Ensuring that workplaces are inclusive and accessible to everyone is not just a legal obligation but a crucial component in establishing a positive workplace culture. Making reasonable adjustments in the workplace is a vital way of helping employees to overcome disadvantages they may face in performing their job roles as a result of a disability or some other impairment. This blog will explore what reasonable adjustments are, why they are important, and what employers need to know to ensure compliance with the law and create an inclusive work environment.

What Are Reasonable Adjustments?

Under the Equality Act 2010, employers are legally required to make reasonable adjustments to remove or minimise any disadvantages that disabled employees or job applicants face because of their disability. This duty applies to all aspects of employment, from the recruitment process to the everyday working environment and career progression.

Reasonable adjustments can include:

• Changes to working hours: Allowing flexible work arrangements such as part-time hours, staggered start times, or work-from-home options.
• Modifications to equipment: Providing specialised chairs, desks, or computer equipment tailored to an individual’s needs.
• Workplace accessibility: Employees should be able to get into and move around their work space freely and easily.
• Providing accessible formats: Ensuring that information is available in accessible formats, such as large print or Braille.
• Adjusting recruitment processes: Offering alternative methods for completing job applications or conducting interviews.

Employers are not required to make adjustments that are unreasonable or impractical. However, the threshold for what counts as “reasonable” is influenced by the size of the business, the resources available to the business, and how practical the required adjustment is to actually make.

Why Are Reasonable Adjustments Important?

1. Legal Compliance – Failing to make reasonable adjustments could lead to discrimination claims under the Equality Act 2010, which can result in significant financial penalties and reputational damage.
2. Enhancing Employee Wellbeing and Productivity. Employees who feel supported are more likely to be engaged and productive in their work. By making reasonable adjustments, employers ensure that workers with disabilities can perform to the best of their abilities without being hindered, this improves their wellbeing and helps them to feel valued.
3. Promoting Diversity and Inclusion. Creating an inclusive workplace allows organisations to benefit from a wide range of skills, perspectives, and experiences. A commitment to making reasonable adjustments demonstrates that your organisation values diversity and is proactive in enabling participation.

How to Determine What is “Reasonable”

Determining what constitutes a “reasonable” adjustment can be subjective and varies on a case-by-case basis. Key considerations include:

• Effectiveness of the adjustment: Will the change help the employee to overcome the challenges posed by their disability?
• Cost and resources available: Larger companies may be expected to make more extensive adjustments than smaller ones, given their greater financial resources.
• Disruption to the business: If an adjustment causes minimal disruption or cost, it is more likely to be deemed reasonable.

It’s essential to have open and transparent communication with employees who may require adjustments. Involving them in the process ensures that their specific needs are understood and met effectively. It is also important to take independent expert advice when adjustments may be needed. By involving an occupational health professional an employer can gain valuable insight into what adjustments may be required which can then lead to them having informed conversations with the employee who needs assistance. Services such as Access To Work can also provide specialist advice and assessments for employees.

Practical Examples of Reasonable Adjustments

1. Flexible Working Arrangements If an employee has a medical condition that makes it difficult for them to adhere to regular working hours, allowing them to work flexible hours or remotely can be a simple but effective adjustment. For instance, someone with chronic fatigue might benefit from starting later in the day when they have more energy.
2. Equipment Modifications Adjusting the physical workspace is one of the most common forms of reasonable adjustments. For example, providing an ergonomic chair or adjustable desk can help an employee with a musculoskeletal condition to work comfortably. Assistive technologies, such as speech-to-text software for employees with vision impairments, can also be essential to enable an employee to perform their role.
3. Accessible Facilities Ensuring that workplace facilities such as toilets and kitchens are accessible to employees with mobility impairments is another important area where adjustments may be necessary. Changes like installing ramps, widening doorways, or providing accessible parking spaces can make a significant difference.

The charity Scope has a dedicated area on their website which also provides a number of case study examples from actual tribunal claims brought against employers who have failed to make reasonable adjustments and the steps that should have been taken to avoid the claims. To view these case studies click here.

In order to create a workplace in which everyone has an equal opportunity to succeed, employers should be proactive in supporting the needs of their employees when it comes to reasonable adjustments. This can be a difficult area to navigate and so it is important for businesses and employees to communicate with each other and seek professional advice and guidance as appropriate.

Do you have any questions about today’s blog, need help in becoming legally compliant with contracts/policies or can we support you in taking away any people pains to give you peace of mind?

If you answered yes to any of the above, just give us a call at Tower HR on 07740 996 336.