Workplace Adjustments

Includes:

What is a workplace adjustment?

A workplace adjustment is a change or alteration unique to a person’s needs that will enable them to do their job.

A person is eligible for adjustments termed reasonable if they are legally defined as disabled. (See The Law) A reasonable adjustment is an adjustment to the workplace or work practices that is effective for the employee without being too disruptive, costly or impractical for the employer to provide. (Department of Health)

The Law

Under the Equality Act 2010 (which superseded the Disability Discrimination Act) the employer has a duty to make 'Reasonable Adjustment' so that those employees or potential employees with disabilities are not unduly disadvantaged in the workplace.

What is deemed as reasonable adjustment can only be categorically confirmed in a court of law or Employment Tribunal, but there is guidance available. Adjustments that might be reasonable for a large employer to provide may be out of the question for a small business, but there are many adjustments that can be made at little or no cost to the employer.

The cost of necessary equipment may be offset by the Access to Work scheme in some cases; in other cases it is simply a matter of adjusting, for example, start and finish times, shift length, which has no cost outlay. Each case needs to be assessed on its own merit and reasonableness will depend on individual circumstances.

There is help available from the government via Access to Work. Information can be found on the website www.gov.uk/access-to-work/ which also gives a good overview of eligibility and what is involved.

The employer’s duty to make reasonable adjustments for disabled people is discussed here: http://www.equalityhumanrights.com/advice-and-guidance/guidance-for-employers/the-duty-to-make-reasonable-adjustments-for-disabled-people/

Lifting and carrying restrictions

For people with disability that restricts lifting or carrying, a wide range of trolleys are available to assist with transporting either the tools required to undertake work tasks or the products or stock used to complete tasks.

When choosing an appropriate trolley, consideration needs to be given to the type and style of items to be transported, terrain over which the trolley will be pushed, any particular hygiene requirements of the workplace, space available for trolley movement, the need for height adjustment and whether a manual or powered trolley would be of most benefit.

It is recommended that the provision of lifting and moving equipment such as trolleys be part of an integrated, organisational approach to occupational health and safety, and used to complement other manual handling hazard control methods.

Trolleys should be serviced regularly to ensure that they are in proper working order, as a trolley that is difficult to manoeuvre and poorly maintained can lead to injuries.

Maintaining a sitting position

The human body is designed to perform various activities by adopting numerous positions such as sitting throughout the day. Sitting for long periods can be uncomfortable for many people with injury or disability and can have adverse effects on any staff member. Many jobs require sitting for prolonged periods of time.

Workplace solutions and adjustments

It is important in each job to minimise the risks or the difficulties associated with prolonged sitting. Where possible, the job and work environment should be designed to fit the worker.

Working from a prolonged sitting position may be suitable when:

weights handled are under 4.5 kilograms
where computer based and writing tasks are required
where fine motor skills and visual acuity are required

Standing may be more suitable for:

assembly or sorting tasks—particularly when reaching or working with some force is required
handling objects over 5 kilograms or
when movement is required within the work area

If having to sit for prolonged periods, safe work practices should be adopted, including:

adopting an ergonomic work position
alternating between sitting, standing and walking on a regular basis
avoid over reaching by placing regularly used items within close proximity, or standing to access objects that are not within easy reach
perform stretches and work exercises on a regular basis
taking regular postural breaks, for example, after every 20-30 minutes of sitting, complete another task requiring walking or standing for 2-3 minutes

Products, aids and supports to assist people to sit for long periods include:https://www.jobaccess.gov.au/employers/employer-toolkit

Maintaining a standing position

The human body is a designed to perform various activities by adopting numerous postures, such as standing, throughout the day. Standing for long periods can be uncomfortable for many people with injury or disability and can potentially have an adverse effect on any person. Many jobs require standing for prolonged periods of time.

Workplace solutions and adjustments

It is important in each job to minimise the risks or the difficulties associated with prolonged standing. Where possible, the job and work environment should be designed to fit the worker.

Working from a standing posture may be suitable for:

assembly and sorting tasks
handling objects over 4.5 kilograms
when movement is required within the work area or
when reaching or working when use of force is required

Safe work practices should also be adopted when working from standing, including:

anecdotal evidence suggests propping the foot on a small ledge while standing to assist with changing the postural loads from static standing
perform stretches and work exercises on a regular basis
taking regular postural breaks, for example, after every 20-30 minutes of standing, complete another task requiring sitting or walking for 2-3 minutes
where possible, alternating between sitting, standing and walking on a regular basis

It is also extremely important to have well fitting comfortable footwear, suitable to the work environment, when standing for prolonged periods. Orthotics or moulded footwear may need to be considered for certain disabilities.

Products, aids and supports to assist people to stand for long periods include: https://www.jobaccess.gov.au/employers/employer-toolkit

Maintaining work pace without tiring

Energy and stamina levels of employees at work are crucial, especially for tasks that require persistence or concentration to complete. People with physical, cognitive or neurological impairments may experience some difficulty with energy levels, especially towards the end of their work shift, due to either their disability or effects of medications. Stress, difficulties within the workplace, poor diet and lack of exercise can also contribute to low energy levels.

Within the workplace it is worthwhile considering alternative ways in which work shifts or hours, break scheduling and task set up can be organised as a means of managing this.

Workplace solutions and adjustments

There are a range of supports available to assist people maintain their work pace without tiring, depending on the individual needs of the person and their job.

For people finding they are physically tiring, struggling to concentrate or maintain attention to task, especially towards the end of their work shift, the following strategies can be considered:

use of flexible work hours such as starting earlier or later in the day dependent on when energy levels are best
working part time or job sharing, for example work a greater number of days, but shorter hours each day
working from home to reduce the fatigue of travelling to and from work
allow for flexibility in break times such as taking frequent shorter breaks throughout the day or a couple of longer breaks to allow substantial rest time
allow work to be undertaken in a quiet area such as a private office or through the use of partitioning to minimise distractions. More information on partitioning can be found below:
- https://www.jobaccess.gov.au/employers/employer-toolkit
position the worker in an area that is close to all amenities such as rest rooms and kitchen facilities to minimise physical fatigue
alterations to either job role or tasks to allow concentration on one task at a time rather than attempting to multi-task
work simplification and joint preservation techniques as a means of energy conservation. More information on work simplification and joint preservation techniques can be found below:
- https://www.jobaccess.gov.au/employers/employer-toolkit
adjust workstations appropriately for individual needs. The link below provide more information:
- https://www.jobaccess.gov.au/employers/employer-toolkit
a comprehensive workplace assessment from an Occupational Therapist, physical and mobility specialist and information supplied by a General Practitioner (GP) will assist with the development of strategies and supports to assist people to maintain their work pace without tiring
alternative times to take medication if appropriate, to minimise the experience of symptoms during the working day
some workers may require disability specific equipment within the workplace as a means of conserving energy and remaining productive throughout their shift

Mental Ill Health

As an employer or a manager, you might uncomfortable addressing mental ill health at work. Being able to talk about mental health is important. Because mental ill health is so common, the chances are that you already have spoken to people with mental illness. However, you may not have been aware of it.

Understanding the needs of people with mental ill health is the key to making appropriate and reasonable adjustments. Everyone is different and should be treated as an individual.

Mind has resources that help with conversations about mental ill health.

How to help someone with mental health problems

If someone you know is experiencing mental health problems or needs urgent support, there are lots of services that you can go to for help.

You can also find out more about: particular mental health diagnoses from Rethink Mental Illness and the NHS the simple, everyday ways you can support someone who has a mental health problem how stigma and discrimination can affect people living with mental health problems like depression, bipolar disorder, OCD, anxiety, personality disorders or schizophrenia.

Good practice for applying workplace adjustments

Have an open, honest and practical conversation with the person about how their mental health condition impacts their work and what adjustments can be made
Ask the individual what they need – they are often the best experts of managing their condition
Focus on what the person can do – not what they can’t
Tailor adjustments to the specific needs and abilities of the individual – be creative
Be flexible – as some mental health conditions can be episodic. It may be more helpful to agree adjustments that can be implemented as and when required and revoked when not
Agree the adjustments which are appropriate for the organisation and the individual
Be realistic about what you can offer. If you are unsure, consult your Human Resources department or the ACAShelpline may be able to offer you guidance
Regularly review the adjustments to ensure they are working and are still appropriate
With the permission of the individual communicate the adjustments to other team members to alleviate perceptions of favourable treatment
Consider the wider organisational context in which the adjustments are being made and whether or not they can be offered to all staff
Always take advice (as above) where you are not sure what to do

Responsibility for health and wellbeing at work belongs to both employers and employees. The key factors that can determine whether employees will have a positive or negative relationship with work are:

the relationships between line managers and employees
whether employees are involved in organisational issues and decisions
job design
availability and acceptability of flexible working
awareness of occupational health issues