Overcoming Employer Anxiety

Under the Equality Act 2010, a reasonable adjustment is any change to the workplace, work environment, or the way things are done that removes or reduces a disadvantage for a disabled person. Importantly, the law recognises that employers should only make adjustments that are reasonable given the size and nature of the organisation.

The key word here is "reasonable." Legislation doesn't require employers to go above and beyond or incur excessive costs. The focus should be on finding practical solutions tailored to individual needs while ensuring a fair and equitable work environment for all.

For example, a small café might not reasonably be able to install an expensive lift for one employee, but it could rearrange the workspace to accommodate a wheelchair. Larger organisations, with greater resources, might be expected to make more significant adjustments.

Why Small Changes Matter

Consider this: an employee with photosensitive epilepsy might simply need to sit near a window instead of under artificial lighting, with an anti-glare screen on their monitor. This adjustment costs virtually nothing, requires minimal effort to implement, and yet can make a profound difference to the employee's wellbeing and productivity.

30 Practical Examples of Reasonable Adjustments

Physical Workspace Adaptations

1. Providing ergonomic chairs or standing desks for employees with back problems
2. Installing ramps or automatic doors for wheelchair users
3. Relocating a workspace to a quieter area for employees with anxiety or concentration difficulties
4. Ensuring clear pathways and removing obstacles for visually impaired employees
5. Adding task lighting or reducing glare for those with visual sensitivities
6. Installing adjustable temperature controls in specific work areas for those with temperature sensitivities
7. Providing dedicated parking spaces closer to the building entrance
8. Creating clear signage with high contrast colors and braille
9. Developing emergency evacuation procedures that take into account the needs of employees with disabilities.
10. Provide comfortable seating and allow frequent breaks for pregnant employees, as well as offering adjustments to their work station if needed

Technology and Equipment

11. Offering speech-to-text software for employees with dyslexia
12. Providing noise-cancelling headphones for neurodivergent employees who are sensitive to sound
13. Installing screen readers such as JAWS or NVDA for visually impaired staff
14. Implementing larger monitors or specialised display settings for those with visual impairments
15. Supplying ergonomic keyboards and mice for employees with repetitive strain injuries
16. Installing specialized software for color-blind employees
17. Providing digital recorders for meeting notes
18. Setting up dual monitors for easier document comparison
19. Provide audio descriptions of visual materials, such as videos and presentations, for employees who are blind or have low vision. The rise of AI makes this super easy to accomodate with tools such as MacWhisper automatically analysing audio and using a Large Language model to summarise the resulting text.

Working Patterns and Time Management

20. Allowing flexible start and finish times to accommodate medical appointments
21. Enabling working from home options for employees with mobility challenges
22. Providing additional breaks for those who need to manage medical conditions
23. Adjusting shift patterns to accommodate medication schedules
24. Offering compressed hours to reduce commuting stress
25. Allowing extended lunch breaks for physical therapy sessions
26. Implementing graduated return-to-work programs after long-term absence
27. Offer flexible working arrangements or provide access to emergency back-up care for employees with caring responsibilities, helping them balance their work and personal lives.

Communication and Support

28. Ensuring important information is available in multiple formats (written, verbal, digital)
29. Providing a buddy system for new employees who may need additional support.
30. Extend the buddy system to help neurodivergent employees or those with learning difficulties feel more comfortable in the workplace.
31. Allowing service animals in the workplace
32. Creating quiet spaces for prayer, meditation, or temporary retreat
33. Offering written instructions alongside verbal ones for those who process information differently
34. Providing sign language interpreters for team meetings
35. Creating visual workplace guides and procedures for those who prefer visual learning

Making Implementation Easier

Assessment and Communication

Understanding what adjustments are needed begins with open dialogue. However, some employees may feel uncomfortable discussing their needs directly. This is where tools like Divrsity's surveys become invaluable – they provide a confidential way for employees to express their needs and concerns through anonymous feedback mechanisms.

The Role of Anonymous Feedback

Through Divrsity's platform, employees can safely indicate whether they feel reasonable adjustments are being made and suggest improvements without fear of stigma. This anonymous verbatim feedback helps organisations identify gaps in their support systems and implement changes proactively.

The Business Case for Reasonable Adjustments

Making reasonable adjustments is not only about compliance, but also makes sound business sense:

• Improved retention of skilled employees
• Reduced absence rates
• Enhanced productivity
• Better employee engagement
• Increased workplace morale
• Stronger employer brand
• Wider talent pool access

Common Concerns Addressed

"Won't it be expensive?"

Many reasonable adjustments cost nothing or very little. The average cost of adjustments is often lower than the cost of recruiting and training a replacement employee.

"What if we can't accommodate every request?"

The law only requires adjustments that are "reasonable." Factors like cost, practicality, and business operations can be considered when determining what's reasonable for your organisation.

"How do we know what's really needed?"

Regular surveys and feedback mechanisms, like those provided by Divrsity, help organisations understand their employees' needs and track the effectiveness of implemented adjustments.

Best Practices for Implementation

1. Create Clear Processes Establish straightforward procedures for requesting and implementing adjustments.
2. Train Managers Ensure leaders understand their responsibilities and how to handle adjustment requests sensitively.
3. Regular Review Use tools like Divrsity's surveys to regularly assess the effectiveness of adjustments and identify new needs.
4. Document Everything Keep clear records of adjustments requested, implemented, and their outcomes.
5. Stay Flexible Remember that needs may change over time and be prepared to adapt adjustments accordingly.

The Role of Divrsity

One of the biggest challenges employers face is understanding whether they’re meeting employee expectations when it comes to reasonable adjustments. This is where Divrsity can help.

Through anonymous surveys, Divrsity enables employees to share their honest experiences and feedback, including:

• Whether they feel reasonable adjustments are being made.
• Suggestions for specific improvements.

This data provides employers with actionable insights, helping them make informed decisions and demonstrate, not only a commitment to inclusion, but also an understanding of whether their legal obligations are being fulfilled.