Reasonable adjustments create an inclusive environment where every employee can thrive, providing necessary accommodations to eliminate barriers for individuals with disabilities. As part of a business’s legal and ethical responsibilities, these adjustments help accommodate diverse needs and support employee wellbeing.
While organisations often celebrate individuality, employees with disabilities may still face challenges that hinder their success. With Diversity, Equity, Inclusion, and Belonging (DEIB) at the forefront of modern workplaces, the ‘one-size-fits-all’ approach is no longer effective. Employers must take proactive steps to promote inclusivity. Below, we’ll explore the importance of reasonable adjustments at work, legal obligations under the Equality Act 2010, and practical ways to build a more accessible business.
What is a Reasonable Adjustment?
Reasonable adjustment are modifications made to eliminate or reduce disadvantages faced by individuals with disabilities. These adjustments apply across various settings, including workplaces, education, housing, and essential services like the NHS.
In working environments, reasonable adjustments can range from changes in organisational processes to physical modifications in the office environment or the provision of specialised equipment. The goal is to make sure that individuals with disabilities are not unfairly disadvantaged. Employers have a legal duty to implement these adjustments, so if you’re uncertain about your business’s compliance, now is the time to review your obligations.
Reasonable Adjustments Under the Equality Act 2010
The Equality Act 2010 was introduced to protect individuals from unlawful discrimination, with disability being one of the nine protected characteristics. The Act requires all UK employers to make reasonable adjustments to ensure that employees with disabilities or long-term health conditions are not placed at a substantial disadvantage in the workplace. These adjustments help create an inclusive work environment where all employees can perform their roles effectively. The requirement applies to employees at all levels, including job applicants, trainees, apprentices, contract workers, managers, directors, and business partners.
Examples of Reasonable Adjustments at Work
How can employers take the lead in implementing effective reasonable adjustments? Here are some practical strategies to create a more inclusive workplace.
Improving Your Recruitment Process
Despite the progress made by the Equality Act 2010, the disability employment gap remains a persistent challenge. Many talented individuals face barriers during recruitment, preventing them from securing job opportunities or even an interview.
To address this, employers should assess their hiring processes to eliminate unconscious bias and create equally opportunities for every candidate to succeed. Some reasonable adjustments that can improve job interviews include: posting clear and accessible job descriptions, providing information in ‘easy read’ formats or alternative formats like large print, allowing extra time for required tests, offering virtual interview options, offering the choice to review interview questions in advance, providing British Sign Language (BSL) interpreters when needed and having wheelchair-friendly doors, lifts, handrails, and ramps in office spaces where in person interviews will take place.
Building a Safe & Accessible Office Environment
Creating an inclusive and accessible workplace is also crucial for strengthening your organisation’s DEIB efforts. It is important that individuals with specialised requirements do not have to content with an office environment that fails to meet those needs.
For instance, wheelchair users should have clear, wide doorways and ramps, handrails, or lifts where necessary. Deaf employees also need audio-visual fire alarms to make sure they are alerted in emergencies without relying on others. Similarly, Braille signage can significantly assist employees with visual impairments.
Accessibility should also be personalised to meet the individual needs of each employee, rather than following a one-size-fits-all approach. Employers should focus on building a supportive and welcoming culture that champions emotional intelligence, encourages open communication, provides access to mental health support services and encourages a healthy work-life balance. Creating channels for employees to provide upward feedback in each of these areas through pulse surveys, will help contribute to the building and supporting of an inclusive workplace environment where employees feel genuinely heard, supported, and valued.
Offer Flexible Working
Flexibility in the workplace is a highly valued benefit, not just for employees with disabilities but for everyone. Offering flexible working arrangements can be an attractive perk for both potential hires and current staff.
If possible, give employees the option to choose between working from home or hybrid working, allowing them the flexibility to balance work and personal commitments. This is especially beneficial for those with caregiving responsibilities or employees who may need to be off-site frequently. Providing this flexibility also promotes a sense of trust, which can lead to increased employee engagement and productivity.
Additionally, as Gov.uk suggests, allowing employees with social anxiety disorder to have their own designated desk, rather than hot-desking, can help reduce anxiety, particularly on busy office days when finding a seat can be stressful. This simple adjustment can make a significant difference in creating a more comfortable and inclusive work environment.
The flexibility to work from home or adjust working hours is supported by our performance tracking and feedback tools. With emPerform, managers can easily monitor remote work, adjust SMART goals, and provide feedback in real-time, ensuring that employees working flexibly remain aligned with company OKRs.
Provide Specialist Tools and Equipment
Sometimes, it’s the small adjustments that have the biggest impact. A range of specialist tools, resources, and equipment can help employees perform their jobs to the best of their ability, ensuring that everyone has the support they need to succeed.
For example, text-to-speech software can be installed on computers to assist employees with disabilities in using technology more easily. Other helpful tools include virtual assistants, voice recognition software, and simple font size and colour adjustments, all of which improve computer accessibility.
Employees with neurodivergence may find traditional office environments overwhelming or overstimulating. To support them, consider providing noise-cancelling headphones or soundproof booths for a quieter space. Additionally, task management tools can keep employees organised and focused, helping them stay on top of their work and deadlines. By offering the right support, employers can cultivate a workplace where everyone has the tools they need to thrive.
What Else Can Leaders Do To Improve DEIB?
Employees value leaders who go above and beyond for their teams. To strengthen your DEIB efforts beyond standard reasonable adjustments, consider these strategies:
- Hire a Chief Diversity Officer: A dedicated Chief Diversity Officer (CDO) can focus on driving DEIB initiatives and holding everyone accountable for maintaining an inclusive workplace
- Educate Yourself: Gain a deeper understanding of disabilities and effective adjustments. Many valuable resources are available from organisations like Gov.uk, NHS, CIPD, and LinkedIn.
- Anticipate Needs: Reasonable adjustments shouldn’t always require employee requests. A strong leader anticipates needs, demonstrating commitment to the wellbeing of employees and setting your organisation apart as an employer of choice.
- Make Use of Employee Feedback and Surveys: When in doubt, simply ask your employees what they believe would benefit them the most! Ongoing feedback and surveys help you understand their priorities and provide the support they truly need. After gathering insights, follow up with upward feedback to evaluate what was effective and pinpoint areas for immediate improvement. This process guarantees that future initiatives have an even greater impact.
- Upskill Your Managers: Invest in training for senior leadership to ensure every team has someone who can support vulnerable employees.
How Long Does an Employer have to Make Reasonable Adjustments?
Employers are required to make reasonable adjustments as soon as a need is identified, and these adjustments should be considered throughout an employee’s career. Neglecting to provide these adjustments can lead to dissatisfied employees and the eventual loss of top talent. When employee needs aren’t prioritised, it affects satisfaction, engagement, and staff retention.
Unfortunately, progress remains slow. According to the Disability Forum’s 2023 survey, 1 in 8 disabled employees wait over a year for necessary accommodations, with the speed of adjustments improving by only 4% since 2019. Beyond the hiring process, reasonable adjustments should be continuously reviewed and addressed as needs arise. Ongoing communication, regular assessments, and proactive action are key to providing the support employees need when it matters most.
Failing to accommodate employees appropriately can result in formal complaints, financial penalties, compensation claims, or even an employment tribunal. This not only impacts the organisation financially but also harms its reputation, making it harder to attract and retain talent.
Ultimately, while compliance with the Equality Act is a legal requirement, offering reasonable adjustments should be viewed as an opportunity to build a workplace culture rooted in inclusion, fairness, and employee wellbeing. By removing barriers and providing continuous support, employers create an environment where all employees can thrive, driving long-term success and cultivating a more engaged, productive workforce.
Integrating reasonable adjustments into daily practice demonstrates to both current employees and prospective talent that their wellbeing is a priority, and their contributions are truly valued.
To stay ahead, leaders must be adaptable, empathetic, and, most importantly, attuned to each employee’s unique needs. A workplace that prioritises inclusivity promotes greater engagement, satisfaction, and productivity. emPerform is a vital tool in achieving this goal. By streamlining performance management, facilitating continuous feedback, and providing real-time support, emPerform ensures that every employee, regardless of ability, is provided with the environment and opportunity to excel.
If you’re committed to improving your DEIB initiatives and building a more inclusive, supportive work environment, emPerform should be an integral part of your HR toolkit. It enables businesses to proactively offer the reasonable adjustments necessary for every employee to thrive.
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