The Equality Act 2010 requires employers to make reasonable adjustments for job applicants and employees with a disability. This means, wherever possible, removing obstacles that might get in the way of a person with a disability effectively doing their job, or providing the employee with a role that they are otherwise capable of doing.
There is no statutory definition of “reasonable”; what is reasonable will depend on the individual situation. Some points for an employer to consider are: –
- The business’s financial and resource capability and if it is reasonable to make an adjustment (even if it is a small company, you are still obliged to consider adjustments)
- Cost of adjustments – employers can get support from ‘Access to Work’ www.gov.uk/access-to-work
Types of reasonable adjustments
There are various types of adjustments that employees with disabilities need, and they can often be low cost or no cost at all but can have a significant positive impact on that individual’s ability to perform their role. Examples can include changes to working patterns/hours, a phased return to work following long-term absence, for job candidates that are wheelchair users accommodate them by arranging interviews on a ground floor.
Before determining if a physical adjustment to the premises is required firstly conduct an access audit to help find out where changes would benefit the employee in the workplace. Often there are straightforward adjustments that could be made.
Technology
Technology can also help for example speech-to-text software that helps those individuals with dyslexia to communicate as well as check their spellings. It can also assist those that have dexterity difficulties e.g. repetitive strain injury or arthritis where they find writing or typing difficult. Providing accessible technology can help those employees with visual impairments whereby font sizes or screen backgrounds can be changed and short cuts or hotkeys enabled to help with navigating without a mouse.
Equipment in the Workplace
It’s also important to think about the wide variety of equipment that is available to support most forms of impairment, for example:
- A flexible standing desk along with an ergonomic keyboard and trackball mouse can support employees that have musculoskeletal issues as well as people that have a bad back.
- Data can be interpreted on a computer by using screen readers and turning the data into text-to-speech or braille.
- Those with sensory processing challenges could use noise-cancelling headphones.
- Employees who have difficulty concentrating for long periods could use Voice recording equipment to help them.
Working patterns:
Employers need to think about changes to working patterns as these can be low-cost or no-cost adjustments and could help your business in providing flexible cover for your customers. For example:
- Working from home would enable a wheelchair user to spend less time travelling using limited public transport and more time being productive by working.
- An employee who has social anxiety or unable to stand for long periods may benefit to a change in start and end times to their working hours by avoiding rush hour.
Ways of working:
Making slight adjustments to ways of working can have a positive impact on an employee which will also help increase their productivity as well as loyalty to their employer. For example:
- An employee’s work area could be located near to an accessible toilet if they are wheelchair users.
- Someone with a speech impairment could communicate via email, which would support them by eliminating any communication barriers.
Involving the individual in making reasonable adjustments
It is important for an employer to always involve the person with the disability when deciding on the most effective adjustment for them; the employee knows their condition and what changes would benefit them. These discussions should result in appropriate adjustments or determine which will be the most helpful software or equipment for them to use.
Sometimes if a condition is new to the employee or the condition changes, then it may not be clear to them what support they will need. Therefore, it is important to involve occupational health.
To help with identifying what workplace resources are needed, an Access to Work assessor can help, however, advice from various specialists may be required beforehand.
Seeking expert advice about what reasonable adjustments are appropriate are key to having the right adjustments implemented in the workplace. We know that it can be daunting for employers but at Guildford HR we can help support you in your business.
Reviewing reasonable adjustments
Once any reasonable adjustments are put into place, then employers should carry out regular reviews with their employee. This is to ensure that any support is still relevant, and that the employee is able to work to the best of their ability.
Access to Work
Access to Work is a government-funded scheme to help employees get or stay in work if they have a physical or mental health condition or disability. It is employee-driven, and the employee makes the application. Costs may have to be made up initially from the employee or employer and then claim them back later.
Through Access to Work the employee can apply for:
- a grant to help pay for practical support with work;
- support with managing mental health at work; and
- money to pay for communication support at job interviews.
Reasonable adjustments plan
It is good practice to put in place a written record of any discussions about reasonable adjustments with the results of what was implemented for the employee.
This document also helps an open discussion between the line manager and employee, and they will feel that they are being listened to. Again, it is important that this plan is reviewed by both parties on a regular basis.
Guildford HR can help employers tailor reasonable adjustments plans for an employee.
Guildford HR support small local businesses in the Surrey area. If you need HR support, contact one of our experts on 01483 362732 or hello@guildford-hr.co.uk for a free of charge discovery call.
