Most office work means sitting at a computer. A badly set-up workstation causes pain in the eyes, neck and back. This lesson shows what the rules say about workstations with screen monitors and about office rooms.
Rules on screen monitors
The regulation of the Minister of Labour and Social Policy of 1 December 1998 sets minimum BHP and ergonomic requirements for workstations equipped with screen monitors. It was amended in 2023: the requirements in the annex were adapted to modern equipment, including laptops. The rules apply to employees who use a screen monitor for at least half of their daily working time (§ 2(4)). For such work, a laptop needs a stand or a separate monitor, plus a separate keyboard and mouse.
The employer must:
- set up the workstation in line with the requirements of the annex,
- assess working conditions at the workstation: the eyes, the musculoskeletal system, lighting and the mental strain resulting from the organisation of work; especially for new workstations and after changes (§ 5),
- inform employees about the hazards and protective measures (§ 6).
What the workstation should look like
The requirements of the annex in short:
- the monitor is legible and stable, has brightness and contrast controls, can be tilted, and its top edge is at eye level,
- the keyboard and mouse are separate devices and allow a posture that does not strain the arms and hands,
- the desk has enough room for equipment and documents, free space for the legs and a matt surface,
- the chair is stable (a base with at least five supports with castors), has adjustable height, a backrest with lumbar support and armrests,
- a footrest and a document holder are provided at the employee's request,
- the lighting causes no reflections or glare, and windows are covered with blinds,
- the software is suited to the task.
A practical tip: look straight at the screen, keep your shoulders relaxed, rest your feet on the floor and bend your elbows at roughly a right angle.
Breaks from monitor work
Under § 7 of the regulation, the employer provides one of two solutions:
- work at the monitor is interspersed with other tasks that do not strain the eyes and are done in a different position, so that continuous work at the screen does not exceed one hour,
- after every hour of monitor work, there is a break of at least 5 minutes, counted as working time.
During a break, it is worth standing up, looking into the distance and moving your shoulders. A spare moment with your phone does not rest your eyes.
Eyes and examinations
The employer provides preventive health care for employees who work at monitors (§ 8). If an eye examination shows that vision correction is needed for monitor work, the employer provides glasses or contact lenses as the doctor recommends. Contact lenses were added in 2023.
The office room
The regulation on general BHP rules requires, among other things, that:
- a room of permanent work has at least 13 m³ of free volume and 2 m² of free floor area per person,
- the temperature in rooms used for office work does not fall below 18°C,
- lighting and ventilation are adequate.
From 11 January 2027, upper limits also apply (§ 30a of the regulation, Dz.U. 2026, item 927): the temperature in a workroom may not exceed 35°C unless technology makes this impossible, and above 28°C the employer must already apply technical or organisational measures.
Everyday safety in the office
- Power strips are not overloaded or plugged into one another. Damaged cables and sockets are reported, not repaired on your own.
- Cables are laid so that nobody trips over them.
- Drawers are closed after use. An open drawer is a common cause of injuries.
- Nobody stands on a wheeled chair or on a table. To reach high places, use a stepladder or step stool designated by the employer.
- Spilled liquid is wiped up at once, or the wet floor is marked.
- Walkways and exits are kept clear, and heavy items go on the lower shelves.
Summary
- A workstation with a monitor must meet the requirements of the 1998 regulation (amended in 2023).
- The employer assesses working conditions and provides breaks: either a change of task, or 5 minutes after every hour.
- The employer provides glasses or contact lenses if the doctor so recommends.
- In the office, watch out for cables, drawers, wet floors and escape routes.