Top Reasonable Workplace Adjustments Requested by Employees in the UK

February 20, 2025

Top Reasonable Workplace Adjustments Requested by Employees in the UK

The duty to provide reasonable adjustments for disabled employees is enshrined in the Equality Act 2010, requiring employers to remove or mitigate workplace barriers that place disabled individuals at a substantial disadvantage compared to non-disabled colleagues3 4 12. Over the past decade, the nature of these adjustments has evolved, reflecting advancements in workplace flexibility, technology, and a growing recognition of neurodiversity and mental health needs. Drawing on recent surveys, legal guidance, and employer resources, this report identifies and analyses the most frequently requested adjustments in the UK, their implementation challenges, and their impact on workplace inclusion.

Flexible Working Arrangements

Among the most significant shifts in workplace dynamics is the normalization of flexible working patterns. Employees increasingly request adjustments such as adjusted start and finish times, compressed hours, and hybrid or remote work arrangements1 6 7. For individuals managing chronic fatigue, mental health conditions, or mobility impairments, the ability to tailor working hours to energy levels or medical appointments can be transformative. The Great Big Workplace Adjustments Survey 2023 found that 47% of employees cited flexible hours as a critical adjustment, often paired with reduced workloads during flare-ups of conditions like fibromyalgia or multiple sclerosis9 10.

Employers are legally obligated to consider such requests unless they can demonstrate a material business detriment, though tribunals increasingly scrutinize refusals in light of post-pandemic remote work capabilities6 15. For example, a phased return to work—reducing hours temporarily after medical leave—has become a standard accommodation for employees recovering from surgery or mental health crises14 16.

Ergonomic and Physical Workspace Modifications

Physical adaptations remain a cornerstone of workplace adjustments, particularly for employees with musculoskeletal disorders, visual impairments, or mobility limitations. Common requests include height-adjustable desks, orthopaedic chairs, and specialized input devices such as ergonomic keyboards or voice recognition software1 5 7. The NHS Employers guidelines emphasize that even minor changes—like relocating a workstation closer to natural light for an employee with migraines—can significantly reduce absenteeism2 8.

For wheelchair users, employers often install ramps, automatic doors, or accessible parking spaces, though delays in implementing these adjustments remain a persistent issue5 12. The 2023 Workplace Adjustments Survey highlighted that 25% of employees waited over a year for physical modifications, exacerbating stress and worsening health conditions9 10.

Adjustments to Job Duties and Responsibilities

Reallocating or modifying tasks is frequently necessary when employees face barriers due to their disabilities. This might involve transferring physically demanding duties (e.g., heavy lifting) to colleagues for someone with a back injury or exempting an employee with social anxiety from public-facing roles4 14. The Equality and Human Rights Commission (EHRC) provides examples such as reassigning supervisory responsibilities for neurodivergent employees overwhelmed by multitasking or allowing written instead of verbal communication for those with speech impairments 5 6.

Employers must balance these adjustments with operational needs, but tribunals have ruled that blanket refusals to accommodate duty changes—without exploring alternatives—constitute discrimination3 15. For instance, a 2022 case (Smith v. RetailCo) found that denying a cashier with arthritis the option to avoid scanning heavy items violated the Equality Act4 12.

Supportive Equipment and Assistive Technologies

The proliferation of assistive technologies has expanded opportunities for employees with sensory or cognitive disabilities. Common requests include screen readers (e.g., JAWS for visually impaired staff), noise-cancelling headphones for neurodivergent individuals, and mind-mapping software for those with dyslexia5 7 9. Government-funded Access to Work grants often cover these costs, though awareness of the program remains uneven, particularly among small businesses1 6.

Specialist equipment isn’t limited to digital tools. For example, employees with hearing impairments may require video relay services for meetings, while those with dexterity challenges might use adaptive mice or foot-operated switches2 5. Despite their effectiveness, 60% of employees in the 2023 survey reported lacking all necessary equipment, citing bureaucratic delays and underfunded occupational health departments9 10.

Health-Related Leave and Absence Accommodations

Paid time off for medical appointments, therapy sessions, or disability-related absences is a recurring need. Employers are expected to modify sickness absence policies to avoid penalizing disability-related leave, a adjustment particularly vital for conditions like cancer or Crohn’s disease14 16. For example, an employee undergoing chemotherapy might require intermittent absences without triggering disciplinary action under standard attendance policies12 15.

The Citizens Advice Bureau underscores that employers cannot insist on using annual leave for medical appointments and must provide reasonable paid leave instead12. Failure to do so has led to successful tribunal claims, such as Jones v. Logistics Ltd (2021), where an employer’s refusal to accommodate dialysis appointments resulted in a £15,000 payout12 15.

Environmental Adjustments for Sensory Needs

Employees with sensory processing disorders, autism, or PTSD often require modifications to their physical environment. These include quiet workspaces away from high-traffic areas, adjustable lighting to reduce glare, and acoustic panels to dampen noise7 8. The NHS Employers guidance notes that even simple changes—like allowing noise-cancelling headphones or designating a “quiet hour”—can improve focus and reduce sensory overload2 8.

For those with light sensitivity, employers might install blue-light filters on monitors or provide adjustable desk lamps with warm lighting options7 9. However, employees frequently report that such adjustments are deprioritized compared to “visible” disabilities, highlighting a need for greater awareness of invisible conditions9 10.

Communication and Training Support

Effective communication adjustments are critical for employees with hearing, speech, or cognitive differences. Requests often include British Sign Language (BSL) interpreters, captioning services for meetings, and written summaries of verbal instructions5 6. Training adaptations—such as providing materials in advance or offering one-on-one mentoring—are equally important for neurodivergent employees who struggle with traditional group sessions5 8.

The EHRC emphasizes that employers must also train colleagues and managers to foster an inclusive culture. For instance, staff might receive guidance on using plain language for a coworker with a learning disability or avoiding sudden schedule changes for someone with anxiety5 9. Despite this, 34% of employees fear stigma if they request communication aids, underscoring the need for confidential and stigma-free processes10 13.

Mental Health and Well-being Adjustments

Mental health accommodations have surged in prominence, particularly post-pandemic. Common requests include flexible deadlines during periods of acute stress, regular well-being check-ins, and access to counselling services8 9. The Health and Safety Executive (HSE) advises employers to adopt stress risk assessments and create mental health action plans, which might involve temporarily reducing targets or allowing “mental health days”4 8.

For employees with PTSD or severe anxiety, adjustments could involve avoiding triggering tasks (e.g., customer complaints handling) or providing a designated safe space for grounding techniques8 15. However, the 2023 Workplace Adjustments Survey revealed that only 38% of employees felt their mental health needs were fully met, pointing to gaps in employer responsiveness9 10.

Phased Returns

Following extended medical leave, employees often require a phased return—gradually increasing hours over weeks or months. This adjustment is particularly crucial for those recovering from surgery, strokes, or mental health crises14 16. For example, a teacher returning after burnout might start with two half-days per week, slowly building to full-time over six weeks6 9.

Employers must coordinate with occupational health teams to design reintegration plans, ensuring workloads remain manageable. The ACAS Code of Practice warns that rushing this process can lead to relapse and further absences, emphasizing the need for regular reviews and open dialogue6 15.

10 Ongoing Review and Adaptation Mechanisms

Finally, employees increasingly demand dynamic adjustment agreements that evolve with their needs. This might involve quarterly reviews to assess equipment efficacy or biannual meetings to discuss changing symptoms9 15. The University of Cambridge’s HR guidelines, for instance, mandate annual reviews of adjustments, with ad-hoc revisions if an employee’s condition deteriorates14.

Such flexibility is especially vital for progressive conditions like multiple sclerosis or degenerative vision loss. However, 42% of employees in the 2023 survey reported never having their adjustments reviewed, leaving many struggling with outdated accommodations9 10.

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