How to Simplify Your Workplace Adjustments Process

Did you know that a recent study by Accenture found that companies with disability-inclusive workplace practices saw 1.6 times more revenue, 2.6 greater net income and 2 times more economic profit? A streamlined workplace adjustments process is essential for employers who want to build an inclusive workplace. It allows employees with disabilities to reach their full potential, contributing to a more diverse and engaged workforce.

However, establishing a complex workplace adjustments process can be frustrating for both employees and employers. This blog will guide you through a step-by-step approach to simplify your process, making it efficient and user-friendly.

What Are Workplace Adjustments?

Before we get started, let’s just take a minute to clarify exactly what workplace adjustments, also known as reasonable accommodations, are.

Workplace adjustments are modifications or changes employers make to ensure that employees with disabilities can do their job duties effectively. In the UK, employers are legally obliged under the Equality Act 2010 to provide reasonable accommodations unless it causes undue hardship.

Undue hardship is considered any request that would be excessively difficult for the employer. This could be due to a lack of financial resources, disruption to other employees, and other practical limitations.

UK employers must evaluate any accommodation request on a case-by-case basis and try to provide workable solutions. If they are unable to, they will need to provide justifiable reasons (with hard evidence) to demonstrate why the accommodation causes undue hardship.

Workplace adjustments serve the purpose of “levelling the playing field”, as it were, for disabled people. They are intended to stop unnecessary disadvantages for disabled people in the workplace and, instead, provide the support that allows disabled employees to work at the same level as their non-disabled counterparts. 

Benefits of a Streamlined Adjustments Process

Simplifying your adjustments process isn’t just about ticking boxes. You’re opening up a whole myriad of benefits for your business, including:

• Reduced administrative burden: Streamlining the process minimises paperwork and saves valuable time for HR and managers.
• Improved employee morale and engagement: When employees feel supported in requesting adjustments, it boosts morale and engagement. They are given a sense of value and belonging.
• Attracting and retaining top talent: A reputation for inclusivity attracts a wider talent pool and helps retain valuable employees with disabilities.
• Compliance with disability regulations: A clear process ensures compliance with regulations, protecting your business from potential legal issues.

Beyond business benefits, simplifying the adjustments process shows that you’re doing your part as a disability-friendly employer to build a more inclusive society. In doing so, you’ll also be strengthening your employer brand.

Simplifying the Workplace Adjustments Process: A Step-by-Step Guide

Our experts have broken down the key steps to streamline your adjustments process and get long-term results:

1. Accessibility and awareness

The foundation of an inclusive workplace lies in a disability-friendly culture. As an employer, you must encourage open communication about disabilities and provide disability awareness training for managers. 

Performing accessibility audits of your physical and digital workspace will allow you to identify areas for improvement, ensuring everyone can work comfortably and efficiently.

2. Clear and accessible request process

As the saying goes “Keep it simple, stupid” and the same applies to workplace adjustments. Having a single point of contact for adjustments requests, such as a dedicated HR representative, simplifies the process for employees. 

Offer multiple accessible request options: online forms that are screen reader compatible, printable forms, and the chance to discuss adjustments in person. Forms must be clear, concise, and easy to understand for individuals with different disabilities.

3. Transparency and timely communication

Communication is always key. Employees who submit a request should receive a clear timeline and be kept informed at all times. Not only will you be building further trust by maintaining open and transparent communication, but it will also ensure a smooth process. 

Schedule regular updates and respond promptly to any questions or concerns. You don’t want to leave anyone in the dark or unsure where they are in the process.

4. Collaboration and inclusive decision making

When determining adjustments, it’s all about collaboration. You should involve the employee, their manager, and an HR representative. If you’d like to get further advice, reach out to an occupational therapist or disability specialist for advice. 

A collaborative approach ensures adjustments cater to the employee’s specific needs while considering overall workplace requirements.

5. Streamlined implementation and follow-up

Once an adjustment is approved, it’s now time to implement it. Again, having a clear process in place will make all the difference. For instance, consider working with external suppliers for equipment or making software changes. It will make the whole process much more straightforward and efficient. 

Get feedback on how things are going with the employee in question by scheduling follow-up meetings. This will ensure they’re effective and that they address any further needs the employee may have.

Key Takeaways

Simplifying your workplace adjustments process isn’t just about compliance; it’s about creating a workplace where everyone can reach their full potential. By following these steps, you can boost inclusivity, improve employee morale, and attract top talent. The results will speak for themselves

If you’re on the journey to being a more inclusive employer, take a look at our specialised employer packages. Our team of experts offer a range of services to support you in becoming more inclusive, accessible, and successful.

Join our network and advertise inclusive job postings on our disability-friendly jobs board to reach a pool of 10,000+ diverse applicants and top talent.