Encouraging Healthy Breaks Away from Screens

Why screen breaks deserve a place in your health and safety thinking

If your small business runs on laptops, tablets and monitors, you probably already know that desk work comes with its own set of risks. The Health and Safety (Display Screen Equipment) Regulations 1992 require employers to assess workstations and plan work so that staff get regular breaks or changes of activity. For most small teams, that sounds simple enough — until a deadline lands and everyone works through lunch without moving.

The effects build quietly. Eye strain shows up as sore, dry or tired eyes, blurred vision and headaches. Fatigue creeps in and concentration dips. Muscles and joints stiffen from sitting in the same position, particularly the neck, shoulders, lower back and wrists. Over weeks and months, that combination can contribute to upper limb disorders and general musculoskeletal problems, which are among the most common causes of sickness absence in the UK.

The good news is that the fix is inexpensive. Short, frequent breaks and a handful of simple stretches can make a real difference — and you do not need a gym, a budget or a formal programme to get started.

Build short breaks into the shape of the day

Long breaks are easy to postpone. Short ones are not, which is why they work so well. Encourage your team to think in terms of micro-breaks rather than one long pause.

• Try the 20-20-20 rule. Every 20 minutes, look at something around 20 feet away — roughly 6 metres — for 20 seconds. A window, a far wall or the far end of the office all work. It gives the focusing muscles in the eyes a genuine rest.
• Get up at least once an hour. Even two minutes standing, stretching or walking to the kettle breaks the static posture that causes stiffness.
• Change activity rather than stop. The regulations allow for a change of activity as an alternative to a break. Moving from screen work to filing, a phone call on your feet or a quick tidy of a shelf counts.
• Protect lunch. A proper break away from the desk, ideally away from the building, resets both eyes and mind.

Where possible, let people choose when these breaks happen. Being trusted to manage your own rhythm is far more effective than a timer being imposed from above.

Simple stretches that work at a desk

You do not need to be flexible or sporty. These take under a minute each and can be done in ordinary work clothes. Encourage staff to move gently and stop if anything hurts.

• Neck release: slowly lower your right ear towards your right shoulder, hold for 10 seconds, then swap sides. Avoid full neck rolls.
• Shoulder rolls: lift the shoulders up towards the ears, roll them back and down, and repeat five times. Then reverse.
• Chest opener: clasp your hands behind your back, gently straighten your arms and lift slightly, opening the chest. Hold for 10 seconds. This counteracts the hunched typing position.
• Wrist and forearm stretch: extend one arm, palm up, and use the other hand to draw the fingers gently down. Hold for 10 seconds, then turn the palm down and repeat.
• Seated spinal twist: sit tall, place your right hand on the back of the chair and your left hand on your right thigh, then twist gently to the right. Hold, then swap sides.
• Stand and stretch: stand up, reach both arms overhead, then rise onto your toes a few times to wake up the calves and circulation.

Practical ways to get people away from their screens

Culture does more than instruction here. Small, everyday design choices make movement the default rather than an effort.

• Move the printer, the water cooler or the bin a short walk away from the desks.
• Hold standing or walking one-to-one conversations instead of always sitting across a desk.
• Take internal phone calls standing up, and encourage people to step away from the screen while they talk.
• Set aside a quiet corner with a comfortable chair for a genuine screen-free break.
• Agree a shared "screen break" time mid-morning and mid-afternoon, so nobody feels they are slipping behind while others work.
• If you have outdoor space nearby, encourage a short walk at lunch, even in cooler months with a coat on.

Make it stick without policing it

Managers set the tone. If the person leading the team never leaves their desk, no amount of encouragement will convince anyone else to move. So take your own breaks visibly, and mention them in passing.

Cover the basics when someone joins: include screen breaks and stretches in induction, and revisit them during workstation assessments. A good display screen equipment assessment is not just about chair height and monitor position — it is also a natural moment to ask how someone's eyes and shoulders are feeling.

Ask your team what would help. Some people prefer a reminder on their calendar; others find prompts irritating and would rather pair a stretch with making a drink. A brief conversation at a team meeting will tell you more than any policy document.

Small changes, real benefits

Healthy breaks are one of the cheapest wellbeing measures available to a small business. They reduce discomfort, protect eyesight and concentration, and help prevent the aches and strains that turn into sick days. Just as importantly, they signal that you take your team's health seriously.

Start with one habit — the 20-20-20 rule is a good place — and add another once it feels normal. Review it in a few months, adjust what is not working, and keep the conversation open. Your team's eyes, shoulders and backs will thank you for it.