Reasonable Accommodation In The Workplace: Employer’s Guide

Did you know that creating an inclusive work environment doesn’t just benefit employees with disabilities? It also contributes to a more productive, engaged, and successful workforce. Our detailed guide covers everything UK employers need to know about reasonable accommodation in the workplace.

From understanding legal obligations to executing actionable strategies, we offer advice on navigating accommodation requests and empowering employers to promote diversity and inclusivity in their organisations.

What Is Reasonable Accommodation In The Workplace?

Reasonable accommodations in the workplace are modifications or adjustments 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.

Examples Of Reasonable Accommodations In The Workplace

Requesting reasonable accommodations in the workplace is expected in the UK. Here are some examples of workplace adjustments that employers may implement to support employees with disabilities.

1. Physical modifications

Requests for physical workplace modifications are extremely commonplace. These reasonable adjustments include anything that allows employees with physical disabilities to thrive at work. 

Some examples include:

• Installation of ramps, handrails, or lifts to support employees with mobility issues.
• Adaptive workstations, chairs, or desks tailored to employees with specific physical needs.
• Accessible parking spaces close to the workplace for employees with limited mobility. 

2. Flexible work arrangements

Offering flexible work arrangements can significantly improve employees’ lives, especially those with a disability. Whether that’s a physical disability or mental health disorder, flexible working hours can greatly improve employee well-being.

Here are a few examples of how that could look:

• Offering flexible working hours or condensed workweeks to accommodate medical appointments or help employees manage fatigue.
• Providing remote work to support employees who find it challenging to commute to work due to their disability.

3. Assistive technologies and tools

Employees with disabilities face several obstacles and challenges in the work environment. One way to help them overcome these roadblocks is to offer relevant assistive technologies. These help team members perform their jobs better, removing common obstacles.

Here are a few examples of assistive technology:

• Provide visually impaired employees with screen reading software, text-to-speech applications, or screen magnifiers.
• Introduce ergonomic keyboards, voice recognition software, or adaptive tools for staff with dexterity or motor limitations.

4. Adjusting to policies and procedures

Employees living with a disability may find it challenging to maintain attendance records or meet deadlines due to their condition. Therefore, adjusting policies and procedures is an important reasonable accommodation in the workplace.

• Consider reviewing attendance policies to accommodate disability-related absences. You may also find that some employees require longer breaks due to their disability.
• In some cases, employees with disabilities may struggle to meet deadlines or need to perform their tasks differently. Ensure this is accommodated in performance evaluation criteria so these workers aren’t unfairly marked down.

5. Education and support

Fostering an inclusive workplace that accommodates employees with disabilities begins with education. So, take a close look at what training and support networks you have in place.

For example:

• Implement disability awareness training for managers and colleagues so that everyone in the business understands reasonable accommodation in the workplace and approaches it with empathy.
• Provide additional training or mentoring for employees with disabilities to enhance their skills and empower them to grow professionally.
• Create employee support networks for staff with disabilities.

6. Communication 

How your company communications could create a lot of difficulty for employees with visual or hearing impairments. As such, a standard workplace adjustment is modifying how documentation and key messages are communicated.

Examples include:

• Employ alternative communication methods for employees with hearing impairments, such as written instructions, sign language interpreters, and other visual aids.
• Ensure all important workplace policies, memos, and updates are available in accessible formats, including large print or Braille.
• Add closed captions to all training videos to make the content accessible to those with hearing issues.

An important caveat: Reasonable accommodations should be evaluated on a case-by-case basis, considering the individual needs and limitations of the employee. Therefore, employers should provide HR and leadership teams with training and advice on engaging in open dialogues around this.

Reasonable Accommodation In The Workplace: Key Points

Navigating reasonable accommodation in the workplace can take time for employers. So, to guide you, here are some key points to bear in mind:

• UK employers should familiarise themselves with the Equality Act 2010 to ensure people with disabilities don’t face discrimination in the workplace
• Every employer should understand what reasonable accommodations are (covered in this guide)
• Organisations should take an individualised approach, having open communication and collaboration between the employee and employer so you can best meet their needs.
• In some cases, employers may require medical or professional advice to better understand an employee’s needs. This will inform decision-making and ensure they find the best solution.
• If an accommodation request would cause undue hardship (operational description, financial trouble, etc.), the employer is not obligated to make the adjustments. However, the employer will need to provide evidence to support this.
• Employers should be proactive and consider accessibility and accommodations before they receive individual requests.
• To demonstrate compliance with their legal obligations, employers should maintain detailed records of all accommodations requests and those provided. This includes communication, assessments, and other relevant information. 

Reasonable Accommodation In The Workplace: How We Can Help

We hope this guide has given you a deeper insight into reasonable accommodations and how to navigate the process. Becoming a disability-friendly employer can be challenging, but the results are worth it.

By creating an accessible workplace for all, you can tap into the diverse talents of employees with disabilities and power your business. 

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 diverse applicants and top talent.