As seen in both Legal & Introduction sections, a DSE Assessment is a legal duty for an employer, and needs to take place when there is a significant change
in the working environment (new furniture, new premises, new working arrangement…..)
in the employee health condition (injury, pregnancy….)
As a result, not only, it is important to have a DSE assessment process in place, it is an obligation for an employer to have one. In the section below, we will see how you can perform a DSE assessment.
Different ways of doing a DSE assessment
While there are no better way of doing it, it is possible to separate the way of performing a DSE assessment in 2 main categories :
Physical intervention via the intervention of a DSE assessor (internal, external..)
Remote Process through Self-DSE assessment, online system…
It is important to note that both approaches can overlap
Regardless of the way it is performed, a DSE assessment outcome should always be based on the audit of the following points :
The user condition, including any existing conditions or discomfort the user has
The suitability of the equipment being used for the required work
The task (design, level of output required…)
The environment in which the user is working
DSE Assessment – Face to Face Intervention
A DSE assessment performed via face to face intervention will require the intervention of a trained DSE assessor.
The individual will have to undertake a DSE training assessment, either
Succinct, allowing him to perform minimal adjustment
In-depth, where the workstation adjustment will be linked to a situation
The Trained DSE Assessor can either be
A member of staff, quite often someone from the facilities team, office manager
An external consultant, which can be a consultant ergonomics, a health professional or an Health & Safety professional.
Once trained, the DSE assessor will be able to follow the process below
Listen to the user “complaints” through a subjective interview
Make connections between the issues reported and the set-up
Address on the stop when possible the issues.
When it is not possible to address the issues straight away, recommendations will be made by the assessor to the person instructing the DSE Assessment with a view for actions to be taken ( Facilities intervention, Ergonomics accessories supply…)
In order to make sure the assessment can be referred to, it is important that note records are being taken.
It is also important to note that an Assessment will take place every time the employee complains, making it sometimes a costly process if it requires to use external resources.
DSE Assessment – Remote Process
Based on the need to ask a certain number of compulsory questions, it is quite tempting for a company to perform its legal obligations towards DSE assessment, through a remote process, which can be organised around a variety of methods.
Those methods can be:
sending an Excel document by email,
online questionnaire such as google docs, survey monkey…
a dedicated DSE software
The ultimate way to run a DSE remotely is via the use of a software. This tends to be the chosen method for big companies, regardless of the approach taken with the results (proactive/ box ticking), as it:
allows easy processing of the results
is cost-effective due to little resources needed
Conclusion
Whichever method you choose, you should remember
That performing a DSE assessment is a legal requirement
That it is a way of investing in your staff well-being
To keep a record of each assessment
To have your method written up as part of your H&S policy.