How to Make Your DSE Policy Inclusive for All Employees

A well-designed Display Screen Equipment (DSE) policy ensures the health and safety of all employees who work with screens. However, to truly support a diverse workforce, it’s essential to make your DSE policy inclusive. Inclusivity recognises and accommodates the varied needs of employees, ensuring everyone has equal access to a safe and productive work environment.

Why Inclusivity Matters in a DSE Policy

Inclusivity in DSE policies is not just about compliance; it’s about creating a workplace where everyone feels supported. Employees may have different needs based on factors such as physical disabilities, neurodiversity, cultural differences, or personal preferences. Addressing these needs helps improve productivity, morale, and overall job satisfaction.

For example, an employee with a visual impairment may require a screen magnifier, while a neurodiverse employee might benefit from a quieter workspace and customisable lighting. By addressing these needs, employers demonstrate a commitment to valuing their workforce.

Steps to Create an Inclusive DSE Policy

1. Understand Employee Needs

Conduct Regular Assessments

Carry out surveys or one-on-one assessments to understand the unique requirements of your employees. Encourage open communication to uncover needs related to physical or cognitive challenges. For instance, an employee recovering from a back injury may need a specialised chair or lumbar support.

Consider Legal Requirements

Ensure compliance with the Equality Act 2010, which mandates reasonable adjustments for employees with disabilities. This could include providing assistive technology or adapting workstations to accommodate mobility aids.

2. Provide Customisable Workstations

Adjustable Furniture

Invest in adjustable desks and chairs to accommodate employees of different heights and physical abilities. Adjustable furniture promotes proper posture and reduces discomfort. For example, standing desks can be beneficial for employees who experience back pain from prolonged sitting.

Ergonomic Accessories

Offer ergonomic accessories, such as keyboard trays, monitor stands, and footrests, to support diverse ergonomic needs. For example, an employee with smaller hands might require a compact keyboard to reduce strain.

3. Offer Assistive Technology

Screen Readers and Magnifiers

Provide software solutions like screen readers or magnifiers for employees with visual impairments. For instance, tools like JAWS (Job Access With Speech) can help visually impaired users navigate their computers effectively.

Speech Recognition Tools

Speech-to-text software can be invaluable for employees who have difficulty typing. Programs like Dragon NaturallySpeaking can significantly improve productivity for individuals with conditions such as arthritis.

Colour and Contrast Settings

Allow employees to adjust screen colours and contrast to reduce eye strain and accommodate visual preferences or needs. For example, some employees with dyslexia may find it easier to read text on a screen with a specific colour background.

 

4. Incorporate Flexibility

Remote Working Options

Include provisions for remote work in your DSE policy. Ensure employees have access to ergonomic setups at home, including equipment and guidance. For example, provide employees with a checklist to assess their home workstations and offer financial support for purchasing necessary equipment.

Flexible Breaks

Encourage employees to take breaks that suit their individual rhythms, such as shorter, frequent breaks instead of longer scheduled ones. For example, an employee managing chronic pain might benefit from standing and stretching every 20 minutes.

5. Provide Training and Awareness

Inclusive Training Programmes

Educate employees and managers about the importance of an inclusive DSE policy. Provide training on setting up ergonomic workstations and recognising diverse needs. For example, run workshops on proper posture and the use of assistive technology.

Accessibility Awareness

Promote awareness of accessibility tools and resources available to employees. For instance, create a resource hub with guides on using screen readers, ergonomic accessories, and software tools.

6. Regularly Review and Update the Policy

Feedback Mechanisms

Create channels for employees to provide feedback on the DSE policy. Act on this feedback to make continuous improvements. For example, conduct quarterly surveys to identify new needs or challenges.

Stay Updated on Technology

Keep abreast of advancements in ergonomic and assistive technology to enhance inclusivity. For example, consider implementing AI-driven tools that adapt screen settings based on user preferences.

Addressing Specific Needs

Employees with Physical Disabilities

• Provide height-adjustable desks and chairs to accommodate wheelchairs or other mobility aids.
• Offer specialised equipment like ergonomic keyboards, voice-controlled systems, or joystick mice for employees with limited dexterity.

Neurodiverse Employees

• Minimise sensory distractions by providing noise-cancelling headphones or quiet workspaces. For example, a neurodiverse employee sensitive to noise might work better in a designated low-stimulation area.
• Allow personalised lighting to avoid sensory overload. Some employees may prefer warmer, dimmer lights to harsh fluorescent lighting.

Culturally Diverse Employees

• Be mindful of cultural practices that may influence workstation setup, such as the need for privacy or specific seating arrangements. For example, an employee who observes prayer during the workday might require a designated private space.

Benefits of an Inclusive DSE Policy

• Improved Employee Wellbeing: Accommodating diverse needs reduces discomfort and health risks. For example, an inclusive policy might prevent repetitive strain injuries by ensuring all employees have ergonomically designed workstations.
• Enhanced Productivity: Comfortable employees are more focused and efficient. For instance, providing appropriate screen settings for employees with visual impairments can significantly boost their work output.
• Positive Work Culture: Inclusivity fosters a sense of belonging and respect. Employees who feel valued are more likely to stay engaged and committed.
• Legal Compliance: Meeting accessibility and equality standards reduces the risk of legal challenges. This ensures the organisation avoids penalties and fosters goodwill.

Benefits of an Inclusive DSE Policy

Creating an inclusive DSE policy ensures that all employees, regardless of their needs, can work safely and comfortably. By understanding your workforce, providing customisable solutions, and fostering an inclusive culture, you can support diversity while enhancing productivity and wellbeing. Regularly review and update your DSE policy to maintain its relevance and effectiveness in a dynamic workplace environment. Examples such as adjustable desks, assistive technology, and tailored training show how inclusivity can be practically implemented, benefiting both employees and the organisation as a whole.