By Bernitta Willoughby, Principal Osteopath, Registered Osteopath, Desk Station Assessor and CIEHF Associate Member.
As a principal osteopath in Cambridgeshire and a workstation assessor, I regularly see how someone’s working day can affect how they feel long after they have closed their laptop.
Upper back tension, lower back discomfort, aching shoulders and wrist problems often feature in conversations with desk-based patients. Their workstation is one part of the picture, alongside their working habits, movement and individual health.
For small and medium-sized businesses, desk station health and safety is part of looking after employees every day. That responsibility can begin with just one employee.
Do small businesses need a DSE workstation assessment?
You do not need a large team for workstation health and safety duties to apply.
Under the Health and Safety (Display Screen Equipment) Regulations, employers have responsibilities towards workers who use display screen equipment daily for continuous periods of an hour or more. These workers are known as DSE users. The requirements can apply to office-based, home and hybrid workers.
Employers must assess workstations, reduce identified risks, provide information and training, and plan breaks or changes of activity. They must also arrange an eye test if a DSE user requests one. A business with one qualifying employee can therefore have these responsibilities.
Providing a desk, chair and computer is the starting point. Understanding whether they suit the person and their work is the next step.
Common desk-related problems I see as an osteopath
In clinical practice, I regularly see upper and lower back discomfort, neck and shoulder tension, and wrist or forearm symptoms in people who spend much of their day at a desk.
When assessing a workstation, I look at how the person uses it. Are they reaching for their mouse? Is their screen positioned so they repeatedly turn their head? Do they raise their shoulders while typing, or lean onto one elbow for long periods?
One pattern I have noticed is discomfort around the shoulder and beneath the armpit, sometimes on the left, in people who habitually lean onto that elbow while working. This is an individual clinical observation rather than a diagnosis: the habit may contribute to symptoms, but pain should always be considered individually.
A workstation assessment helps identify possible contributing factors. It does not replace clinical assessment when symptoms need further investigation.
A healthy workstation should encourage movement
People often assume that good desk health means finding the “correct” posture and maintaining it throughout the day.
Even a position that initially feels comfortable can become uncomfortable when held for too long. Our muscles and joints benefit from regular movement and variation in how they are loaded.
A healthy workstation should support that variety. It should allow the person to adjust their position and equipment to suit the task, whether they are typing, reading documents or joining a video call.
This includes keeping frequently used equipment within comfortable reach, supporting the arms without encouraging raised shoulders, and making sure the chair and screen can be adjusted appropriately.
The working routine also needs attention. HSE guidance says employers must plan breaks or changes of activity for DSE users. Short, frequent breaks are preferable to longer, less frequent ones, with opportunities to move and change posture.
A sit–stand desk can provide another option, but standing still for hours is not the goal either. The aim is comfortable variety throughout the working day.
Why a completed checklist needs follow-up
Over the years, I have seen workstation assessments become a paperwork exercise. Sometimes a form has been completed without meaningful follow-up. In other workplaces, no assessment has taken place at all.
A checklist can be useful, provided someone reviews the answers and acts on the findings. HSE guidance says a trained assessor should review assessment results, clarify any uncertainties and make sure problems are addressed. Assessments are also needed when a new user starts, a workstation or its use changes, or a user reports pain or discomfort.
A meaningful assessment considers the person, their tasks, their equipment and their working environment together.
The outcome should be practical: clear adjustments, appropriate advice and further support where needed. Employees should understand how to use their workstation and how to report concerns.
Supporting comfort, concentration and productivity
When someone is uncomfortable, concentrating on their work can become harder.
Repeatedly shifting to ease an aching shoulder, working around wrist discomfort or struggling to find a comfortable sitting position can interrupt focus and make everyday tasks more demanding.
Supporting employee comfort helps create the conditions for people to work well. It also demonstrates care in a practical way: listening to concerns and responding to the conditions people experience day after day.
For a small or medium-sized business, this can start with a straightforward conversation. Does the employee feel comfortable? Can they adjust their equipment? Do they have opportunities to move? Have concerns raised in their assessment been addressed?
Workstation assessments through the Well at Work Project
This approach is at the heart of our sister company, the Well at Work Project, which brings together osteopath-led workstation assessments and wider workplace wellbeing support.
Its digital desk assessments provide tailored guidance and are reviewed by a trained assessor, with more detailed assessment and support available where needed.
Find out more about DSE workstation assessments for your business at the Well at Work Project.
Whether you employ one person or a growing team, desk station health and safety starts with understanding how people work, listening to how they feel and turning assessment findings into meaningful support. Using a specialist provider ensures you get more than tick box compliance - something that is designed to protect and elevate your workforce.