In short, this can be split into two categories:

Where the employer requires the employee to work from home: the burden of cost is on the employer to either provide the necessary equipment or, to reimburse the employee for the outlay of the equipment.

Where there is an agreed hybrid agreement and the employer does not specifically require the employee to work from home, but instead, agrees to it – the parties should agree between them who will pay for or provide the equipment needed.

Must we carry out a Home Risk Assessment?

Yes. Employers have a duty in relation to the use of DSE (display screen equipment) and this is in addition to ensuring the correct Health and Safety measures for employees. Employers also need to take the steps necessary to reduce risk as much as is reasonably possible and that could include the provision of certain equipment to enable the employee to work from home. Conducting a home risk assessment will draw attention to what the employee requires by way of an adequate workstation, such as (but not limited to); desk, chair, screen and keyboard.

Hybrid workers and the provision of equipment

It may be that your hybrid worker spends a smaller proportion of their working week from home and if this is the case, they may not require the same level of equipment as a full-time home worker. However, the risk assessment will bring to the fore any Health and Safety requirements that may impact on the workers ability to carry out their specific duties effectively. In addition, there may also be particular health and wellbeing related issues that will need to be taken into account when determining what equipment is required.

Disability and reasonable adjustments

Employers need to make reasonable adjustments for disabled workers and so where a disabled employee is working in a hybrid role and would normally have specific requirements in the workplace, this would need to be replicated at home. Some examples could be an ergonomic chair or keyboard, or there may be other physical changes to their workstation or place of work that are necessary, such as installing a ramp for a wheelchair user, or an audio-visual fire alarm for someone with impaired hearing. Where reasonable adjustments are made for disabled homeworkers, it is the employer’s responsibility to pay for the equipment necessary.

IT and Data Security

Employers will need to adapt their approach to IT and data security to ensure that data is adequately protected when employees are working from home.

Here are some tips for homeworkers and data security:

• Follow your organisation’s policies, procedures and guidance
• Only use approved technology for handling personal data
• Consider confidentiality when holding conversations or using a screen
• Take care with print outs
• Don’t mix your organisation’s data with your own personal data
• Lock it away where possible – to avoid loss or theft of personal data, put print outs and devices away at the end of the working day if possible.
• Be extra vigilant about opening web links and attachments in emails or other messages
• Don’t click on unfamiliar web links or attachments claiming to give you important coronavirus updates.
• Use strong passwords
• Communicate securely – using the communication facilities provided by your organisation where available. If you need to share data with others then choose a secure messaging app or online document sharing system. If you have to use email, which isn’t always secure, consider password protecting documents and sharing the passwords via a different channel, like text.
• Keep software up to date and keep security software up to date