HR Glossary
Reasonable Adjustments
What are Reasonable Adjustments?
Reasonable adjustments are changes or accommodations made by an employer to remove or reduce disadvantages experienced by an employee due to a disability, health condition, or other protected characteristic. These adjustments help ensure that employees can perform their role effectively and have equal access to opportunities in the workplace.
In the UK, employers have a legal duty under the Equality Act 2010 to consider and implement reasonable adjustments where an employee or job applicant is placed at a substantial disadvantage because of a disability. However, many organisations also apply the principle of reasonable adjustments more broadly as part of their commitment to employee wellbeing and inclusive working practices.
Reasonable adjustments can apply to both short-term and long-term situations, including physical health conditions, mental health challenges, neurodiversity, and recovery following illness or injury.
Why are Reasonable Adjustments Important?
Implementing reasonable adjustments benefits both employees and employers. For employees, adjustments can remove barriers that may otherwise prevent them from working comfortably, safely, or productively. This support helps individuals remain in work, return to work after absence, or perform at their best without unnecessary strain.
For employers, providing reasonable adjustments helps create an inclusive workplace, improves employee engagement, and reduces the risk of long-term sickness absence. It also supports legal compliance and demonstrates a commitment to fair and supportive employment practices.
When adjustments are handled proactively and sensitively, they can improve retention, reduce absenteeism, and strengthen workplace morale.
Examples of Reasonable Adjustments
Reasonable adjustments vary depending on the employee’s needs and the nature of their role. There is no fixed list, but common examples include:
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Flexible working arrangements: Adjustments to start and finish times, reduced hours, remote working, or flexible schedules to support employees managing health conditions or medical appointments.
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Workstation and equipment changes: Providing ergonomic furniture, specialist equipment, assistive technology, or modifications to the work environment to improve comfort and accessibility.
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Changes to duties or workload: Temporarily or permanently adjusting responsibilities, reallocating certain tasks, or modifying performance targets where appropriate.
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Phased return to work: Supporting employees returning from long-term sickness absence with a gradual increase in hours or responsibilities to help them reintegrate safely and sustainably.
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Additional support and supervision: Offering extra training, regular check-ins, or access to Occupational Health services or employee wellbeing programmes.
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Physical workplace adjustments: Installing ramps, lifts, accessible toilets, or making other physical changes to ensure the workplace is accessible.
The suitability of any adjustment depends on the individual circumstances, the employee’s role, and the resources available to the organisation.
When Should Reasonable Adjustments Be Considered?
Reasonable adjustments should be considered whenever an employee discloses a disability or health condition that may affect their ability to work. This may occur:
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During recruitment or onboarding
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Following a period of sickness absence
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As part of a return to work interview
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After a change in an employee’s health or personal circumstances
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When performance or attendance concerns may be linked to a health condition
Employers should take a proactive approach, encouraging open conversations and creating an environment where employees feel comfortable discussing their needs.
How are Reasonable Adjustments Assessed?
When determining appropriate adjustments, employers should consult with the employee to understand their specific needs and challenges. This process may involve reviewing medical advice, Occupational Health recommendations, or fit notes from a GP.
Employers must consider whether an adjustment is “reasonable” in terms of practicality, effectiveness, cost, and the size and resources of the organisation. The goal is to remove or reduce barriers without causing undue disruption to the business.
Clear documentation of agreed adjustments is important to ensure consistency and to provide a reference for future reviews. Adjustments should also be reviewed regularly, as an employee’s needs may change over time.
The Role of Reasonable Adjustments in Absence Management
Reasonable adjustments play a key role in effective absence management. By addressing the underlying causes of absence, such as workplace stress, physical strain, or ongoing health conditions, employers can help prevent repeated or prolonged absences and support employees in remaining at work wherever possible.
Making appropriate adjustments can enable employees to return sooner after illness or injury and reduce the likelihood of future absence. This not only benefits the individual’s wellbeing and confidence but also helps organisations maintain productivity and continuity within teams. When employees feel supported and understood, they are more likely to stay engaged and committed to their role.
GoodShape helps organisations manage reasonable adjustments more effectively by providing clear visibility into employee absence data, health trends, and return-to-work processes. Through its absence management platform, managers and HR teams can identify patterns in sickness absence, flag cases where adjustments may be needed, and ensure that support is provided consistently across the organisation.
The platform also helps facilitate structured return to work conversations and supports referrals to Occupational Health where appropriate. By centralising absence reporting and employee wellbeing support, GoodShape enables employers to take a proactive approach to reasonable adjustments, ensuring employees receive the support they need while helping organisations maintain compliance and improve overall attendance.
When managed effectively with the right systems and processes in place, reasonable adjustments contribute to improved wellbeing, stronger employee engagement, and a more inclusive and productive working environment.