Reasonable Adjustments: What Employers Need to Know

Creating an inclusive and supportive workplace isn’t just good practice - it’s a legal responsibility.

The Equality Act 2010 is the foundation of UK employment law when it comes to preventing discrimination and ensuring equal opportunities. A key element of this law is the duty to make reasonable adjustments for employees with disabilities; we look at what this means within the workplace.

What are ‘reasonable adjustments’?

A reasonable adjustment is a change that removes barriers preventing a disabled employee or job applicant from working effectively. These adjustments ensure that disabled individuals aren’t at a disadvantage compared to non-disabled colleagues.

What counts as a reasonable adjustment?

Reasonable adjustments don’t have to be expensive structural alterations; sometimes even a simple change can make a difference. Examples include:

• Workplace modifications: installing ramps, adjusting desk heights, or improving lighting for visually impaired employees.
• Flexible working arrangements: allowing remote work, adjusting shifts, or modifying job duties to accommodate an employee’s condition.
• Supportive tools and services: providing assistive technology, sign language interpreters, or extra time for tasks.

Am I legally required to make adjustments?

Employers are legally required to consider adjustments when:

• A workplace rule or practice puts a disabled employee at a disadvantage: for example, strict start times may be difficult for someone with a medical condition requiring frequent treatment.
• A physical feature of the workplace creates a barrier: such as a lack of wheelchair access or inadequate restroom facilities.
• An employee requires additional support to do their job effectively: perhaps someone with a motor impairment might need a specialist keyboard.

What’s counts as 'reasonable'?

Not all requests for adjustments will be considered reasonable, and employers must strike a balance between supporting employees and maintaining business operations. Factors to consider include:

• Company size and resources: larger businesses may be expected to make more significant adjustments than smaller ones.
• Effectiveness of the adjustment: the change should help the employee without placing excessive strain on the company.
• Feasibility and cost: some adjustments may require investment, but grants such as Access to Work can help fund workplace adaptations.

What are the risks of not making reasonable adjustments?

Failing to make reasonable adjustments isn’t just bad for morale; it can lead to legal action for disability discrimination. Unlike unfair dismissal claims, disability discrimination cases don’t require a minimum length of service, and compensation awards can be unlimited - including for emotional distress.

Beyond the legal risks, failing to accommodate employees can damage a company’s reputation and impact employee retention and engagement. Conversely, by understanding and implementing reasonable adjustments, employers can build a workplace where everyone can thrive while staying compliant with the law.

What is best practice for an employer?

• Be proactive: regularly assess your workplace for potential barriers.
• Encourage open conversations: employees should feel comfortable discussing their needs.
• Work collaboratively: engage with employees to find solutions together.
• Keep records: document discussions, decisions, and any adjustments made.
• Seek expert advice: HR professionals and occupational health specialists can provide valuable guidance.

The duty to make reasonable adjustments isn’t just about ticking a compliance box - it’s about creating a workplace where everyone can contribute and succeed. By embedding inclusivity into workplace culture, businesses enhance employee well-being, improve retention, and build a positive reputation.

Remember, a fair and supportive workplace isn’t just a legal requirement; it’s a business advantage.

Contact us at HR@skaltd.co.uk or call 01427 420 403 and #oneoftheteam will be able to help.