Hot-Desking and DSE Compliance: What Employers Need to Know in 2026

In modern flexible workplaces, hot-desking has become the norm for many organisations - especially those embracing hybrid work, shared office spaces or agile layouts. But while the benefits of hot-desking include flexibility, it also comes with specific ergonomic and compliance challenges that often get overlooked.

So we’re going back to basics on hot-desking and Display Screen Equipment (DSE) assessments: looking at why they still matter in hot-desk scenarios, what employers are responsible for, and how to make sure your team stays comfortable, compliant and productive in 2026.

Hot-desking doesn’t remove your legal responsibilities

Just because a workstation is shared doesn’t mean it’s exempt from health and safety regulations. Under the Health and Safety (Display Screen Equipment) Regulations 1992, employers have a duty to protect workers from the health risks of screen use, and this applies wherever, and however they work.

That means DSE assessments must still be completed for employees using hot desks if they:

• Use display screen equipment (DSE) regularly
• Work at a shared workstation for an hour or more per day
• Are based in the office even part-time

What are the risks of hot-desking?

Unlike a fixed desk setup, hot-desking presents unique ergonomic challenges, including:

• Inconsistent desk and chair adjustments
• Poorly positioned screens or keyboards
• An absence of hot-desking accessories to support comfort
• Employees unsure how to set up equipment correctly
• Difficulty spotting early signs of discomfort
• A lack of ownership over the workstation environment

All of this can lead to a higher risk of musculoskeletal discomfort, visual fatigue, poor posture, and general dissatisfaction at work - especially if assessments are not in place.

What’s the solution?

We offer tailored hot-desking solutions and dedicated support for organisations using hot-desking or shared workstation models.

That includes:

• Tailored hot-desking DSE assessments (virtual or in-person)
• Guidance on quick setup practices for rotating staff
• Training and checklists for safe and consistent working
• Policy and layout consultancy to support ongoing compliance

We also help employees understand the importance of correct chair adjustments, screen height, posture, keyboard and mouse positioning, and much more.

Every organisation is different, so we work closely with you to implement solutions that work for your teams, your equipment, and your workspace model.

Hot-desking DSE checklist: 5 questions to ask

To keep your shared workspaces safe, ask:

1. Do employees know how to adjust their chair and screen correctly?
2. If the hot desk is height adjustable – can correct posture be achieved for sitting and standing?
3. Are portable devices (like laptops) used with separate keyboards and mice?
4. Are discomfort or environmental issues being reported and tracked?
5. Has everyone received a DSE assessment or refresher in the last 12 months?

If the answer to any of these is no (or if you’re unsure) now is the time to review your setup.

The goal of hot-desking is flexibility, not compromise.

With the right DSE strategy in place, shared workstations can be both efficient and ergonomically. Speak to our team or arrange a no-pressure call. Let’s make sure your people are working safely – we take the work out of workstation assessments.