Supporting Employees Through Reasonable Adjustments

In today’s workplaces, employers are increasingly aware that not all health conditions are straightforward, and not every employee will have a formal diagnosis when they need support.

Conditions such as ADHD, autism, dyslexia, or anxiety disorders often take years to be officially diagnosed due to NHS waiting times, private assessment costs, or concerns about stigma. However, the absence of a diagnosis does not mean that an individual is not protected under the law or should be left unsupported.

What the Law Says

Under the Equality Act 2010, an employee may be considered disabled if they have a physical or mental impairment that has a substantial and long-term impact (lasting or expected to last at least 12 months) on their ability to carry out normal day-to-day activities.

This definition applies whether or not there is a medical label attached to the condition. The key is the impact on the employee’s daily functioning, not whether a doctor has signed off a diagnosis.

This means employers need to think carefully about how they support employees who disclose challenges linked to a health condition, even if paperwork is still pending.

Why Reasonable Adjustments Matter

Reasonable adjustments are changes to the workplace, policies, or practices that enable employees with a disability to work effectively. They can:

• Remove barriers to performance.

• Reduce stress and improve wellbeing.

• Show your commitment to an inclusive culture.

• Protect your business from legal risk.

Failing to consider adjustments when they are needed can expose employers to discrimination claims and reputational damage.

Practical Adjustments You Might Consider

Because no two employees are the same, adjustments should always be tailored to the individual. Here are some examples of adjustments that can make a real difference:

• Environment: Quiet spaces, noise-cancelling headphones, or screen filters to reduce sensory overload.

• Communication: Clear written instructions, structured meeting agendas, or the use of visual aids.

• Workload & Processes: Extra time for tasks, flexible deadlines, or software tools such as mind-mapping or text-to-speech programs.

• Support Systems: Regular check-ins with managers, buddy systems, or access to mentors.

• Flexibility: Options for hybrid working, flexible hours, or phased returns after sickness absence.

Where you’re unsure, a trial period can be a practical way of testing whether an adjustment is effective and feasible.

Role of Occupational Health and Access to Work

Sometimes, external expertise can help. An Occupational Health assessment provides tailored recommendations for adjustments based on the employee’s needs and the workplace environment.

Additionally, the Government’s Access to Work scheme can provide funding and resources for equipment, adaptations, or support workers, easing the cost burden for employers while helping employees thrive.

Keeping a Record

Employers should maintain a confidential record of what adjustments have been considered, which have been implemented, and the reasons for any that were not feasible. This not only supports compliance but also builds trust with the employee.

How Kirby HR Consultancy Can Help

Providing reasonable adjustments isn’t just about compliance — it’s about creating a workplace where people can bring their best selves to work, regardless of whether they have a piece of paper confirming a diagnosis.

By listening, trialling solutions, and treating each case individually, employers can foster a culture of inclusion, improve employee performance, and reduce legal risks.

Unsure how to assess or implement reasonable adjustments in your workplace? Kirby HR can support you with practical guidance, manager training, and policy development to ensure you’re getting it right.

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