How to Record a Display Screen Equipment Video for Your Health and Safety System

Why Record a Display Screen Equipment Video?

Display screen equipment—computers, laptops, tablets, and other screens—is used extensively in modern workplaces. While DSE work may seem low-risk compared to physical activities, it carries genuine health risks that must be managed. The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002) place specific duties on employers to protect employees who use this equipment.

A video recording supports effective DSE management in several important ways. It allows you to explain the health problems associated with DSE work so employees understand why the rules exist. It demonstrates how to complete a workstation self-assessment correctly. It shows how to adjust furniture and equipment for a proper setup. And it ensures everyone understands their entitlement to eye tests and breaks from screen work.

By recording a display screen equipment video, you help employees understand the risks, set up their workstations correctly, complete self-assessments properly, take appropriate breaks, and know when to request eye tests—all of which contribute to preventing the health problems that can arise from prolonged DSE work.

Step 1: Set the Scene and Context

Opening Your Video

Begin by establishing what display screen equipment is, what regulations apply, and why this matters for employee health. The tone should be practical and informative—this is about protecting people's wellbeing through good practice.

Sample opening script:

"Welcome to our display screen equipment training. In this video, we'll explain what DSE is, the health problems associated with DSE work, and how we manage these risks to protect your health and welfare.

Display screen equipment includes computers, laptops, tablets, and any other equipment with a screen that you use as part of your work. The Health and Safety (Display Screen Equipment) Regulations 1992, as amended in 2002, require us to safeguard your health and welfare when using this equipment.

We have a responsibility to all employees to manage DSE risks properly. This includes identifying who should be classed as DSE users, ensuring workstations are set up correctly, providing breaks from screen work, and offering eye tests where needed.

By the end of this video, you'll understand the health risks, know how to complete your workstation self-assessment, and understand how to set up your workspace to protect yourself from harm."

Explaining the Health Problems

Help employees understand why DSE management matters by explaining the health problems that can arise. This creates buy-in by showing the rules exist for good reasons.

Sample script:

"Let's talk about the health problems associated with DSE work. Understanding these helps you recognise why proper workstation setup and regular breaks matter.

Upper limb disorders are one of the main concerns. This includes pains in the neck, arms, elbows, wrists, hands, and fingers. You may have heard this referred to as repetitive strain injury or RSI. These problems develop from prolonged use of keyboards and mice, especially when posture is poor or the workstation is set up incorrectly.

Back pain is another common issue. Sitting for long periods, particularly with poor posture or an incorrectly adjusted chair, puts strain on your back.

Fatigue and stress can result from prolonged concentration on screen work, especially without adequate breaks.

Eye fatigue is also associated with DSE work. Your eyes can become tired and uncomfortable from focusing on a screen for extended periods. It's worth noting that there is no evidence to suggest DSE work causes permanent damage to your eyes or eyesight—but eye fatigue is still unpleasant and affects your work.

Headaches can result from eye strain, poor posture, screen glare, or inadequate breaks.

The good news is that all these problems are preventable through proper workstation setup, regular breaks, and correct working practices. That's what this training is about."

The Regulatory Framework

Briefly explain the legal requirements so employees understand this is a formal duty, not optional guidance.

Talking points:

• The Health and Safety (Display Screen Equipment) Regulations 1992 set out specific requirements
• The regulations were amended in 2002 to reflect changes in technology and working practices
• Employers must assess and reduce risks from DSE work
• Employees who meet the criteria must be classed as DSE users
• DSE users have specific entitlements including workstation assessment, breaks, and eye tests
• The regulations apply to employees who use DSE as a significant part of their normal work

Step 2: Plan What to Record vs Write

Content That Works Best on Video

DSE training benefits enormously from visual demonstration. Showing someone how to adjust a chair is far more effective than describing it in writing. Prioritise these elements for your video:

Record on video:

• The health problems associated with DSE work and why they occur
• How to complete a workstation self-assessment form
• Demonstrations of how to adjust chairs, desks, screens, and keyboards
• Correct posture and positioning at a workstation
• How to identify and reduce screen glare
• The importance of breaks and changes of activity
• How to request an eye test
• Common setup mistakes and how to fix them

Document in writing:

• The full workstation self-assessment checklist
• Minimum requirements for workstation setup
• Procedures for requesting eye tests
• Eye test entitlement details and what's covered
• Contact details for arranging assessments
• Training records and completion requirements

Structuring Your Recording

Plan your video to flow from understanding risks through to practical setup and ongoing practices. A logical structure might be:

1. What is display screen equipment?
2. Health problems associated with DSE work
3. Who counts as a DSE user?
4. The workstation self-assessment process
5. How to set up your workstation correctly (demonstration)
6. Planning breaks and changes of activity
7. Eye and eyesight tests
8. Ongoing responsibilities

Step 3: Explain the Core Rules and Requirements

Identifying DSE Users

Explain that Responsible Persons identify which workers should be classed as DSE users. This determines who the regulations apply to.

Sample script:

"Not everyone who occasionally uses a computer is classed as a DSE user under the regulations. Responsible Persons identify workers who should be classed as users based on how much they use display screen equipment.

Generally, you're likely to be classed as a DSE user if you use display screen equipment for continuous periods of an hour or more at a time, if you use DSE in this way more or less daily, and if DSE use is a significant part of your normal work.

If you're classed as a DSE user, you have specific entitlements under the regulations. These include a workstation assessment, breaks or changes of activity, eye tests on request, and glasses for DSE work if needed.

If you're unsure whether you're classed as a DSE user, ask your manager or the relevant Responsible Person."

The Workstation Self-Assessment

Explain the self-assessment process that all users must complete. This is a key requirement under the regulations.

Sample script:

"All DSE users must complete a workstation self-assessment form. This measures your setup against best practice and identifies any problems that need addressing.

The self-assessment covers your chair, desk, screen, keyboard, mouse, and overall working environment. You'll check things like whether your chair is adjusted correctly, whether your screen is at the right height, whether you have enough desk space, and whether there are any issues with glare or lighting.

Be honest when completing your self-assessment. The purpose is to identify problems so they can be fixed, not to tick boxes. If something isn't right, say so.

Once you've completed your self-assessment, submit it for review. Responsible Persons review all completed assessment forms to ensure workstations meet specified minimum requirements. If your assessment identifies issues, action will be taken to address them."

Minimum Workstation Requirements

Explain what the minimum requirements are so employees understand the standards their setup must meet.

Talking points:

• Chairs must be adjustable for height and back support
• Desks must have adequate space for equipment and documents
• Screens must be adjustable for height and angle, with readable characters
• Keyboards must be separate from screens and tiltable
• There must be adequate space for comfortable working posture
• Lighting must be appropriate without excessive glare on screens
• Noise and heat levels must not cause discomfort or distraction

Breaks and Changes of Activity

Explain the requirement to plan work to include breaks from screen work. This is essential for preventing fatigue and strain.

Sample script:

"Work activities must be planned so that they include breaks from the screen or changes of activity. This is a specific requirement, not just good practice.

Continuous screen work without breaks leads to the health problems we discussed earlier—eye fatigue, upper limb disorders, back pain, and headaches. Regular breaks help prevent these issues.

A break doesn't necessarily mean stopping work entirely. A change of activity—doing something that doesn't involve the screen—counts as a break from DSE work. Filing, making phone calls, attending meetings, or other tasks that take you away from the screen all serve this purpose.

Short, frequent breaks are better than occasional long breaks. Taking five minutes away from the screen every hour is more effective than taking a thirty-minute break after several hours of continuous work.

Build breaks into your working pattern. Don't wait until you feel uncomfortable—by then, strain may already be developing. Take proactive breaks before problems occur."

Eye and Eyesight Tests

Explain the entitlement to eye tests and what happens if glasses are needed specifically for DSE work.

Sample script:

"DSE users are entitled to eye and eyesight tests on request. If you want an eye test, you can request one and it will be provided.

Eye tests check whether your vision is adequate for DSE work and whether you need any correction specifically for working at a screen. The distance from your eyes to a screen is different from reading distance, and some people need glasses specifically for this intermediate distance even if their general vision is fine.

If the eye test shows that you need glasses specifically for DSE work, we will pay for a basic pair of frames and lenses. This covers functional glasses suitable for screen work—not designer frames or other upgrades, but a proper working pair of glasses.

If you already wear glasses and they're suitable for DSE work, that's fine. The entitlement is specifically for people who need glasses for DSE work but wouldn't otherwise need them, or who need a different prescription for screen distance.

To request an eye test, speak to your manager or follow the procedure set out in your workplace. Regular eye tests are recommended—your vision can change over time, and what was adequate last year may not be adequate now."

Information and Training

Explain that employees receive training on DSE risks and proper practice.

Talking points:

• Training covers awareness of the risks associated with DSE work
• Training includes how to adjust furniture correctly
• Training covers how to clean equipment properly
• Training explains how to complete the workstation checklist
• This video is part of that training
• Further guidance is available if needed

Step 4: Demonstrate or Walk Through the Process

Completing the Self-Assessment

Walk through the self-assessment process step by step. If possible, show the actual form being completed.

Sample script:

"Let me walk you through completing your workstation self-assessment.

You'll receive a self-assessment form that covers different aspects of your workstation. Work through each section carefully, assessing your actual setup—not how it should be, but how it actually is right now.

Start with your chair. Is it adjustable? Can you adjust the seat height so your feet are flat on the floor? Is the backrest supportive and in the right position? Does it have armrests, and if so, can you adjust them or remove them if they get in the way?

Next, look at your desk. Is there enough space for your screen, keyboard, mouse, and documents? Can you reach everything comfortably without stretching? Is the surface at a suitable height?

Assess your screen. Can you adjust its height so the top is roughly at eye level? Can you tilt and swivel it? Are the characters clear and easy to read? Is there any glare or reflection on the screen?

Check your keyboard and mouse. Is the keyboard separate from the screen? Is there space in front of the keyboard to rest your wrists? Can you reach the mouse comfortably without stretching?

Finally, consider your environment. Is the lighting adequate? Is there excessive glare? Is the temperature comfortable? Is noise at an acceptable level?

For each item, record whether it meets the requirements or whether there's a problem. If there's a problem, describe it so it can be addressed."

Setting Up Your Workstation Correctly

This is where video really adds value. Demonstrate proper workstation setup visually.

Sample demonstration script:

"Let me show you how to set up your workstation correctly.

Start with your chair. Adjust the seat height so your feet are flat on the floor—or on a footrest if needed. Your thighs should be roughly horizontal. Adjust the backrest so it supports your lower back. You shouldn't be leaning forward or slouching back.

Position your screen directly in front of you, about an arm's length away. The top of the screen should be at or slightly below eye level. If you're using a laptop, consider a separate keyboard and mouse so you can raise the screen to the correct height.

Tilt the screen to reduce reflections. If there's a window behind you or overhead lighting causing glare, adjust the screen angle or consider repositioning.

Place your keyboard directly in front of you, leaving about 10 to 15 centimetres of desk space in front of it to rest your wrists when not typing. Keep your wrists straight when typing—not bent up, down, or to the side.

Position your mouse close to the keyboard so you don't have to reach for it. Keep your arm relaxed when using the mouse, not stretched out.

Arrange documents you refer to frequently in a position where you don't have to twist your neck repeatedly. A document holder next to your screen can help if you work from papers regularly.

Your overall posture should be relaxed but supported. Your shoulders should be relaxed, not hunched. Your elbows should be roughly at right angles. Your eyes should look slightly downward at the screen, not up or straight ahead."

Recognising and Addressing Problems

Help employees identify when their setup isn't right and what to do about it.

Talking points:

• Pain or discomfort during or after work indicates a problem
• Aching neck, shoulders, or back suggests posture or chair issues
• Sore wrists or forearms may indicate keyboard or mouse position problems
• Eye strain, headaches, or difficulty focusing suggests screen or lighting issues
• Don't ignore symptoms—report them and address the setup
• Most problems can be fixed with simple adjustments
• If self-adjustment doesn't work, request a formal assessment

Step 5: Highlight Common Mistakes

Mistake 1: Not Completing the Self-Assessment Honestly

Signs this is happening:

• Self-assessments are completed quickly with all boxes ticked as satisfactory
• Employees tick "yes" without actually checking each item
• Known problems aren't recorded on the assessment form
• The same issues come up repeatedly in health complaints but not in assessments
• Assessments don't reflect actual workstation conditions

How to avoid it:

Emphasise that the self-assessment exists to identify problems, not to demonstrate compliance. Encourage honest reporting. Make clear that identifying issues leads to solutions, not criticism. Review assessments properly and follow up on problems reported. Compare assessment results with actual workstations periodically.

Mistake 2: Screen Positioned Too Low

Signs this is happening:

• Employees tilt their heads down to look at screens
• Laptop screens are used without raising them
• Neck and shoulder pain is common
• Employees slouch forward toward the screen
• Screen height has never been adjusted from default

How to avoid it:

Train employees to position screens so the top is at or slightly below eye level. For laptops, recommend laptop stands with separate keyboards and mice. Provide monitor risers or adjustable monitor arms. Check screen height during workstation reviews. Include screen positioning prominently in self-assessment guidance.

Mistake 3: Ignoring the Need for Breaks

Signs this is happening:

• Employees work for hours without leaving their desks
• Breaks are seen as lost productivity rather than health protection
• Work planning doesn't consider DSE break requirements
• Staff feel unable to take breaks due to workload
• Eye strain and fatigue are common complaints

How to avoid it:

Plan work activities to include breaks or changes of activity as the regulations require. Normalise regular breaks as good practice, not laziness. Encourage short breaks every hour rather than occasional long breaks. Ensure workload allows for appropriate breaks. Lead by example—managers should take breaks too.

Mistake 4: Not Adjusting the Chair Properly

Signs this is happening:

• Employees sit on chairs at their default settings
• Feet dangle or knees are higher than hips
• Backrests don't support the lower back
• Employees perch on the edge of their chairs
• Chair adjustment mechanisms are unknown or unused

How to avoid it:

Demonstrate chair adjustment in training—show exactly how to change seat height, backrest position, and other adjustable features. Check that employees know their chair is adjustable and how to adjust it. Include chair setup prominently in self-assessment. Ensure chairs provided are actually adjustable and mechanisms work properly.

Mistake 5: Working with Screen Glare

Signs this is happening:

• Employees squint or shade their screens with hands
• Screens are positioned facing windows
• Overhead lights reflect off screen surfaces
• Eye strain and headaches are common
• Contrast and brightness are adjusted to compensate for glare

How to avoid it:

Position screens perpendicular to windows, not facing them or with windows directly behind users. Use blinds to control natural light. Adjust artificial lighting to reduce glare. Choose screens with anti-glare surfaces where possible. Include glare assessment in the self-assessment checklist.

Mistake 6: Not Requesting Eye Tests When Needed

Signs this is happening:

• Employees don't know they're entitled to eye tests
• Staff with vision problems don't request tests
• Eye tests are seen as a personal expense rather than a work entitlement
• Employees struggle with small text or screen clarity
• Headaches and eye strain are attributed to workload rather than vision

How to avoid it:

Communicate the entitlement to eye tests clearly and regularly. Explain the process for requesting a test. Make clear that glasses for DSE work will be paid for if needed. Remind employees periodically that eye tests are available. Remove any stigma or perceived barrier to requesting a test.

Mistake 7: Failing to Review Completed Assessments

Signs this is happening:

• Self-assessments are collected but not reviewed
• Problems identified in assessments aren't addressed
• No one checks whether workstations meet minimum requirements
• Assessments are a tick-box exercise rather than a genuine control
• The same issues recur because they're never resolved

How to avoid it:

Ensure Responsible Persons actually review all completed assessment forms as required. Check that workstations meet specified minimum requirements. Act on problems identified in assessments. Track issues to resolution. Provide feedback to employees on their assessments.

Mistake 8: Poor Keyboard and Mouse Positioning

Signs this is happening:

• Keyboards are pushed to the back of desks with no wrist rest space
• Mice are positioned far from keyboards requiring reaching
• Wrists are bent upward or sideways when typing
• Employees complain of wrist, hand, or forearm pain
• Keyboard and mouse position varies daily without thought

How to avoid it:

Train employees on correct keyboard and mouse positioning. Leave 10-15cm in front of the keyboard for wrist resting. Position the mouse close to the keyboard. Keep wrists straight when typing and using the mouse. Include keyboard and mouse positioning in self-assessments and demonstrations.

Mistake 9: Not Providing Adequate Training

Signs this is happening:

• Employees don't understand DSE risks
• Staff don't know how to adjust their furniture
• Self-assessments are completed incorrectly due to lack of knowledge
• Equipment cleaning is neglected
• Employees aren't aware of their entitlements

How to avoid it:

Provide comprehensive training that covers awareness of risks, how to adjust furniture, how to clean equipment, and how to complete the workstation checklist. Ensure training is provided to all DSE users, not just new starters. Refresh training periodically. Check understanding, not just attendance.

Mistake 10: One-Time Assessment Without Ongoing Review

Signs this is happening:

• Assessments are done at induction and never repeated
• Changes to workstations don't trigger reassessment
• New equipment is installed without checking setup
• Employees don't report changes in their circumstances
• Problems develop because situations have changed since assessment

How to avoid it:

Reassess workstations when circumstances change—new equipment, new furniture, change of location, or employee health changes. Encourage employees to report when their setup changes or when they develop symptoms. Review assessments periodically even if nothing has obviously changed. Treat DSE management as ongoing, not a one-time exercise.

Step 6: Summarise the Key Takeaways

Closing Your Video

End with a clear summary that reinforces the key messages and encourages employees to take DSE management seriously.

Sample closing script:

"Let's summarise the key points from this training.

Display screen equipment is regulated by the Health and Safety (Display Screen Equipment) Regulations 1992, as amended in 2002. We have a responsibility to safeguard your health and welfare when using DSE.

The health problems associated with DSE work include upper limb disorders such as repetitive strain injury, back pain, fatigue and stress, eye fatigue, and headaches. There is no evidence that DSE work causes permanent damage to your eyes, but eye fatigue is still a genuine concern.

Responsible Persons identify workers who should be classed as DSE users. If you're a user, you must complete a workstation self-assessment form to measure your setup against best practice.

All completed assessment forms are reviewed to ensure workstations meet specified minimum requirements. If your assessment identifies problems, they will be addressed.

Work activities must be planned to include breaks from the screen or changes of activity. Take regular short breaks rather than occasional long ones.

You're entitled to eye and eyesight tests on request. If the test shows you need glasses specifically for DSE work, we'll pay for a basic pair of frames and lenses.

Training covers awareness of the risks, how to adjust furniture, how to clean equipment, and how to complete the workstation checklist.

Set up your workstation correctly, complete your self-assessment honestly, take regular breaks, and request an eye test if you need one. These simple steps protect your health.

Thank you for watching, and thank you for taking your health and welfare seriously."

Final Checklist

Before finalising your video, confirm you have covered:

• The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended 2002)
• Health problems associated with DSE work (upper limb disorders, back pain, fatigue, eye fatigue, headaches)
• Clarification that DSE work doesn't cause permanent eye damage
• Identifying workers who should be classed as users
• The workstation self-assessment requirement
• Review of assessments against minimum requirements
• Planning breaks and changes of activity
• Eye and eyesight test entitlement
• Payment for glasses if needed specifically for DSE work
• Training content (risks, furniture adjustment, cleaning, checklist completion)
• Demonstration of correct workstation setup
• Practical guidance that employees can apply immediately

Additional Recording Tips

Using Visual Demonstrations

DSE training is ideal for visual demonstration. Show rather than just tell:

• Film someone adjusting a chair correctly
• Demonstrate proper screen positioning
• Show the difference between good and poor posture
• Display examples of glare and how to fix it
• Walk through the self-assessment form on screen

Making It Relevant

Help employees see how this applies to their specific situation:

• Address different setups (desktop, laptop, home working)
• Acknowledge that workstations vary
• Provide practical tips that work in real environments
• Recognise constraints while still promoting best practice

Encouraging Questions

DSE setup can be individual—what works for one person may not work for another. Encourage employees to ask questions if they're unsure how to set up their workstation or if they have specific concerns.

Addressing Home Working

If employees work from home, address how DSE requirements apply in that setting. The same principles apply, but implementation may differ. Ensure home workers understand their responsibilities and entitlements.

Conclusion

A well-produced display screen equipment video helps communicate your organisation's commitment to employee health and ensures everyone understands how to protect themselves from DSE-related problems. By covering the health risks, self-assessment process, correct workstation setup, breaks and activity changes, and eye test entitlements, you create a comprehensive training resource that prevents harm.

Remember that the video is part of a broader approach. It should be supported by accessible self-assessment forms, proper review of completed assessments, action on identified problems, and genuine commitment to employee welfare. DSE management is ongoing—workstations should be reassessed when circumstances change, and employees should feel able to raise concerns at any time.

Your display screen equipment video demonstrates compliance with the DSE Regulations and—more importantly—helps employees understand how to protect their own health through proper workstation setup and working practices.