Reasonable Adjustments for Disabled Employees- What Employers Need to Know
Creating a workplace where everyone can thrive isn’t just good practice—it’s a legal requirement and a powerful driver of organisational success. In the UK, employers have a duty under the Equality Act 2010 to make reasonable adjustments for disabled employees and job applicants. But what does that really mean in day‑to‑day working life, and how can organisations approach it with confidence, empathy, and consistency?
This blog explores the essentials: what reasonable adjustments are, why they matter, and how employers can implement them effectively.
What Are Reasonable Adjustments?
A reasonable adjustment is any change that removes or reduces a disadvantage experienced by a disabled person in the workplace. The aim is simple; to ensure disabled employees can perform their roles on an equal footing with others.
Adjustments can relate to:
- The workplace environment
- Work practices or policies
- The way work is organised
- Tools, equipment, or support provided
The duty applies not only to current employees but also to job applicants and workers on all types of contracts.
Why Reasonable Adjustments Matter
- Legal Compliance
Under the Equality Act 2010, failing to make reasonable adjustments is a form of disability discrimination. Employers must act proactively once they know—or could reasonably be expected to know—that an employee has a disability.
- Inclusion and Retention
Employees who feel supported are more engaged, more productive, and more likely to stay. Adjustments often cost little but deliver significant benefits.
- Organisational Reputation
A workplace known for fairness and accessibility attracts talent, strengthens trust, and demonstrates genuine commitment to equality.
Examples of Reasonable Adjustments
Reasonable adjustments are highly individual, but common examples include:
Changes to the Work Environment
- Providing ergonomic chairs, sit–stand desks, or specialist keyboards
- Adjusting lighting or reducing noise levels
- Allocating parking spaces close to the entrance
Flexible Working Arrangements
- Adjusted start/finish times
- Hybrid or remote working
- Part‑time hours or job‑sharing
Changes to Policies or Procedures
- Allowing additional breaks
- Modifying absence triggers where disability-related
- Adjusting performance targets to reflect the impact of a condition
Providing Assistive Technology
- Screen readers, voice‑to‑text software, or magnification tools
- Hearing loops or amplified telephony
- Accessible communication formats
Support and Human Adjustments
- Job coaching or mentoring
- Providing a support worker or interpreter
- Allowing a companion in meetings
How to Assess What’s “Reasonable”
The law doesn’t prescribe a fixed list of adjustments because what’s reasonable depends on context. Employers should consider:
- Effectiveness – Will the adjustment remove or reduce the disadvantage?
- Practicality – Can it be implemented easily?
- Cost – Is it affordable, and are external funding options available (e.g., Access to Work)?
- Impact on the organisation – Will it disrupt operations significantly?
Crucially, employers must engage in a meaningful, collaborative conversation with the employee. Assumptions—however well‑intentioned—can lead to ineffective or even harmful outcomes.
The Process: Getting It Right
- Start with an Open Conversation
Invite the employee to share what they need. Focus on understanding the impact of their condition rather than probing for medical details.
- Seek Expert Input Where Needed
Occupational health, Access to Work, or specialist charities can provide valuable guidance. Unfortunately, however, you may have to wait at least 12 weeks for the help to come through.
- Implement Adjustments Promptly
Delays can amount to discrimination. Even temporary measures are better than waiting for a perfect solution.
- Review Regularly
Needs can change over time—especially with fluctuating or progressive conditions. Build in regular check‑ins.
- Document the Process
Clear records protect both the employee and the organisation and ensure consistency across cases.
Common Myths About Reasonable Adjustments
“Adjustments are expensive.”
Most cost little or nothing. Even when costs arise, Access to Work can often help.
“We treat everyone the same, so we’re being fair.”
Equality isn’t sameness. Fairness means giving people what they need to succeed.
“If we do it for one person, we’ll have to do it for everyone.”
Adjustments are individual. The duty applies only where a disability creates a disadvantage.
Conclusion
Many employers misunderstand what they need to do to be compliant with this legislation. As discussed in this blog, the most important thing is to get some advice from the employee’s GP/Specialist etc or from an Occupational Health provider. At Blue Star we can help you through this tricky process so JUST ASK!
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