Reasonable adjustments may be needed to reduce barriers in the workplace and allow employees to access and perform their role more effectively. This month’s Dear Deirdre – HR Agony Aunt from BeyondHR looks at how employers should manage a situation where an employee is requesting reasonable adjustments, what changes can be implemented and how this can be reviewed regularly.

Dear Deirdre,

I manage a business in Portrush, and one of our employees is requesting to have reasonable adjustments in the workplace.

They have recently been diagnosed with a condition that affects their mobility. The employee’s role often requires them working on site with clients. We want to accommodate the employee without compromising the business.

How do we handle this situation?

Business Owner, Portrush

Dear Business Owner,

Any health or medical conditions of employees should be taken seriously by employers, and they should try to accommodate any requested reasonable adjustments in the workplace. However, certain changes may prove impractical and expensive to the business which would need to be reviewed before being implemented.

Discuss With Employee

A formal discussion should be organised by the employer with the employee to understand what their needs are. The employee handbook should be reviewed to understand if there is a policy in place which addresses reasonable adjustments and their implementation.

Note the adjustment that the employee is suggesting and keep on written record to ensure clear expectations going forward and inform any further decisions which will be made in the future.

Assess The Information

Gather all useful information about what limitations the employee may have due to their condition and what is typically involved during a workday for them. Consider which reasonable adjustments are appropriate and practical in light of the employee’s individual needs. These may include working from home, providing an accessible workspace, or allocating client visits to sites that are accessible and involve minimal walking.

Employers may wish to engage with a medical professional such as an occupational therapist in order to assist in assessing potential reasonable adjustments that could be put in place to support the employee as well as the practicality of this in the workplace.

Implement The Changes

Employers are not required to make adjustments that are not reasonable such as changing the nature of the role or something that would not be affordable for the company. Any costs for reasonable adjustments must be paid by the employer, not the employee.

Monitor Changes Regularly

On a regular basis, the new changes should be under review by the employer to maintain the stability of the adjustments.

If reasonable steps aren’t taken by the employer, they could be held liable under employment law and this could even lead the employee to making a claim to a tribunal as a disability discrimination case.

Readjustment If Necessary

Depending on what is required for the employee after being reviewed, the new adjustments may need to be altered or other adjustments need to also be implemented which should be continuously improved.

In the case that the employee’s disability is temporary, the changes that had been made can be removed and their workplace environment can return to its original state.

Regards,

Deirdre

Need HR Support?

Reasonable adjustments should be considered per request from an employee to maximise their productivity and wellness in the workplace, avoiding discriminatory claims leading to a tribunal.

The employer should prioritise making changes which are reasonable and practical for both the employee and employer. The company should make any relevant changes to employee handbooks and contracts of employment regarding reasonable adjustments.

Have a workplace question for Deirdre? Submit it anonymously for the chance to be featured in a future edition of Dear Deirdre. For confidential advice tailored to your business, contact the BeyondHR team on 028 2564 4110.