Do offices need a health and safety policy?
Yes, offices must have a health and safety policy, even if they’re considered low-risk environments. The policy should outline your approach to managing risks such as slips, trips, fire safety, workstation setup and mental wellbeing. If your business has five or more employees, the policy must be written down and shared with your team. Offices in Birmingham are still subject to workplace regulations, including risk assessments, fire precautions and first aid provision. A clear policy helps create a safe, professional environment and shows your commitment to staff welfare. Even in shared office buildings, each business is responsible for the safety of its own employees and any visitors they host.
What is a DSE assessment?
A Display Screen Equipment (DSE) assessment is a legal requirement for anyone who uses a screen for more than an hour at a time as part of their job. It checks the setup of desks, chairs, monitors, keyboards and lighting to reduce strain on the eyes, neck, back and wrists. Poor DSE setups can lead to long-term health problems such as repetitive strain injury or posture issues. Employers must carry out assessments for all staff — including those working remotely. In Birmingham, many office-based businesses use online DSE tools or bring in specialists to complete assessments. Regular reviews help prevent injuries and improve comfort and productivity.
How can I support staff working from home?
Supporting remote staff involves ensuring their home working setup is safe, comfortable and fit for purpose. Employers should provide guidance on posture, equipment, breaks and DSE requirements. You may need to supply items like chairs, screens or laptop stands. Encourage regular check-ins and set clear expectations to support mental health and avoid burnout. In Birmingham, many businesses have adapted their health and safety policies to include hybrid working. DSE self-assessments, wellbeing surveys and flexible hours all help support staff at home. Communication is key — keep the same focus on safety and wellbeing for home-based staff as you do for those in the office.
What’s the best way to manage workstation ergonomics?
Workstation ergonomics should be tailored to the individual. Ensure chairs are height adjustable, screens are positioned at eye level, and keyboards and mice are easy to use without straining. Footrests, monitor risers and wrist supports can all help create a more comfortable setup. Encourage staff to take regular breaks and stretch during the day. DSE assessments identify any ergonomic risks and recommend adjustments. In Birmingham offices, many employers bring in ergonomics consultants or use online tools to help staff customise their setups. Good ergonomics reduce fatigue, boost productivity and prevent long-term musculoskeletal issues — making it a simple but important investment.
Are fire procedures still needed in office spaces?
Yes, every workplace, including offices, must have fire procedures in place. This includes a fire risk assessment, evacuation plan, fire alarm system, extinguishers, signage and regular fire drills. Even if you’re in a serviced office in Birmingham, you still need to ensure your team knows the escape routes, what to do in an emergency, and who the designated fire marshals are. Shared spaces typically have building-wide procedures, but it’s your responsibility to familiarise your staff and ensure your section complies. Regular drills and clear communication reduce confusion during a real emergency and help ensure everyone gets out safely.
How do I assess risks for lone workers?
Lone workers — including remote staff or those working outside regular hours — face additional risks due to limited supervision. Risk assessments should consider hazards such as isolation, accidents, health emergencies, or lack of immediate assistance. Control measures might include regular check-ins, emergency contact systems, and clear procedures for reporting issues. In Birmingham, businesses are increasingly managing hybrid and mobile staff, so lone working policies are becoming more common. Make sure lone workers receive proper training, know how to raise the alarm, and feel supported in their role. A practical, well-communicated approach to lone working helps reduce risk and improve staff confidence.
What lighting and ventilation standards apply to offices?
Offices must be well-lit and ventilated to meet health and safety standards. Natural light is preferred, but artificial lighting must be sufficient to avoid eye strain. Task lighting may be required for specific activities. Poor lighting can lead to headaches, fatigue and reduced productivity. Ventilation must ensure a supply of fresh air, either through windows or mechanical systems. This helps reduce the spread of illness and keeps staff comfortable. In Birmingham, many office refurbishments now focus on improving indoor air quality and lighting to meet modern standards. Regular maintenance and staff feedback help identify and fix issues early, ensuring a healthy and compliant work environment.
Can remote workers claim for health and safety issues?
Yes, employees working from home are still covered by health and safety legislation. If their work environment causes injury — such as back pain from a poor chair or stress due to overwork — they may be entitled to make a claim. Employers must take reasonable steps to assess and minimise risks for home-based staff. This includes DSE assessments, mental health support, and clear communication. In Birmingham, businesses are increasingly formalising home working arrangements to avoid legal risks. Keeping records of assessments and offering equipment or support helps meet your duty of care and reduces the chance of complaints or claims.
Do I need to inspect home working environments?
You don’t need to physically visit every employee’s home, but you are still responsible for assessing their working environment. A self-assessment form or digital DSE checklist is often enough, supported by photos or virtual check-ins if needed. Provide guidance on how to set up a safe and comfortable space, and follow up if concerns are raised. In Birmingham, many employers take a practical approach — offering support and equipment rather than inspections. What matters is that you’ve taken reasonable steps to ensure staff are safe, comfortable and informed. Regular reviews and good communication show you’re meeting your duty of care for remote teams.
