and bolts from falling.
- Platforms should be made so that materials or objects can't fall and cause injury to anyone or anything below. Close-boarded platforms are usually safe enough.
- On scaffolding and tower scaffolds consider using brick guards, netting or other suitable protection to prevent materials falling.
- Toe boards also prevent anyone kicking items off the edge of platforms.
- Providing a covered walkway is another way to protect people below.
- If you're using a cradle, harness or mobile elevated working platform, use mesh or netting underneath the equipment to prevent anything falling.
- Covered chutes are an effective and quick method of removing debris from work areas. This is much safer than throwing items over the side of a platform into a skip below.
- Tools such as drills and trowels can be attached to safety lines. If they're accidentally dropped, the line prevents them falling below the work area.
- Remember that bad weather can cause difficulties for outdoor work, with wind blowing materials and equipment off platforms. If the weather is particularly severe, you may have to stop work to prevent putting people at risk.
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Working safely in confined space
Confined spaces, from storage tanks, silos and drains to vats, can pose risks to workers industries such as agriculture, installation and telecommunications.
Confined spaces can pose certain health and safety risks for workers.
What is a confined space?
A confined space has two defining features:
- it is a place that is substantially (though not always entirely) enclosed
- serious injury can occur from hazardous substances or conditions within the space or nearby, eg a lack of oxygen
Confined spaces can include:
- areas with limited openings such as storage tanks, silos, reaction vessels, enclosed drains, sewers
- open-topped chambers such as vats, combustion chambers in furnaces, ductwork
- closed, unventilated or poorly ventilated rooms
Industries that work in confined spaces
There are many types of industry which typically require employees to work in confined spaces. For example:
- agricultural workers may have to work in silos
- surveyors working on building sites or in domestic settings may have to crawl underneath floorboards or in cellars
- telecommunications engineers may have to work in enclosed drains
- workers cleaning out and maintaining storage vessels and vats
- workers maintaining or installing equipment, service cables and pipes
Confined space safety law
You must ensure that any work carried out in a confined space, where there is a risk of serious injury, complies with the Confined Spaces Regulations.
See assess the risks of confined spaces and manage the risks posed by confined spaces.
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Assess the risks of working in confined spaces
Identifying typical hazards in enclosed spaces and analysing the chances of their occurring including lack of oxygen, poisonous gases, fumes and fire.
Under the Confined Spaces Regulations, you must:
- carry out a risk assessment to identify potential hazards to safety caused by work in confined spaces
- assess the level of risk the hazards pose
- decide whether you need to take steps to manage these risks, including putting emergency arrangements in place
Typical hazards in confined spaces include:
- lack of oxygen
- poisonous gases
- fumes or vapours
- liquids or solids, eg grain, filling the space
- fire and explosions
- dust
- high temperature
Download a guide on safe work in confined spaces (PDF, 322K).
Anyone working in confined spaces is also at risk from physical dangers such as knocking their head or limbs against protruding structures such as metal struts or wooden support beams.
While some risks may be a feature of the confined space itself, the particular work activities can cause others.
For example, fumes from welding equipment could deplete oxygen levels and increase the risk of fire or explosion.
You must train anyone working in a confined space for the task in hand. You should check that working in a confined space won't trigger or make worse any medical conditions such as a bad back, claustrophobia or breathing problems such as asthma.
Smoking is now banned in any enclosed public places, workplaces or company vehicles used by more than one person. You must display a no-smoking sign at the entrance to your premises and in vehicles.
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Manage the risks posed by working in confined spaces
Safe systems, specialist tools, equipment, air testing, ventilation and emergency procedures to reduce the risks of working in confined space.
First you must consider whether the work in the confined space is really necessary. Consider whether you could carry out the work without entering the space. Better work planning or a different approach can reduce the need for confined-space working. If, for example, you need to inspect the inside of a silo you could tackle the work from outside the space using specialist equipment with cameras and sensors.
If you can't do this, you must plan a safe way to carry out the work.
Confined space safe system of work
Your system might include:
- appointing a supervisor
- checking individuals are suitable for the work
- checking the size of the entrance
- providing ventilation
- testing the air
- providing special tools and lighting
- providing breathing apparatus
- people working in teams, with an observer present at all times
Permit-to-work system
You may need to organise a permit-to-work system which will involve:
- identifying the person who can authorise jobs and who is responsible for stating required precautions such as emergency procedures and air testing
- ensuring contractors don't operate outside the system
- training and instruction on the issue of permits
- monitoring the system to check it works
Emergency procedure
You must also put an emergency procedure in place before the work starts in case there is an incident. Effective arrangements for raising the alarm and carrying out rescue operations are essential. The contingency plan will depend on the nature of the confined space, the risks identified and the likely nature of the emergency rescue. This will cover:
- communications from inside the confined space to people outside so that rescue procedures can start
- providing suitable rescue and resuscitation equipment
- having properly trained people ready, who are fit and capable of using any equipment provided for rescue
- first-aid procedures
- how to contact the emergency services and what information about the particular dangers in the confined space will be given to them on their arrival
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Manage the risks posed by working in confined spaces
In this guide:
- Work safely at height or in a confined space
- Assess the risks of working at height
- Planning to work safely at height
- Roof, platform and walkway safety for working at height
- Reduce the risks of objects falling from height
- Working safely in confined space
- Assess the risks of working in confined spaces
- Manage the risks posed by working in confined spaces
Assess the risks of working at height
Identifying common causes of falls in your business and their likelihood such as falls from ladders, scaffolding, roofs, gangways, catwalks and vehicles.
You must consider the risks of working at height as part of your overall health and safety risk assessment.
Look at the risk of all falls in your business. You need to take precautions where anyone might fall a distance that could cause personal injury.
Injuries are often caused by falls from:
- ladders
- incomplete scaffolding
- roofs and roof edges - particularly fragile roofs
- gangways and catwalks
- vehicles
- fragile roofllights
The poor selection, use and maintenance of equipment can lead to falls. For example, using a ladder because it's easier than erecting a tower scaffold can be dangerous. Workers should only use ladders for low risk, short duration work, eg work which takes minutes not hours to complete.
As well as the risks posed by the work at height itself, consider those caused by falling objects and by accessing the work location. For example, climbing on and off a roof or using ladders can pose significant risks.
Employer responsibilities
Employers, the self-employed managers and supervisors have a legal duty to ensure:
- all work at height is properly planned
- those working at height are competent or supervised
- the risks of working on or near fragile surfaces are properly controlled
- equipment for working at height is properly inspected and maintained
Reduce the risks
You must avoid work at height where possible. Workers must use equipment to prevent or minimise the consequences of falls where working at height is the only option. Equipment may include preventative measures like scaffolds and mobile elevated work platforms (MEWPs), such as cherry pickers. You should only consider using personal protection equipment, eg work restraints, to minimise the consequences of a fall when collective preventive measures are not possible.
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Planning to work safely at height
How to identify ways of reducing the risks of falls, such as using safe working platforms, planning work properly and providing appropriate training.
You need to take steps to reduce the risks of falls that could cause personal injury to anyone on your premises or site. This includes employees, visitors and contractors.
When planning work at height you must make sure:
- all work is properly planned and appropriately supervised
- all work takes account of weather conditions that could endanger health and safety
- those involved in work at height are trained and competent
- the place for working at height is safe
- equipment for work at height is appropriately inspected
- the risks from fragile surfaces and falling objects are properly controlled
- you have plans in place to cover emergencies
- you have rescue plans in place
Safe working platforms
Where possible you need to ensure the work is carried out from a safe working platform. This may be an existing structure, such as a flat roof. If the existing structure isn't suitable you'll have to provide a safe working platform, such as a mobile elevated work platform. All work should be be carried out from inside the basket.
All work on a roof is high risk and high safety standards are essential however long the work will take. You must identify the risks before the work starts. Make sure you provide the necessary equipment, appropriate precautions and systems of work and that workers use them.
Remember that workers should only use ladders should light work for short periods (15-30 minutes, depending on the task). Use them as a means of access, rather than as a work platform.
Safety equipment
Where you cannot eliminate the risk of a fall, you must use work equipment or other measures that will minimise the consequences of a fall. This may include nets or airbags.
Alternatively, you might raise the floor level using a temporary platform.
If lifting or manual handling forms part of the work, such as moving heavy equipment or materials up to a height, you could consider using lifts and hoists to reduce the risk of accidents.
Anyone working with this type of equipment must have the appropriate training. They must have the skills, knowledge and experience to set up and use it.
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Roof, platform and walkway safety for working at height
The steps you should take - and the equipment you can use - to make working on roofs and platforms safe including scaffolding, duckboards and guard rails.
Accidents can happen to people maintaining, cleaning, demolishing and inspecting building roofs. Remember, working on a roof can be dangerous. A fall from a roof will generally cause serious injury.
It's vital to ensure existing structures such as roofs and working platforms are safe.
Platforms and existing structures must be stable. They must support the weight of workers who need to use them and any equipment or materials they may need.
Make platforms safe
You must food platforms on firm ground or on a stable structure to prevent them from moving. For example, you should tie scaffolding to an existing structure following the manufacturers' or designers' instructions.
Consider using covers over fragile roof lights and other fragile surfaces. You must erect guard rails, boards or other barriers, such as toe boards, to stop anyone falling off the edge of platforms or roofs, or through holes in the floor.
Choosing equipment
There are many types of platform, including:
- tower and general scaffolding
- mobile and suspended equipment
- mobile elevating work platforms
The type of equipment you use will depend on the:
- working conditions and duration of work
- number of users
- risks of erecting the structure
Your health and safety risk assessment should help you choose the most suitable type of equipment to use.
You need to ensure that all work equipment, including tools, is well maintained and checked regularly. Remove all equipment from the platform at the end of the working day, and switch off any power supplies.
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Reduce the risks of objects falling from height
Methods to prevent injuries and damage caused by falling equipment, tools, materials or debris including platforms, toe boards, netting and covered walkways.
When people are working at height you must consider the risk of objects falling onto somebody or something below.
Any hand-held equipment such as drills or saws can be dropped or knocked over the edge of a platform or walkway. Materials such as nails, pieces of wood and debris can also represent a significant hazard.
Key steps to prevent objects falling
Follow these key steps to reduce the risks:
- For work over public areas, a double-boarded platform with a polythene sheet in between the boards prevents small items such as nails and bolts from falling.
- Platforms should be made so that materials or objects can't fall and cause injury to anyone or anything below. Close-boarded platforms are usually safe enough.
- On scaffolding and tower scaffolds consider using brick guards, netting or other suitable protection to prevent materials falling.
- Toe boards also prevent anyone kicking items off the edge of platforms.
- Providing a covered walkway is another way to protect people below.
- If you're using a cradle, harness or mobile elevated working platform, use mesh or netting underneath the equipment to prevent anything falling.
- Covered chutes are an effective and quick method of removing debris from work areas. This is much safer than throwing items over the side of a platform into a skip below.
- Tools such as drills and trowels can be attached to safety lines. If they're accidentally dropped, the line prevents them falling below the work area.
- Remember that bad weather can cause difficulties for outdoor work, with wind blowing materials and equipment off platforms. If the weather is particularly severe, you may have to stop work to prevent putting people at risk.
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Working safely in confined space
Confined spaces, from storage tanks, silos and drains to vats, can pose risks to workers industries such as agriculture, installation and telecommunications.
Confined spaces can pose certain health and safety risks for workers.
What is a confined space?
A confined space has two defining features:
- it is a place that is substantially (though not always entirely) enclosed
- serious injury can occur from hazardous substances or conditions within the space or nearby, eg a lack of oxygen
Confined spaces can include:
- areas with limited openings such as storage tanks, silos, reaction vessels, enclosed drains, sewers
- open-topped chambers such as vats, combustion chambers in furnaces, ductwork
- closed, unventilated or poorly ventilated rooms
Industries that work in confined spaces
There are many types of industry which typically require employees to work in confined spaces. For example:
- agricultural workers may have to work in silos
- surveyors working on building sites or in domestic settings may have to crawl underneath floorboards or in cellars
- telecommunications engineers may have to work in enclosed drains
- workers cleaning out and maintaining storage vessels and vats
- workers maintaining or installing equipment, service cables and pipes
Confined space safety law
You must ensure that any work carried out in a confined space, where there is a risk of serious injury, complies with the Confined Spaces Regulations.
See assess the risks of confined spaces and manage the risks posed by confined spaces.
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Assess the risks of working in confined spaces
Identifying typical hazards in enclosed spaces and analysing the chances of their occurring including lack of oxygen, poisonous gases, fumes and fire.
Under the Confined Spaces Regulations, you must:
- carry out a risk assessment to identify potential hazards to safety caused by work in confined spaces
- assess the level of risk the hazards pose
- decide whether you need to take steps to manage these risks, including putting emergency arrangements in place
Typical hazards in confined spaces include:
- lack of oxygen
- poisonous gases
- fumes or vapours
- liquids or solids, eg grain, filling the space
- fire and explosions
- dust
- high temperature
Download a guide on safe work in confined spaces (PDF, 322K).
Anyone working in confined spaces is also at risk from physical dangers such as knocking their head or limbs against protruding structures such as metal struts or wooden support beams.
While some risks may be a feature of the confined space itself, the particular work activities can cause others.
For example, fumes from welding equipment could deplete oxygen levels and increase the risk of fire or explosion.
You must train anyone working in a confined space for the task in hand. You should check that working in a confined space won't trigger or make worse any medical conditions such as a bad back, claustrophobia or breathing problems such as asthma.
Smoking is now banned in any enclosed public places, workplaces or company vehicles used by more than one person. You must display a no-smoking sign at the entrance to your premises and in vehicles.
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Manage the risks posed by working in confined spaces
Safe systems, specialist tools, equipment, air testing, ventilation and emergency procedures to reduce the risks of working in confined space.
First you must consider whether the work in the confined space is really necessary. Consider whether you could carry out the work without entering the space. Better work planning or a different approach can reduce the need for confined-space working. If, for example, you need to inspect the inside of a silo you could tackle the work from outside the space using specialist equipment with cameras and sensors.
If you can't do this, you must plan a safe way to carry out the work.
Confined space safe system of work
Your system might include:
- appointing a supervisor
- checking individuals are suitable for the work
- checking the size of the entrance
- providing ventilation
- testing the air
- providing special tools and lighting
- providing breathing apparatus
- people working in teams, with an observer present at all times
Permit-to-work system
You may need to organise a permit-to-work system which will involve:
- identifying the person who can authorise jobs and who is responsible for stating required precautions such as emergency procedures and air testing
- ensuring contractors don't operate outside the system
- training and instruction on the issue of permits
- monitoring the system to check it works
Emergency procedure
You must also put an emergency procedure in place before the work starts in case there is an incident. Effective arrangements for raising the alarm and carrying out rescue operations are essential. The contingency plan will depend on the nature of the confined space, the risks identified and the likely nature of the emergency rescue. This will cover:
- communications from inside the confined space to people outside so that rescue procedures can start
- providing suitable rescue and resuscitation equipment
- having properly trained people ready, who are fit and capable of using any equipment provided for rescue
- first-aid procedures
- how to contact the emergency services and what information about the particular dangers in the confined space will be given to them on their arrival
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Health and safety risks for care service employees
In this guide:
- Health and safety in care service businesses
- Register a care service business
- Avoid health and safety hazards in care service premises
- Health and safety risks for care service employees
- Hygiene and hazardous substances in care service businesses
- Vetting, AccessNI and training in care service businesses
- Checklist: safety in care service businesses
Register a care service business
How to register a care service business (such as a nursery, residential care home or clinic) with the Regulation and Quality Improvement Authority (RQIA)
Most businesses working with people who require special care, such as the very young and very old, must be officially registered.
Businesses in Northern Ireland that provide social care or private health care services must register with the Regulation and Quality Improvement Authority (RQIA). This includes care homes, children's homes and private clinics.
Care service businesses that must be registered
The following care service businesses must legally be registered with RQIA:
- adult placement agencies
- children's homes
- day care settings
- domiciliary care agencies
- independent clinics
- independent hospitals (including private dental practices)
- nursing agencies
- nursing homes
- residential care homes
- residential family centres
- voluntary adoption agencies
How to register
You can contact the RQIA Helpline on Tel: 028 9536 1111 or access online application documents.
Certain businesses will need to pay registration fees.
In Northern Ireland, businesses offering childcare services for children up to the age of 12 must register with their local Health and Social Services Trust.
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Avoid health and safety hazards in care service premises
Minimising workplace hazards and making your equipment and premises as user-friendly as possible in a business that provides care services, eg a care home.
If you provide care services to the young, the ill or the very old, bear in mind that many hazards can present a greater risk of accident or ill health to people from these groups. Your risk assessments should consider a number of key hazards.
Workplace hazards
Some common hazards to consider include:
-
room layout - avoid sharp edges, hidden steps and loose fittings that may cause trips
-
flooring - avoid uneven and slippery surfaces
-
stairs - consider whether hand rails or stairlifts can be fitted
-
door locks - you should prevent people being able to lock themselves in
-
water - ensure you have thermostatically controlled mixing valves for controlling hot water temperature and barriers to prevent people falling into pools and ponds
-
hot surfaces - ensure that radiators, hot water pipes or other space heating devices do not pose a risk to vulnerable people
-
legionella - ensure that water systems are maintained to reduce the risk of legionella bacteria
-
play equipment - check it is safely designed, complies with toy safety law and carries the CE mark, and is in good condition
-
fires - install early warning devices and put procedures in place to speed the evacuation of vulnerable people
-
security - monitor and control who enters and leaves your premises
Often the steps required to remove or reduce health and safety risks are very simple. For example, providing bath rails or anti-slip mats can greatly reduce the chances of accidents in the bath.
Ease of use
As well as minimising risks of accidents and injuries, it's also important to make your premises as user friendly as possible. Simple design changes can be very effective, such as:
-
making door handles easy to open
-
installing stairlifts for elderly clients
-
placing light switches at accessible heights
-
using rails near baths and toilets to aid balance
The earlier you think about these issues, the easier it will be to deal with them. You should make ease of use a priority when choosing equipment.
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Health and safety risks for care service employees
Dealing with health and safety issues for employees working in care service businesses from stress to lifting injuries, violence and hazardous substances.
Employees in care service businesses can face a range of specific health and safety hazards. As an employer you must do all you can to reduce the risk of harm from these hazards. Your risk assessments should consider a number of key topics.
Manual handling
Employees looking after the young, the ill and the very old often have to carry out manual handling tasks. These include moving equipment around and lifting or assisting those who are unable to move themselves.
You can minimise the risks these tasks pose by training employees in proper lifting techniques. You should use automation where possible. See safe manual handling at work.
Infection
Businesses providing day or residential care may need to protect employees from infection. General handcare is key in infection control matters. If medical attention is being provided, protective gloves should be provided when open wounds are being treated. Vaccines can be used to prevent against such infections as Hepatitis B. They should only be offered if there is a significant risk of infection, eg if there is the chance of contact with infected needles or infected bodily fluids.
Businesses should advise members of staff who are unwell that they should stay at home to avoid the spread of the illness to others. See diseases, infections and allergies in the workplace.
Challenging behaviour and violence
Any incident in which an employee is verbally abused, threatened or assaulted can be a source of injury and distress. Aggressive or violent acts could be due to medication, age and stress.
Employees must ensure that employees have the appropriate skills to prevent or reduce the risk of injury or distress from aggressive behaviour.
The risks of violence and aggression should be assessed and appropriate steps taken to deal with it. These steps might include providing suitable training and information to staff or making changes to aspects of their roles. If necessary, you could improve the design of the working environment by providing physical security measures.
Download a guide for employers about violence at work (PDF, 105K).
Hazardous substances
Care-service businesses are likely to use a wide range of hazardous substances and items - from cleaning products to syringes, latex gloves and medical supplies. In these instances you will need to comply with the Control of Substances Hazardous to Health Regulations (COSHH). See hygiene and hazardous substances in care service businesses.
Stress, drug and alcohol use
Looking after other people can be very demanding. Put procedures in place to help identify employees who are having difficulty coping with the stress. See how to deal with stress and workplace policies on smoking, drugs and alcohol.
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Hygiene and hazardous substances in care service businesses
Health, hygiene and safety in kitchens, wash areas and when dealing with laundry, waste and hazardous substances in businesses that provide care services.
If you run a care service business, such as a care home or crèche, you need to pay particular attention to hygiene practices and procedures.
Elderly and young clients may be more vulnerable to infections and to harm from spillages and other accidents. Businesses providing care to them may face particular issues of workplace hygiene.
Hygiene hazards in care homes
Look at all the tasks being carried out in your business and see which ones involve potential hygiene risks. You need to ensure:
- food preparation areas are clean and uncluttered
- spillages are mopped up straight away
- kitchen waste is properly stored and disposed of
- laundry is properly bagged, with soiled laundry separated
- clinical waste and sharp objects are kept separate from general waste
- hand-wash facilities are plentiful and clean
- bathrooms and toilets are clean
Staff will often also require training and equipment to prevent the spread of infections in businesses such as child day care centres or care homes for the elderly. For instance, a crèche or playgroup may need procedures to prevent the spread of head lice.
In care homes, you may need to take steps to prevent the spread of blood-borne diseases. The biggest risk of blood-borne infection comes from needlesticks where sharps are infected. See diseases, infections and allergies in the workplace.
Hazardous substances in care homes
You're required by law to ensure that risks from hazardous substances used by your business are assessed and managed effectively. These substances may include things such as:
- cleaning products
- latex
- medicines
- blood
- asbestos
- solvent-based paint and ink
- solvents
- chemical waste
- pesticides
You must minimise exposure to hazardous substances and train staff in how to handle these substances safely. You should ensure staff know how to deal with accidents and spillages according to the Control of Substances Hazardous to Health Regulations (COSHH). Download COSHH guidance (PDF, 264K).
You must also comply with laws covering the disposal of hazardous waste. See dealing with hazardous waste.
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Vetting, AccessNI and training in care service businesses
Use thorough employee checks and training to make sure your staff can provide the service your clients require in a business that provide care services.
The health and safety of children, people with special needs or the elderly whom your business looks after depends on having suitable staff.
You should put procedures in place to properly vet new employees. You must make sure that your staff are competent and trained to provide care services of the highest standard.
Disclosure and barring
Disclosure and barring arrangements help protect vulnerable groups and allow care service businesses to ensure that new recruits are suitable. The Disclosure and Barring Service holds a "barred list" of individuals who are deemed to be a potential risk to children or vulnerable adults.
There are certain regulated activities with vulnerable groups that disclosure and barring relates to. This includes providing health and personal care services to children and adults.
AccessNI
Certain job applicants, including those applying for care service positions, require a background check. In Northern Ireland, AccessNI carry out these checks. There are different levels of checks that provide details about a person's criminal record.
Positions working with children and vulnerable adults require an enhanced AccessNI check. The enhanced check includes:
- details of spent and unspent convictions
- check of local police records
- information held by the Disclosure and Barring Service
Training
Good health and safety staff training is another essential part of reducing the risk of your clients being harmed. Training should be part of every employee's induction. You should provide training on an ongoing basis, particularly when:
- new equipment is introduced
- your procedures or work patterns change
- clients with new needs come into your business' care
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Checklist: safety in care service businesses
Key steps to maintain health and safety in your care service business including staff, premises, communication, equipment, hygiene, waste, training and risks.
There's a wide range of factors to consider when trying to ensure the health, safety and welfare of clients, employees and the environment in care-service businesses. This includes crèches, playgroups and care homes.
Make sure you:
- check that all potential staff are suitable before employing them - see vetting, AccessNI and training in care service businesses
- provide health and safety training and information
- carry out a health and safety risk assessment and take actions to reduce risks
- keep the design and layout of your premises simple and obstacle-free
- make your premises easily accessible, by providing lifts, for example - see disabled access and facilities in business premises
- keep electrical, mechanical and other equipment in good order - - see safety of workplace machinery, equipment and tools
- keep up repairs to your premises
- install user-friendly fixtures and fittings in your premises
- secure your business premises
- write a health and safety policy for your business and communicate it to staff
- ensure staff are aware of, and help to manage, key risks eg hot water, surfaces, moving and handling, window and balcony safety, bedrail safety, slips and trips and infection control
- provide suitable equipment - from protective gloves to lifting equipment
- keep wash facilities clean and well stocked
- provide sufficient rest rooms and ensure rest breaks are taken
- train staff in managing waste on site
- store wastes properly before disposal
- segregate wastes - especially hazardous wastes
- store liquid wastes away from watercourses and drains
- fit stair and bath rails
- use non-slip flooring where appropriate - see avoid slips and trips in the workplace
- keep hazardous substances such as chemicals and medicines locked away with restricted access - see hygiene and hazardous substances in care service businesses
- provide adequate lighting
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Avoid health and safety hazards in care service premises
In this guide:
- Health and safety in care service businesses
- Register a care service business
- Avoid health and safety hazards in care service premises
- Health and safety risks for care service employees
- Hygiene and hazardous substances in care service businesses
- Vetting, AccessNI and training in care service businesses
- Checklist: safety in care service businesses
Register a care service business
How to register a care service business (such as a nursery, residential care home or clinic) with the Regulation and Quality Improvement Authority (RQIA)
Most businesses working with people who require special care, such as the very young and very old, must be officially registered.
Businesses in Northern Ireland that provide social care or private health care services must register with the Regulation and Quality Improvement Authority (RQIA). This includes care homes, children's homes and private clinics.
Care service businesses that must be registered
The following care service businesses must legally be registered with RQIA:
- adult placement agencies
- children's homes
- day care settings
- domiciliary care agencies
- independent clinics
- independent hospitals (including private dental practices)
- nursing agencies
- nursing homes
- residential care homes
- residential family centres
- voluntary adoption agencies
How to register
You can contact the RQIA Helpline on Tel: 028 9536 1111 or access online application documents.
Certain businesses will need to pay registration fees.
In Northern Ireland, businesses offering childcare services for children up to the age of 12 must register with their local Health and Social Services Trust.
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Avoid health and safety hazards in care service premises
Minimising workplace hazards and making your equipment and premises as user-friendly as possible in a business that provides care services, eg a care home.
If you provide care services to the young, the ill or the very old, bear in mind that many hazards can present a greater risk of accident or ill health to people from these groups. Your risk assessments should consider a number of key hazards.
Workplace hazards
Some common hazards to consider include:
-
room layout - avoid sharp edges, hidden steps and loose fittings that may cause trips
-
flooring - avoid uneven and slippery surfaces
-
stairs - consider whether hand rails or stairlifts can be fitted
-
door locks - you should prevent people being able to lock themselves in
-
water - ensure you have thermostatically controlled mixing valves for controlling hot water temperature and barriers to prevent people falling into pools and ponds
-
hot surfaces - ensure that radiators, hot water pipes or other space heating devices do not pose a risk to vulnerable people
-
legionella - ensure that water systems are maintained to reduce the risk of legionella bacteria
-
play equipment - check it is safely designed, complies with toy safety law and carries the CE mark, and is in good condition
-
fires - install early warning devices and put procedures in place to speed the evacuation of vulnerable people
-
security - monitor and control who enters and leaves your premises
Often the steps required to remove or reduce health and safety risks are very simple. For example, providing bath rails or anti-slip mats can greatly reduce the chances of accidents in the bath.
Ease of use
As well as minimising risks of accidents and injuries, it's also important to make your premises as user friendly as possible. Simple design changes can be very effective, such as:
-
making door handles easy to open
-
installing stairlifts for elderly clients
-
placing light switches at accessible heights
-
using rails near baths and toilets to aid balance
The earlier you think about these issues, the easier it will be to deal with them. You should make ease of use a priority when choosing equipment.
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Health and safety risks for care service employees
Dealing with health and safety issues for employees working in care service businesses from stress to lifting injuries, violence and hazardous substances.
Employees in care service businesses can face a range of specific health and safety hazards. As an employer you must do all you can to reduce the risk of harm from these hazards. Your risk assessments should consider a number of key topics.
Manual handling
Employees looking after the young, the ill and the very old often have to carry out manual handling tasks. These include moving equipment around and lifting or assisting those who are unable to move themselves.
You can minimise the risks these tasks pose by training employees in proper lifting techniques. You should use automation where possible. See safe manual handling at work.
Infection
Businesses providing day or residential care may need to protect employees from infection. General handcare is key in infection control matters. If medical attention is being provided, protective gloves should be provided when open wounds are being treated. Vaccines can be used to prevent against such infections as Hepatitis B. They should only be offered if there is a significant risk of infection, eg if there is the chance of contact with infected needles or infected bodily fluids.
Businesses should advise members of staff who are unwell that they should stay at home to avoid the spread of the illness to others. See diseases, infections and allergies in the workplace.
Challenging behaviour and violence
Any incident in which an employee is verbally abused, threatened or assaulted can be a source of injury and distress. Aggressive or violent acts could be due to medication, age and stress.
Employees must ensure that employees have the appropriate skills to prevent or reduce the risk of injury or distress from aggressive behaviour.
The risks of violence and aggression should be assessed and appropriate steps taken to deal with it. These steps might include providing suitable training and information to staff or making changes to aspects of their roles. If necessary, you could improve the design of the working environment by providing physical security measures.
Download a guide for employers about violence at work (PDF, 105K).
Hazardous substances
Care-service businesses are likely to use a wide range of hazardous substances and items - from cleaning products to syringes, latex gloves and medical supplies. In these instances you will need to comply with the Control of Substances Hazardous to Health Regulations (COSHH). See hygiene and hazardous substances in care service businesses.
Stress, drug and alcohol use
Looking after other people can be very demanding. Put procedures in place to help identify employees who are having difficulty coping with the stress. See how to deal with stress and workplace policies on smoking, drugs and alcohol.
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Hygiene and hazardous substances in care service businesses
Health, hygiene and safety in kitchens, wash areas and when dealing with laundry, waste and hazardous substances in businesses that provide care services.
If you run a care service business, such as a care home or crèche, you need to pay particular attention to hygiene practices and procedures.
Elderly and young clients may be more vulnerable to infections and to harm from spillages and other accidents. Businesses providing care to them may face particular issues of workplace hygiene.
Hygiene hazards in care homes
Look at all the tasks being carried out in your business and see which ones involve potential hygiene risks. You need to ensure:
- food preparation areas are clean and uncluttered
- spillages are mopped up straight away
- kitchen waste is properly stored and disposed of
- laundry is properly bagged, with soiled laundry separated
- clinical waste and sharp objects are kept separate from general waste
- hand-wash facilities are plentiful and clean
- bathrooms and toilets are clean
Staff will often also require training and equipment to prevent the spread of infections in businesses such as child day care centres or care homes for the elderly. For instance, a crèche or playgroup may need procedures to prevent the spread of head lice.
In care homes, you may need to take steps to prevent the spread of blood-borne diseases. The biggest risk of blood-borne infection comes from needlesticks where sharps are infected. See diseases, infections and allergies in the workplace.
Hazardous substances in care homes
You're required by law to ensure that risks from hazardous substances used by your business are assessed and managed effectively. These substances may include things such as:
- cleaning products
- latex
- medicines
- blood
- asbestos
- solvent-based paint and ink
- solvents
- chemical waste
- pesticides
You must minimise exposure to hazardous substances and train staff in how to handle these substances safely. You should ensure staff know how to deal with accidents and spillages according to the Control of Substances Hazardous to Health Regulations (COSHH). Download COSHH guidance (PDF, 264K).
You must also comply with laws covering the disposal of hazardous waste. See dealing with hazardous waste.
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Vetting, AccessNI and training in care service businesses
Use thorough employee checks and training to make sure your staff can provide the service your clients require in a business that provide care services.
The health and safety of children, people with special needs or the elderly whom your business looks after depends on having suitable staff.
You should put procedures in place to properly vet new employees. You must make sure that your staff are competent and trained to provide care services of the highest standard.
Disclosure and barring
Disclosure and barring arrangements help protect vulnerable groups and allow care service businesses to ensure that new recruits are suitable. The Disclosure and Barring Service holds a "barred list" of individuals who are deemed to be a potential risk to children or vulnerable adults.
There are certain regulated activities with vulnerable groups that disclosure and barring relates to. This includes providing health and personal care services to children and adults.
AccessNI
Certain job applicants, including those applying for care service positions, require a background check. In Northern Ireland, AccessNI carry out these checks. There are different levels of checks that provide details about a person's criminal record.
Positions working with children and vulnerable adults require an enhanced AccessNI check. The enhanced check includes:
- details of spent and unspent convictions
- check of local police records
- information held by the Disclosure and Barring Service
Training
Good health and safety staff training is another essential part of reducing the risk of your clients being harmed. Training should be part of every employee's induction. You should provide training on an ongoing basis, particularly when:
- new equipment is introduced
- your procedures or work patterns change
- clients with new needs come into your business' care
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Checklist: safety in care service businesses
Key steps to maintain health and safety in your care service business including staff, premises, communication, equipment, hygiene, waste, training and risks.
There's a wide range of factors to consider when trying to ensure the health, safety and welfare of clients, employees and the environment in care-service businesses. This includes crèches, playgroups and care homes.
Make sure you:
- check that all potential staff are suitable before employing them - see vetting, AccessNI and training in care service businesses
- provide health and safety training and information
- carry out a health and safety risk assessment and take actions to reduce risks
- keep the design and layout of your premises simple and obstacle-free
- make your premises easily accessible, by providing lifts, for example - see disabled access and facilities in business premises
- keep electrical, mechanical and other equipment in good order - - see safety of workplace machinery, equipment and tools
- keep up repairs to your premises
- install user-friendly fixtures and fittings in your premises
- secure your business premises
- write a health and safety policy for your business and communicate it to staff
- ensure staff are aware of, and help to manage, key risks eg hot water, surfaces, moving and handling, window and balcony safety, bedrail safety, slips and trips and infection control
- provide suitable equipment - from protective gloves to lifting equipment
- keep wash facilities clean and well stocked
- provide sufficient rest rooms and ensure rest breaks are taken
- train staff in managing waste on site
- store wastes properly before disposal
- segregate wastes - especially hazardous wastes
- store liquid wastes away from watercourses and drains
- fit stair and bath rails
- use non-slip flooring where appropriate - see avoid slips and trips in the workplace
- keep hazardous substances such as chemicals and medicines locked away with restricted access - see hygiene and hazardous substances in care service businesses
- provide adequate lighting
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Workstation health and safety: desks, chairs and posture
In this guide:
- Computer health and safety at work
- Display screen equipment health and safety
- Laptop health and safety
- Workstation health and safety: desks, chairs and posture
- Working conditions for computer users
- Computer health and safety: task design and rest breaks
- Train employees to use computers safely
- Computer workstation risk assessment
- Free eye tests for employees who use computers
- Ensure healthy computer use at work: six top tips
Display screen equipment health and safety
Computer screens, keyboards and pointing devices must meet certain criteria to comply with to meet health and safety law and protect your staff from injuries.
Under health and safety law, you must ensure that computer equipment, furniture and the working environment meet certain requirements. They must be easy to adjust to each person's needs.
Computer screens
In most cases computer screens should:
- tilt and swivel to suit the needs of the user
- be adjusted to the correct height for the user - either using a separate base or an adjustable table
- show clear characters with enough spacing
- show a stable image with no flickering
- have easily adjustable brightness and contrast controls
- be free of reflected glare
- have a screen size suitable for its intended use
You should also ensure that users:
- know how to adjust brightness and contrast controls to suit lighting conditions
- keep the screen surface clean
- know how to adjust software settings to make text large enough to read easily
- take frequent breaks
Keyboards
Keyboards should:
- be tilt-adjustable and separate from the screen to allow the user to work comfortably
- have enough space in front of them to allow the user to rest their hands and arms when not keying
- be legible and have a matt surface to minimise glare
You should also ensure that users:
- adjust the keyboard to a comfortable position
- keep their wrists straight when typing
- use the keys lightly and don't overstretch their fingers
- take frequent breaks
Pointing devices
If an employee uses a mouse, trackball or other pointing device for long periods, they may develop problems in their hands, wrists or upper body.
You can minimise risk by:
- training the user to use the mouse with a relaxed arm and a straight wrist
- informing the user that their fingers should rest lightly on the buttons and not press too hard
- limiting the length of intensive sessions using pointing devices
- ensuring users take frequent short breaks
- ensuring the device is suitable for the task
- training the user in keyboard shortcuts
- training the user to adjust the software settings - these control the reaction time between the mouse and the cursor on the screen
Portable computers
These same controls will also reduce the risks associated with portable computers, which include laptops and tablets. However, the following may also help reduce manual handling, fatigue and postural problems:
- consider potential risks from manual handling if users have to carry heavy equipment and papers
- whenever possible, users should be encouraged to use a docking station or firm surface and a full-sized keyboard and mouse
- the height and position of the portable’s screen should be angled so that the user is sitting comfortably and reflection is minimised (raiser blocks are commonly used to help with screen height)
- more changes in activity may be needed if the user cannot minimise the risks of prolonged use and awkward postures to suitable levels
- while portable systems not in prolonged use are excluded from the regulations, some jobs will use such devices intermittently and to support the main tasks - any employer who provides such equipment still has to risk assess and take steps to reduce residual risks
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Laptop health and safety
What to consider before you buy a laptop for your employees to use, how to reduce the health and safety risks and the training you must provide by law.
Some of the design features on laptops and other portable computers can make them uncomfortable to use for long periods. Employees shouldn't routinely use laptops where full-sized equipment is available. Alternatively, you should provide a laptop docking station so that they can work with a full-sized keyboard and screen.
What to consider when buying laptops
When you're thinking about buying portable computers, they should ideally:
- be as light as possible - 3 kilograms or under
- be fitted with as large and clear a screen as possible - preferably detachable or height-adjustable
- come with a lightweight carrying case with handle and shoulder straps
- have as long a battery life as possible and have extra transformer/cable sets so that the user has a set in each main location where they use the equipment
- have a tilt-adjustable keyboard
- be able to be used with a docking station
- have friction pads underneath to prevent the laptop from sliding across work surfaces
- have enough memory and speed for the software used
Employee laptop training
You must provide training for employees using portable display screen equipment (DSE).
In addition to ordinary DSE training, training for laptop users should include information on:
- comfortable postures for using a laptop
- using the keyboard at the right height
- adjusting the screen to reduce reflection and glare
- the need for regular rest breaks
- how to report any problems that develop
- how to reduce the manual handling risk, eg by reducing the amount of extra equipment and paperwork to be carried
- how to reduce the risk from theft or mugging
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Workstation health and safety: desks, chairs and posture
What standards your furniture must meet for a safe computer workstation and what your employees need to be aware of to work safely including posture.
A user's workstation furniture should minimise the risk of injuries. Posture also plays a vital role in preventing upper limb disorders.
Desk health and safety
The work desk or work surface should:
- be big enough to allow the user to arrange the screen, keyboard, documents, etc in a flexible way
- have a matt surface
- be big enough to let the user work comfortably and to change position
- be stable and positioned so that it's comfortable and easy to use where an employee uses a document holder
Office chair health and safety
Workstation chairs should:
- be stable and allow the user to work comfortably
- be adjustable in height
- have a seatback adjustable in height and tilt
Other workstation considerations
Other features of the workstation you should consider include:
- arm supports must not interfere with movement, eg by stopping the user getting the chair under the work surface
- seat width should be wider than the hip width of the person using it
- the back rest should provide support for the back in all sitting positions, particularly the lumbar region.
- a foot rest may be needed if users are unable to rest their feet flat on the floor
- the importance of correct and comfortable seating should be emphasised to employees in a risk assessment
Posture when using a computer
Adopting the right posture when working at a computer is very important in order to prevent health problems. You must ensure that employees are aware of good posture and technique, including the importance of:
- avoiding sitting in the same position for long periods
- keeping their forearms roughly horizontal, and their eyes at the same height as the top of the display screen equipment
- ensuring items that are regularly used are within easy reach
- positioning a mouse or other pointing device close by so they can use it with a relaxed arm and a straight wrist
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Working conditions for computer users
Monitor office conditions such as humidity, temperature, lighting and noise levels to ensure a healthy working environment for employees who use computers.
The general conditions in the workplace also have an effect on the health and safety of display screen equipment users.
You need to assess:
- Noise levels - the equipment shouldn't be so noisy that it distracts the user. If you can't use quieter equipment, consider soundproofing or moving the equipment. You could use sound-insulating partitions between noisy equipment and the rest of the workstation as an alternative.
- Lighting - surrounding windows must have curtains or blinds which users can adjust to prevent reflected glare. If needed, provide users with lighting appropriate to their tasks and particular workstation. Users should have control over their lighting to prevent reflected glare.
- Temperature - the equipment should not give out so much heat that the user becomes uncomfortable.
- Humidity - it's important that you maintain ventilation and humidity at a level which keeps the user comfortable.
See workplace welfare facilities and healthy working environment.
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Computer health and safety: task design and rest breaks
You have a duty to ensure that employees working on computers have a mix of activities and regular rest breaks to prevent health problems and injuries.
You must plan the activities of computer users so that they don't work for long uninterrupted periods on display screen equipment (DSE). You can do this through a combination of rest breaks and changes in work activity which allow users to change posture.
You also have a duty to tell employees about the importance of changing activities and taking breaks and to encourage them to do both. See health and safety basics for business.
Task design
Good design of the task can be as important as the right choice of furniture and equipment. Whenever possible you should:
- design jobs so that employees have a mix of activities and some say over which tasks they perform and when
- match staffing levels to workload so that individuals are neither overworked nor underworked
- give employees some say in the way work is planned and carried out
Rest breaks
An employee's need for rest breaks will vary depending on the type of work they are doing and how intensely they are working. As a general rule however:
- Short, frequent breaks are better than longer, less frequent ones. A five to ten minute break after 50-60 minutes' DSE work is better than a 15-20 minute break after two hours.
- The employee should have some choice over when to take breaks.
- Employees should be encouraged to do different tasks or activities during their break, ideally away from the workstation.
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Train employees to use computers safely
Train employees in safe computer use including correct posture, technique and breaks and also ensure homeworkers work safely and are insured and are trained.
Under health and safety law, you must train your employees in the safe use of display screen equipment (DSE). This training should include:
- the health risks of using DSE incorrectly
- how to position and adjust all equipment and furniture to make it comfortable
- the importance of good posture and the need to change position frequently
- the right technique for using a keyboard, mouse, etc
- how to use the hardware and software
- the need for short, frequent breaks from screen work
- how to recognise the warning signs of health problems from DSE use
- how to report any problems
- entitlement to an eyesight test
- the need to clean and inspect DSE regularly to identify any problems
You must also tell employees about the minimum standards relating to DSE and risk assessment.
Where you upgrade or replace equipment or furniture, you must ensure that you retrain staff accordingly and revise the risk assessment.
Homeworkers
As an employer, you have a duty to ensure that employees working at home or from other locations do so safely. Homeworkers may carry out their own risk assessments using an ergonomic checklist, but you will have to train them to do so. Employees using workstations at home or at other locations away from the office will need training in the safe use of DSE.
They will also need extra training covering:
- how to conduct a risk assessment of their workstation
- the importance of good posture, taking breaks, etc to make up for the lack of direct supervision
- how to report any problems
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Computer workstation risk assessment
Assess health risks associated with computer workstations - physical layout, posture, special needs, rest breaks to ensure a healthy working environment.
By law, employers must carry out risk assessments on computer workstations and the employees who use them. This includes homeworkers. A risk assessment should cover all aspects of the task and workplace.
These aspects will include:
- the physical layout of equipment and furniture
- the job being done
- the user's posture
- any special needs of staff
- the need for rest breaks
- the general office environment
Where you identify a problem, you must take steps to reduce the risk to staff.
It's good practice to arrange a re-assessment if there are any changes affecting the workstation or the user directly. For example, if new equipment or furniture is brought in, a re-assessment will help identify the best ergonomic layout. Similarly, when an employee informs you that she is pregnant, you should carry out a review urgently and repeat regularly as the pregnancy develops. Where an employee reports a repetitive strain injury, you should re-assess the risks to help prevent a recurrence of symptoms.
Using a checklist
Employees who are involved in risk assessments are more likely to report any problems as they occur. A good way of doing this is to get staff to fill in an ergonomic best practice checklist covering each aspect of the workstation. You should get completed checklists reviewed by an assessor who has been trained to help identify any problems and find a solution.
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Free eye tests for employees who use computers
You have a responsibility to provide eyesight tests for employees who use display screen equipment and you may have to pay for glasses needed for work.
All employees who regularly use display screen equipment (DSE) have the right to ask you to pay for eye and eyesight tests. An optometrist or doctor will carry out the test and it's your duty to pay the fee. DSE users have the right to regular tests thereafter.
Employers only have to pay for glasses if special ones are needed for DSE work and the employee can't use normal glasses. Where special glasses are prescribed, you only have to cover the basic cost, ie the lenses and frames. It's a good idea to set a fixed limit for the basic cost of glasses. You could state this limit in your staff handbook. If an employee wants to buy frames or glasses that exceed this limit, you must still pay the basic cost but the employee must make up the difference.
To prevent temporary eye strain and related problems, such as headaches, fatigue and stress, make sure your employees take regular rest breaks and that workstations meet the minimum risk standards. See display screen equipment health and safety and computer health and safety: task design and rest breaks.
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Ensure healthy computer use at work: six top tips
Follow these simple tips in your business to prevent health issues like upper limb injuries and eye strain for workers who use a computer for long periods.
Staff who work with computers for long periods can be at risk of injury to their hands, arms, neck or back. Eye strain and related problems like headaches can lead to absence and reduced productivity.
Under health and safety law, you must ensure that computer screens and associated equipment, including the working environment meet certain minimum requirements.
Employers have a duty to reduce the risks. Appropriate equipment, posture, workstation set-up and training can all help achieve this. Follow these tips to help staff to work safely at their computer.
1. Encourage staff to take short frequent breaks. Taking a five to ten minute break every hour will be more beneficial for employees than a longer break every two hours.
2. Adjust lighting to prevent glare. Turn overhead lights off or down, and close blinds or curtains when light is reflecting off screens.
3. All regularly used items on the desk, such as the phone, should be easily within reach. Staff should use their mouse with a relaxed arm and straight wrist.
4. Ensure your employee's screens are at the correct height (the top of the screen should be at eye-level) and are a suitable size for the task. Chairs should have adjustable height and seatbacks to let staff work comfortably.
5. If staff regularly use display screen equipment you must offer free eye tests for employees who use computers. If workers require special glasses for computer work, you will have to pay for the basic cost of the frames and lenses.
6. Offer a computer workstation risk assessment. Employers must carry these out for all computer users and take steps to reduce risks when problems are identified.
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Laptop health and safety
In this guide:
- Computer health and safety at work
- Display screen equipment health and safety
- Laptop health and safety
- Workstation health and safety: desks, chairs and posture
- Working conditions for computer users
- Computer health and safety: task design and rest breaks
- Train employees to use computers safely
- Computer workstation risk assessment
- Free eye tests for employees who use computers
- Ensure healthy computer use at work: six top tips
Display screen equipment health and safety
Computer screens, keyboards and pointing devices must meet certain criteria to comply with to meet health and safety law and protect your staff from injuries.
Under health and safety law, you must ensure that computer equipment, furniture and the working environment meet certain requirements. They must be easy to adjust to each person's needs.
Computer screens
In most cases computer screens should:
- tilt and swivel to suit the needs of the user
- be adjusted to the correct height for the user - either using a separate base or an adjustable table
- show clear characters with enough spacing
- show a stable image with no flickering
- have easily adjustable brightness and contrast controls
- be free of reflected glare
- have a screen size suitable for its intended use
You should also ensure that users:
- know how to adjust brightness and contrast controls to suit lighting conditions
- keep the screen surface clean
- know how to adjust software settings to make text large enough to read easily
- take frequent breaks
Keyboards
Keyboards should:
- be tilt-adjustable and separate from the screen to allow the user to work comfortably
- have enough space in front of them to allow the user to rest their hands and arms when not keying
- be legible and have a matt surface to minimise glare
You should also ensure that users:
- adjust the keyboard to a comfortable position
- keep their wrists straight when typing
- use the keys lightly and don't overstretch their fingers
- take frequent breaks
Pointing devices
If an employee uses a mouse, trackball or other pointing device for long periods, they may develop problems in their hands, wrists or upper body.
You can minimise risk by:
- training the user to use the mouse with a relaxed arm and a straight wrist
- informing the user that their fingers should rest lightly on the buttons and not press too hard
- limiting the length of intensive sessions using pointing devices
- ensuring users take frequent short breaks
- ensuring the device is suitable for the task
- training the user in keyboard shortcuts
- training the user to adjust the software settings - these control the reaction time between the mouse and the cursor on the screen
Portable computers
These same controls will also reduce the risks associated with portable computers, which include laptops and tablets. However, the following may also help reduce manual handling, fatigue and postural problems:
- consider potential risks from manual handling if users have to carry heavy equipment and papers
- whenever possible, users should be encouraged to use a docking station or firm surface and a full-sized keyboard and mouse
- the height and position of the portable’s screen should be angled so that the user is sitting comfortably and reflection is minimised (raiser blocks are commonly used to help with screen height)
- more changes in activity may be needed if the user cannot minimise the risks of prolonged use and awkward postures to suitable levels
- while portable systems not in prolonged use are excluded from the regulations, some jobs will use such devices intermittently and to support the main tasks - any employer who provides such equipment still has to risk assess and take steps to reduce residual risks
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Laptop health and safety
What to consider before you buy a laptop for your employees to use, how to reduce the health and safety risks and the training you must provide by law.
Some of the design features on laptops and other portable computers can make them uncomfortable to use for long periods. Employees shouldn't routinely use laptops where full-sized equipment is available. Alternatively, you should provide a laptop docking station so that they can work with a full-sized keyboard and screen.
What to consider when buying laptops
When you're thinking about buying portable computers, they should ideally:
- be as light as possible - 3 kilograms or under
- be fitted with as large and clear a screen as possible - preferably detachable or height-adjustable
- come with a lightweight carrying case with handle and shoulder straps
- have as long a battery life as possible and have extra transformer/cable sets so that the user has a set in each main location where they use the equipment
- have a tilt-adjustable keyboard
- be able to be used with a docking station
- have friction pads underneath to prevent the laptop from sliding across work surfaces
- have enough memory and speed for the software used
Employee laptop training
You must provide training for employees using portable display screen equipment (DSE).
In addition to ordinary DSE training, training for laptop users should include information on:
- comfortable postures for using a laptop
- using the keyboard at the right height
- adjusting the screen to reduce reflection and glare
- the need for regular rest breaks
- how to report any problems that develop
- how to reduce the manual handling risk, eg by reducing the amount of extra equipment and paperwork to be carried
- how to reduce the risk from theft or mugging
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Workstation health and safety: desks, chairs and posture
What standards your furniture must meet for a safe computer workstation and what your employees need to be aware of to work safely including posture.
A user's workstation furniture should minimise the risk of injuries. Posture also plays a vital role in preventing upper limb disorders.
Desk health and safety
The work desk or work surface should:
- be big enough to allow the user to arrange the screen, keyboard, documents, etc in a flexible way
- have a matt surface
- be big enough to let the user work comfortably and to change position
- be stable and positioned so that it's comfortable and easy to use where an employee uses a document holder
Office chair health and safety
Workstation chairs should:
- be stable and allow the user to work comfortably
- be adjustable in height
- have a seatback adjustable in height and tilt
Other workstation considerations
Other features of the workstation you should consider include:
- arm supports must not interfere with movement, eg by stopping the user getting the chair under the work surface
- seat width should be wider than the hip width of the person using it
- the back rest should provide support for the back in all sitting positions, particularly the lumbar region.
- a foot rest may be needed if users are unable to rest their feet flat on the floor
- the importance of correct and comfortable seating should be emphasised to employees in a risk assessment
Posture when using a computer
Adopting the right posture when working at a computer is very important in order to prevent health problems. You must ensure that employees are aware of good posture and technique, including the importance of:
- avoiding sitting in the same position for long periods
- keeping their forearms roughly horizontal, and their eyes at the same height as the top of the display screen equipment
- ensuring items that are regularly used are within easy reach
- positioning a mouse or other pointing device close by so they can use it with a relaxed arm and a straight wrist
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Source URL
/content/workstation-health-and-safety-desks-chairs-and-posture
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Working conditions for computer users
Monitor office conditions such as humidity, temperature, lighting and noise levels to ensure a healthy working environment for employees who use computers.
The general conditions in the workplace also have an effect on the health and safety of display screen equipment users.
You need to assess:
- Noise levels - the equipment shouldn't be so noisy that it distracts the user. If you can't use quieter equipment, consider soundproofing or moving the equipment. You could use sound-insulating partitions between noisy equipment and the rest of the workstation as an alternative.
- Lighting - surrounding windows must have curtains or blinds which users can adjust to prevent reflected glare. If needed, provide users with lighting appropriate to their tasks and particular workstation. Users should have control over their lighting to prevent reflected glare.
- Temperature - the equipment should not give out so much heat that the user becomes uncomfortable.
- Humidity - it's important that you maintain ventilation and humidity at a level which keeps the user comfortable.
See workplace welfare facilities and healthy working environment.
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Source URL
/content/working-conditions-computer-users
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Computer health and safety: task design and rest breaks
You have a duty to ensure that employees working on computers have a mix of activities and regular rest breaks to prevent health problems and injuries.
You must plan the activities of computer users so that they don't work for long uninterrupted periods on display screen equipment (DSE). You can do this through a combination of rest breaks and changes in work activity which allow users to change posture.
You also have a duty to tell employees about the importance of changing activities and taking breaks and to encourage them to do both. See health and safety basics for business.
Task design
Good design of the task can be as important as the right choice of furniture and equipment. Whenever possible you should:
- design jobs so that employees have a mix of activities and some say over which tasks they perform and when
- match staffing levels to workload so that individuals are neither overworked nor underworked
- give employees some say in the way work is planned and carried out
Rest breaks
An employee's need for rest breaks will vary depending on the type of work they are doing and how intensely they are working. As a general rule however:
- Short, frequent breaks are better than longer, less frequent ones. A five to ten minute break after 50-60 minutes' DSE work is better than a 15-20 minute break after two hours.
- The employee should have some choice over when to take breaks.
- Employees should be encouraged to do different tasks or activities during their break, ideally away from the workstation.
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Source URL
/content/computer-health-and-safety-task-design-and-rest-breaks
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Train employees to use computers safely
Train employees in safe computer use including correct posture, technique and breaks and also ensure homeworkers work safely and are insured and are trained.
Under health and safety law, you must train your employees in the safe use of display screen equipment (DSE). This training should include:
- the health risks of using DSE incorrectly
- how to position and adjust all equipment and furniture to make it comfortable
- the importance of good posture and the need to change position frequently
- the right technique for using a keyboard, mouse, etc
- how to use the hardware and software
- the need for short, frequent breaks from screen work
- how to recognise the warning signs of health problems from DSE use
- how to report any problems
- entitlement to an eyesight test
- the need to clean and inspect DSE regularly to identify any problems
You must also tell employees about the minimum standards relating to DSE and risk assessment.
Where you upgrade or replace equipment or furniture, you must ensure that you retrain staff accordingly and revise the risk assessment.
Homeworkers
As an employer, you have a duty to ensure that employees working at home or from other locations do so safely. Homeworkers may carry out their own risk assessments using an ergonomic checklist, but you will have to train them to do so. Employees using workstations at home or at other locations away from the office will need training in the safe use of DSE.
They will also need extra training covering:
- how to conduct a risk assessment of their workstation
- the importance of good posture, taking breaks, etc to make up for the lack of direct supervision
- how to report any problems
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Source URL
/content/train-employees-use-computers-safely
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Computer workstation risk assessment
Assess health risks associated with computer workstations - physical layout, posture, special needs, rest breaks to ensure a healthy working environment.
By law, employers must carry out risk assessments on computer workstations and the employees who use them. This includes homeworkers. A risk assessment should cover all aspects of the task and workplace.
These aspects will include:
- the physical layout of equipment and furniture
- the job being done
- the user's posture
- any special needs of staff
- the need for rest breaks
- the general office environment
Where you identify a problem, you must take steps to reduce the risk to staff.
It's good practice to arrange a re-assessment if there are any changes affecting the workstation or the user directly. For example, if new equipment or furniture is brought in, a re-assessment will help identify the best ergonomic layout. Similarly, when an employee informs you that she is pregnant, you should carry out a review urgently and repeat regularly as the pregnancy develops. Where an employee reports a repetitive strain injury, you should re-assess the risks to help prevent a recurrence of symptoms.
Using a checklist
Employees who are involved in risk assessments are more likely to report any problems as they occur. A good way of doing this is to get staff to fill in an ergonomic best practice checklist covering each aspect of the workstation. You should get completed checklists reviewed by an assessor who has been trained to help identify any problems and find a solution.
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Source URL
/content/computer-workstation-risk-assessment
Links
Free eye tests for employees who use computers
You have a responsibility to provide eyesight tests for employees who use display screen equipment and you may have to pay for glasses needed for work.
All employees who regularly use display screen equipment (DSE) have the right to ask you to pay for eye and eyesight tests. An optometrist or doctor will carry out the test and it's your duty to pay the fee. DSE users have the right to regular tests thereafter.
Employers only have to pay for glasses if special ones are needed for DSE work and the employee can't use normal glasses. Where special glasses are prescribed, you only have to cover the basic cost, ie the lenses and frames. It's a good idea to set a fixed limit for the basic cost of glasses. You could state this limit in your staff handbook. If an employee wants to buy frames or glasses that exceed this limit, you must still pay the basic cost but the employee must make up the difference.
To prevent temporary eye strain and related problems, such as headaches, fatigue and stress, make sure your employees take regular rest breaks and that workstations meet the minimum risk standards. See display screen equipment health and safety and computer health and safety: task design and rest breaks.
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Source URL
/content/free-eye-tests-employees-who-use-computers
Links
Ensure healthy computer use at work: six top tips
Follow these simple tips in your business to prevent health issues like upper limb injuries and eye strain for workers who use a computer for long periods.
Staff who work with computers for long periods can be at risk of injury to their hands, arms, neck or back. Eye strain and related problems like headaches can lead to absence and reduced productivity.
Under health and safety law, you must ensure that computer screens and associated equipment, including the working environment meet certain minimum requirements.
Employers have a duty to reduce the risks. Appropriate equipment, posture, workstation set-up and training can all help achieve this. Follow these tips to help staff to work safely at their computer.
1. Encourage staff to take short frequent breaks. Taking a five to ten minute break every hour will be more beneficial for employees than a longer break every two hours.
2. Adjust lighting to prevent glare. Turn overhead lights off or down, and close blinds or curtains when light is reflecting off screens.
3. All regularly used items on the desk, such as the phone, should be easily within reach. Staff should use their mouse with a relaxed arm and straight wrist.
4. Ensure your employee's screens are at the correct height (the top of the screen should be at eye-level) and are a suitable size for the task. Chairs should have adjustable height and seatbacks to let staff work comfortably.
5. If staff regularly use display screen equipment you must offer free eye tests for employees who use computers. If workers require special glasses for computer work, you will have to pay for the basic cost of the frames and lenses.
6. Offer a computer workstation risk assessment. Employers must carry these out for all computer users and take steps to reduce risks when problems are identified.
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Source URL
/content/ensure-healthy-computer-use-work-six-top-tips
Links
Working conditions for computer users
In this guide:
- Computer health and safety at work
- Display screen equipment health and safety
- Laptop health and safety
- Workstation health and safety: desks, chairs and posture
- Working conditions for computer users
- Computer health and safety: task design and rest breaks
- Train employees to use computers safely
- Computer workstation risk assessment
- Free eye tests for employees who use computers
- Ensure healthy computer use at work: six top tips
Display screen equipment health and safety
Computer screens, keyboards and pointing devices must meet certain criteria to comply with to meet health and safety law and protect your staff from injuries.
Under health and safety law, you must ensure that computer equipment, furniture and the working environment meet certain requirements. They must be easy to adjust to each person's needs.
Computer screens
In most cases computer screens should:
- tilt and swivel to suit the needs of the user
- be adjusted to the correct height for the user - either using a separate base or an adjustable table
- show clear characters with enough spacing
- show a stable image with no flickering
- have easily adjustable brightness and contrast controls
- be free of reflected glare
- have a screen size suitable for its intended use
You should also ensure that users:
- know how to adjust brightness and contrast controls to suit lighting conditions
- keep the screen surface clean
- know how to adjust software settings to make text large enough to read easily
- take frequent breaks
Keyboards
Keyboards should:
- be tilt-adjustable and separate from the screen to allow the user to work comfortably
- have enough space in front of them to allow the user to rest their hands and arms when not keying
- be legible and have a matt surface to minimise glare
You should also ensure that users:
- adjust the keyboard to a comfortable position
- keep their wrists straight when typing
- use the keys lightly and don't overstretch their fingers
- take frequent breaks
Pointing devices
If an employee uses a mouse, trackball or other pointing device for long periods, they may develop problems in their hands, wrists or upper body.
You can minimise risk by:
- training the user to use the mouse with a relaxed arm and a straight wrist
- informing the user that their fingers should rest lightly on the buttons and not press too hard
- limiting the length of intensive sessions using pointing devices
- ensuring users take frequent short breaks
- ensuring the device is suitable for the task
- training the user in keyboard shortcuts
- training the user to adjust the software settings - these control the reaction time between the mouse and the cursor on the screen
Portable computers
These same controls will also reduce the risks associated with portable computers, which include laptops and tablets. However, the following may also help reduce manual handling, fatigue and postural problems:
- consider potential risks from manual handling if users have to carry heavy equipment and papers
- whenever possible, users should be encouraged to use a docking station or firm surface and a full-sized keyboard and mouse
- the height and position of the portable’s screen should be angled so that the user is sitting comfortably and reflection is minimised (raiser blocks are commonly used to help with screen height)
- more changes in activity may be needed if the user cannot minimise the risks of prolonged use and awkward postures to suitable levels
- while portable systems not in prolonged use are excluded from the regulations, some jobs will use such devices intermittently and to support the main tasks - any employer who provides such equipment still has to risk assess and take steps to reduce residual risks
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Source URL
/content/display-screen-equipment-health-and-safety
Links
Laptop health and safety
What to consider before you buy a laptop for your employees to use, how to reduce the health and safety risks and the training you must provide by law.
Some of the design features on laptops and other portable computers can make them uncomfortable to use for long periods. Employees shouldn't routinely use laptops where full-sized equipment is available. Alternatively, you should provide a laptop docking station so that they can work with a full-sized keyboard and screen.
What to consider when buying laptops
When you're thinking about buying portable computers, they should ideally:
- be as light as possible - 3 kilograms or under
- be fitted with as large and clear a screen as possible - preferably detachable or height-adjustable
- come with a lightweight carrying case with handle and shoulder straps
- have as long a battery life as possible and have extra transformer/cable sets so that the user has a set in each main location where they use the equipment
- have a tilt-adjustable keyboard
- be able to be used with a docking station
- have friction pads underneath to prevent the laptop from sliding across work surfaces
- have enough memory and speed for the software used
Employee laptop training
You must provide training for employees using portable display screen equipment (DSE).
In addition to ordinary DSE training, training for laptop users should include information on:
- comfortable postures for using a laptop
- using the keyboard at the right height
- adjusting the screen to reduce reflection and glare
- the need for regular rest breaks
- how to report any problems that develop
- how to reduce the manual handling risk, eg by reducing the amount of extra equipment and paperwork to be carried
- how to reduce the risk from theft or mugging
Developed withHelpActionsAlso on this siteContent category
Source URL
/content/laptop-health-and-safety
Links
Workstation health and safety: desks, chairs and posture
What standards your furniture must meet for a safe computer workstation and what your employees need to be aware of to work safely including posture.
A user's workstation furniture should minimise the risk of injuries. Posture also plays a vital role in preventing upper limb disorders.
Desk health and safety
The work desk or work surface should:
- be big enough to allow the user to arrange the screen, keyboard, documents, etc in a flexible way
- have a matt surface
- be big enough to let the user work comfortably and to change position
- be stable and positioned so that it's comfortable and easy to use where an employee uses a document holder
Office chair health and safety
Workstation chairs should:
- be stable and allow the user to work comfortably
- be adjustable in height
- have a seatback adjustable in height and tilt
Other workstation considerations
Other features of the workstation you should consider include:
- arm supports must not interfere with movement, eg by stopping the user getting the chair under the work surface
- seat width should be wider than the hip width of the person using it
- the back rest should provide support for the back in all sitting positions, particularly the lumbar region.
- a foot rest may be needed if users are unable to rest their feet flat on the floor
- the importance of correct and comfortable seating should be emphasised to employees in a risk assessment
Posture when using a computer
Adopting the right posture when working at a computer is very important in order to prevent health problems. You must ensure that employees are aware of good posture and technique, including the importance of:
- avoiding sitting in the same position for long periods
- keeping their forearms roughly horizontal, and their eyes at the same height as the top of the display screen equipment
- ensuring items that are regularly used are within easy reach
- positioning a mouse or other pointing device close by so they can use it with a relaxed arm and a straight wrist
Developed withHelpAlso on this siteContent category
Source URL
/content/workstation-health-and-safety-desks-chairs-and-posture
Links
Working conditions for computer users
Monitor office conditions such as humidity, temperature, lighting and noise levels to ensure a healthy working environment for employees who use computers.
The general conditions in the workplace also have an effect on the health and safety of display screen equipment users.
You need to assess:
- Noise levels - the equipment shouldn't be so noisy that it distracts the user. If you can't use quieter equipment, consider soundproofing or moving the equipment. You could use sound-insulating partitions between noisy equipment and the rest of the workstation as an alternative.
- Lighting - surrounding windows must have curtains or blinds which users can adjust to prevent reflected glare. If needed, provide users with lighting appropriate to their tasks and particular workstation. Users should have control over their lighting to prevent reflected glare.
- Temperature - the equipment should not give out so much heat that the user becomes uncomfortable.
- Humidity - it's important that you maintain ventilation and humidity at a level which keeps the user comfortable.
See workplace welfare facilities and healthy working environment.
Developed withHelpActionsAlso on this siteContent category
Source URL
/content/working-conditions-computer-users
Links
Computer health and safety: task design and rest breaks
You have a duty to ensure that employees working on computers have a mix of activities and regular rest breaks to prevent health problems and injuries.
You must plan the activities of computer users so that they don't work for long uninterrupted periods on display screen equipment (DSE). You can do this through a combination of rest breaks and changes in work activity which allow users to change posture.
You also have a duty to tell employees about the importance of changing activities and taking breaks and to encourage them to do both. See health and safety basics for business.
Task design
Good design of the task can be as important as the right choice of furniture and equipment. Whenever possible you should:
- design jobs so that employees have a mix of activities and some say over which tasks they perform and when
- match staffing levels to workload so that individuals are neither overworked nor underworked
- give employees some say in the way work is planned and carried out
Rest breaks
An employee's need for rest breaks will vary depending on the type of work they are doing and how intensely they are working. As a general rule however:
- Short, frequent breaks are better than longer, less frequent ones. A five to ten minute break after 50-60 minutes' DSE work is better than a 15-20 minute break after two hours.
- The employee should have some choice over when to take breaks.
- Employees should be encouraged to do different tasks or activities during their break, ideally away from the workstation.
Developed withHelpAlso on this siteContent category
Source URL
/content/computer-health-and-safety-task-design-and-rest-breaks
Links
Train employees to use computers safely
Train employees in safe computer use including correct posture, technique and breaks and also ensure homeworkers work safely and are insured and are trained.
Under health and safety law, you must train your employees in the safe use of display screen equipment (DSE). This training should include:
- the health risks of using DSE incorrectly
- how to position and adjust all equipment and furniture to make it comfortable
- the importance of good posture and the need to change position frequently
- the right technique for using a keyboard, mouse, etc
- how to use the hardware and software
- the need for short, frequent breaks from screen work
- how to recognise the warning signs of health problems from DSE use
- how to report any problems
- entitlement to an eyesight test
- the need to clean and inspect DSE regularly to identify any problems
You must also tell employees about the minimum standards relating to DSE and risk assessment.
Where you upgrade or replace equipment or furniture, you must ensure that you retrain staff accordingly and revise the risk assessment.
Homeworkers
As an employer, you have a duty to ensure that employees working at home or from other locations do so safely. Homeworkers may carry out their own risk assessments using an ergonomic checklist, but you will have to train them to do so. Employees using workstations at home or at other locations away from the office will need training in the safe use of DSE.
They will also need extra training covering:
- how to conduct a risk assessment of their workstation
- the importance of good posture, taking breaks, etc to make up for the lack of direct supervision
- how to report any problems
Developed withHelpActionsAlso on this siteContent category
Source URL
/content/train-employees-use-computers-safely
Links
Computer workstation risk assessment
Assess health risks associated with computer workstations - physical layout, posture, special needs, rest breaks to ensure a healthy working environment.
By law, employers must carry out risk assessments on computer workstations and the employees who use them. This includes homeworkers. A risk assessment should cover all aspects of the task and workplace.
These aspects will include:
- the physical layout of equipment and furniture
- the job being done
- the user's posture
- any special needs of staff
- the need for rest breaks
- the general office environment
Where you identify a problem, you must take steps to reduce the risk to staff.
It's good practice to arrange a re-assessment if there are any changes affecting the workstation or the user directly. For example, if new equipment or furniture is brought in, a re-assessment will help identify the best ergonomic layout. Similarly, when an employee informs you that she is pregnant, you should carry out a review urgently and repeat regularly as the pregnancy develops. Where an employee reports a repetitive strain injury, you should re-assess the risks to help prevent a recurrence of symptoms.
Using a checklist
Employees who are involved in risk assessments are more likely to report any problems as they occur. A good way of doing this is to get staff to fill in an ergonomic best practice checklist covering each aspect of the workstation. You should get completed checklists reviewed by an assessor who has been trained to help identify any problems and find a solution.
Developed withHelpAlso on this siteContent category
Source URL
/content/computer-workstation-risk-assessment
Links
Free eye tests for employees who use computers
You have a responsibility to provide eyesight tests for employees who use display screen equipment and you may have to pay for glasses needed for work.
All employees who regularly use display screen equipment (DSE) have the right to ask you to pay for eye and eyesight tests. An optometrist or doctor will carry out the test and it's your duty to pay the fee. DSE users have the right to regular tests thereafter.
Employers only have to pay for glasses if special ones are needed for DSE work and the employee can't use normal glasses. Where special glasses are prescribed, you only have to cover the basic cost, ie the lenses and frames. It's a good idea to set a fixed limit for the basic cost of glasses. You could state this limit in your staff handbook. If an employee wants to buy frames or glasses that exceed this limit, you must still pay the basic cost but the employee must make up the difference.
To prevent temporary eye strain and related problems, such as headaches, fatigue and stress, make sure your employees take regular rest breaks and that workstations meet the minimum risk standards. See display screen equipment health and safety and computer health and safety: task design and rest breaks.
Developed withHelpAlso on this siteContent category
Source URL
/content/free-eye-tests-employees-who-use-computers
Links
Ensure healthy computer use at work: six top tips
Follow these simple tips in your business to prevent health issues like upper limb injuries and eye strain for workers who use a computer for long periods.
Staff who work with computers for long periods can be at risk of injury to their hands, arms, neck or back. Eye strain and related problems like headaches can lead to absence and reduced productivity.
Under health and safety law, you must ensure that computer screens and associated equipment, including the working environment meet certain minimum requirements.
Employers have a duty to reduce the risks. Appropriate equipment, posture, workstation set-up and training can all help achieve this. Follow these tips to help staff to work safely at their computer.
1. Encourage staff to take short frequent breaks. Taking a five to ten minute break every hour will be more beneficial for employees than a longer break every two hours.
2. Adjust lighting to prevent glare. Turn overhead lights off or down, and close blinds or curtains when light is reflecting off screens.
3. All regularly used items on the desk, such as the phone, should be easily within reach. Staff should use their mouse with a relaxed arm and straight wrist.
4. Ensure your employee's screens are at the correct height (the top of the screen should be at eye-level) and are a suitable size for the task. Chairs should have adjustable height and seatbacks to let staff work comfortably.
5. If staff regularly use display screen equipment you must offer free eye tests for employees who use computers. If workers require special glasses for computer work, you will have to pay for the basic cost of the frames and lenses.
6. Offer a computer workstation risk assessment. Employers must carry these out for all computer users and take steps to reduce risks when problems are identified.
ActionsAlso on this siteContent category
Source URL
/content/ensure-healthy-computer-use-work-six-top-tips
Links
Computer health and safety: task design and rest breaks
In this guide:
- Computer health and safety at work
- Display screen equipment health and safety
- Laptop health and safety
- Workstation health and safety: desks, chairs and posture
- Working conditions for computer users
- Computer health and safety: task design and rest breaks
- Train employees to use computers safely
- Computer workstation risk assessment
- Free eye tests for employees who use computers
- Ensure healthy computer use at work: six top tips
Display screen equipment health and safety
Computer screens, keyboards and pointing devices must meet certain criteria to comply with to meet health and safety law and protect your staff from injuries.
Under health and safety law, you must ensure that computer equipment, furniture and the working environment meet certain requirements. They must be easy to adjust to each person's needs.
Computer screens
In most cases computer screens should:
- tilt and swivel to suit the needs of the user
- be adjusted to the correct height for the user - either using a separate base or an adjustable table
- show clear characters with enough spacing
- show a stable image with no flickering
- have easily adjustable brightness and contrast controls
- be free of reflected glare
- have a screen size suitable for its intended use
You should also ensure that users:
- know how to adjust brightness and contrast controls to suit lighting conditions
- keep the screen surface clean
- know how to adjust software settings to make text large enough to read easily
- take frequent breaks
Keyboards
Keyboards should:
- be tilt-adjustable and separate from the screen to allow the user to work comfortably
- have enough space in front of them to allow the user to rest their hands and arms when not keying
- be legible and have a matt surface to minimise glare
You should also ensure that users:
- adjust the keyboard to a comfortable position
- keep their wrists straight when typing
- use the keys lightly and don't overstretch their fingers
- take frequent breaks
Pointing devices
If an employee uses a mouse, trackball or other pointing device for long periods, they may develop problems in their hands, wrists or upper body.
You can minimise risk by:
- training the user to use the mouse with a relaxed arm and a straight wrist
- informing the user that their fingers should rest lightly on the buttons and not press too hard
- limiting the length of intensive sessions using pointing devices
- ensuring users take frequent short breaks
- ensuring the device is suitable for the task
- training the user in keyboard shortcuts
- training the user to adjust the software settings - these control the reaction time between the mouse and the cursor on the screen
Portable computers
These same controls will also reduce the risks associated with portable computers, which include laptops and tablets. However, the following may also help reduce manual handling, fatigue and postural problems:
- consider potential risks from manual handling if users have to carry heavy equipment and papers
- whenever possible, users should be encouraged to use a docking station or firm surface and a full-sized keyboard and mouse
- the height and position of the portable’s screen should be angled so that the user is sitting comfortably and reflection is minimised (raiser blocks are commonly used to help with screen height)
- more changes in activity may be needed if the user cannot minimise the risks of prolonged use and awkward postures to suitable levels
- while portable systems not in prolonged use are excluded from the regulations, some jobs will use such devices intermittently and to support the main tasks - any employer who provides such equipment still has to risk assess and take steps to reduce residual risks
Developed withHelpActionsContent category
Source URL
/content/display-screen-equipment-health-and-safety
Links
Laptop health and safety
What to consider before you buy a laptop for your employees to use, how to reduce the health and safety risks and the training you must provide by law.
Some of the design features on laptops and other portable computers can make them uncomfortable to use for long periods. Employees shouldn't routinely use laptops where full-sized equipment is available. Alternatively, you should provide a laptop docking station so that they can work with a full-sized keyboard and screen.
What to consider when buying laptops
When you're thinking about buying portable computers, they should ideally:
- be as light as possible - 3 kilograms or under
- be fitted with as large and clear a screen as possible - preferably detachable or height-adjustable
- come with a lightweight carrying case with handle and shoulder straps
- have as long a battery life as possible and have extra transformer/cable sets so that the user has a set in each main location where they use the equipment
- have a tilt-adjustable keyboard
- be able to be used with a docking station
- have friction pads underneath to prevent the laptop from sliding across work surfaces
- have enough memory and speed for the software used
Employee laptop training
You must provide training for employees using portable display screen equipment (DSE).
In addition to ordinary DSE training, training for laptop users should include information on:
- comfortable postures for using a laptop
- using the keyboard at the right height
- adjusting the screen to reduce reflection and glare
- the need for regular rest breaks
- how to report any problems that develop
- how to reduce the manual handling risk, eg by reducing the amount of extra equipment and paperwork to be carried
- how to reduce the risk from theft or mugging
Developed withHelpActionsAlso on this siteContent category
Source URL
/content/laptop-health-and-safety
Links
Workstation health and safety: desks, chairs and posture
What standards your furniture must meet for a safe computer workstation and what your employees need to be aware of to work safely including posture.
A user's workstation furniture should minimise the risk of injuries. Posture also plays a vital role in preventing upper limb disorders.
Desk health and safety
The work desk or work surface should:
- be big enough to allow the user to arrange the screen, keyboard, documents, etc in a flexible way
- have a matt surface
- be big enough to let the user work comfortably and to change position
- be stable and positioned so that it's comfortable and easy to use where an employee uses a document holder
Office chair health and safety
Workstation chairs should:
- be stable and allow the user to work comfortably
- be adjustable in height
- have a seatback adjustable in height and tilt
Other workstation considerations
Other features of the workstation you should consider include:
- arm supports must not interfere with movement, eg by stopping the user getting the chair under the work surface
- seat width should be wider than the hip width of the person using it
- the back rest should provide support for the back in all sitting positions, particularly the lumbar region.
- a foot rest may be needed if users are unable to rest their feet flat on the floor
- the importance of correct and comfortable seating should be emphasised to employees in a risk assessment
Posture when using a computer
Adopting the right posture when working at a computer is very important in order to prevent health problems. You must ensure that employees are aware of good posture and technique, including the importance of:
- avoiding sitting in the same position for long periods
- keeping their forearms roughly horizontal, and their eyes at the same height as the top of the display screen equipment
- ensuring items that are regularly used are within easy reach
- positioning a mouse or other pointing device close by so they can use it with a relaxed arm and a straight wrist
Developed withHelpAlso on this siteContent category
Source URL
/content/workstation-health-and-safety-desks-chairs-and-posture
Links
Working conditions for computer users
Monitor office conditions such as humidity, temperature, lighting and noise levels to ensure a healthy working environment for employees who use computers.
The general conditions in the workplace also have an effect on the health and safety of display screen equipment users.
You need to assess:
- Noise levels - the equipment shouldn't be so noisy that it distracts the user. If you can't use quieter equipment, consider soundproofing or moving the equipment. You could use sound-insulating partitions between noisy equipment and the rest of the workstation as an alternative.
- Lighting - surrounding windows must have curtains or blinds which users can adjust to prevent reflected glare. If needed, provide users with lighting appropriate to their tasks and particular workstation. Users should have control over their lighting to prevent reflected glare.
- Temperature - the equipment should not give out so much heat that the user becomes uncomfortable.
- Humidity - it's important that you maintain ventilation and humidity at a level which keeps the user comfortable.
See workplace welfare facilities and healthy working environment.
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Computer health and safety: task design and rest breaks
You have a duty to ensure that employees working on computers have a mix of activities and regular rest breaks to prevent health problems and injuries.
You must plan the activities of computer users so that they don't work for long uninterrupted periods on display screen equipment (DSE). You can do this through a combination of rest breaks and changes in work activity which allow users to change posture.
You also have a duty to tell employees about the importance of changing activities and taking breaks and to encourage them to do both. See health and safety basics for business.
Task design
Good design of the task can be as important as the right choice of furniture and equipment. Whenever possible you should:
- design jobs so that employees have a mix of activities and some say over which tasks they perform and when
- match staffing levels to workload so that individuals are neither overworked nor underworked
- give employees some say in the way work is planned and carried out
Rest breaks
An employee's need for rest breaks will vary depending on the type of work they are doing and how intensely they are working. As a general rule however:
- Short, frequent breaks are better than longer, less frequent ones. A five to ten minute break after 50-60 minutes' DSE work is better than a 15-20 minute break after two hours.
- The employee should have some choice over when to take breaks.
- Employees should be encouraged to do different tasks or activities during their break, ideally away from the workstation.
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Train employees to use computers safely
Train employees in safe computer use including correct posture, technique and breaks and also ensure homeworkers work safely and are insured and are trained.
Under health and safety law, you must train your employees in the safe use of display screen equipment (DSE). This training should include:
- the health risks of using DSE incorrectly
- how to position and adjust all equipment and furniture to make it comfortable
- the importance of good posture and the need to change position frequently
- the right technique for using a keyboard, mouse, etc
- how to use the hardware and software
- the need for short, frequent breaks from screen work
- how to recognise the warning signs of health problems from DSE use
- how to report any problems
- entitlement to an eyesight test
- the need to clean and inspect DSE regularly to identify any problems
You must also tell employees about the minimum standards relating to DSE and risk assessment.
Where you upgrade or replace equipment or furniture, you must ensure that you retrain staff accordingly and revise the risk assessment.
Homeworkers
As an employer, you have a duty to ensure that employees working at home or from other locations do so safely. Homeworkers may carry out their own risk assessments using an ergonomic checklist, but you will have to train them to do so. Employees using workstations at home or at other locations away from the office will need training in the safe use of DSE.
They will also need extra training covering:
- how to conduct a risk assessment of their workstation
- the importance of good posture, taking breaks, etc to make up for the lack of direct supervision
- how to report any problems
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Computer workstation risk assessment
Assess health risks associated with computer workstations - physical layout, posture, special needs, rest breaks to ensure a healthy working environment.
By law, employers must carry out risk assessments on computer workstations and the employees who use them. This includes homeworkers. A risk assessment should cover all aspects of the task and workplace.
These aspects will include:
- the physical layout of equipment and furniture
- the job being done
- the user's posture
- any special needs of staff
- the need for rest breaks
- the general office environment
Where you identify a problem, you must take steps to reduce the risk to staff.
It's good practice to arrange a re-assessment if there are any changes affecting the workstation or the user directly. For example, if new equipment or furniture is brought in, a re-assessment will help identify the best ergonomic layout. Similarly, when an employee informs you that she is pregnant, you should carry out a review urgently and repeat regularly as the pregnancy develops. Where an employee reports a repetitive strain injury, you should re-assess the risks to help prevent a recurrence of symptoms.
Using a checklist
Employees who are involved in risk assessments are more likely to report any problems as they occur. A good way of doing this is to get staff to fill in an ergonomic best practice checklist covering each aspect of the workstation. You should get completed checklists reviewed by an assessor who has been trained to help identify any problems and find a solution.
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Free eye tests for employees who use computers
You have a responsibility to provide eyesight tests for employees who use display screen equipment and you may have to pay for glasses needed for work.
All employees who regularly use display screen equipment (DSE) have the right to ask you to pay for eye and eyesight tests. An optometrist or doctor will carry out the test and it's your duty to pay the fee. DSE users have the right to regular tests thereafter.
Employers only have to pay for glasses if special ones are needed for DSE work and the employee can't use normal glasses. Where special glasses are prescribed, you only have to cover the basic cost, ie the lenses and frames. It's a good idea to set a fixed limit for the basic cost of glasses. You could state this limit in your staff handbook. If an employee wants to buy frames or glasses that exceed this limit, you must still pay the basic cost but the employee must make up the difference.
To prevent temporary eye strain and related problems, such as headaches, fatigue and stress, make sure your employees take regular rest breaks and that workstations meet the minimum risk standards. See display screen equipment health and safety and computer health and safety: task design and rest breaks.
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Ensure healthy computer use at work: six top tips
Follow these simple tips in your business to prevent health issues like upper limb injuries and eye strain for workers who use a computer for long periods.
Staff who work with computers for long periods can be at risk of injury to their hands, arms, neck or back. Eye strain and related problems like headaches can lead to absence and reduced productivity.
Under health and safety law, you must ensure that computer screens and associated equipment, including the working environment meet certain minimum requirements.
Employers have a duty to reduce the risks. Appropriate equipment, posture, workstation set-up and training can all help achieve this. Follow these tips to help staff to work safely at their computer.
1. Encourage staff to take short frequent breaks. Taking a five to ten minute break every hour will be more beneficial for employees than a longer break every two hours.
2. Adjust lighting to prevent glare. Turn overhead lights off or down, and close blinds or curtains when light is reflecting off screens.
3. All regularly used items on the desk, such as the phone, should be easily within reach. Staff should use their mouse with a relaxed arm and straight wrist.
4. Ensure your employee's screens are at the correct height (the top of the screen should be at eye-level) and are a suitable size for the task. Chairs should have adjustable height and seatbacks to let staff work comfortably.
5. If staff regularly use display screen equipment you must offer free eye tests for employees who use computers. If workers require special glasses for computer work, you will have to pay for the basic cost of the frames and lenses.
6. Offer a computer workstation risk assessment. Employers must carry these out for all computer users and take steps to reduce risks when problems are identified.
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