Managers are key to successful adjustments. This guide summarises best practices. Regularly review and update the template to ensure it remains aligned with best practices and evolving accessibility standards.
When an employee requests an adjustment, respond supportively. Thank them for raising the issue and assure them that the organisation takes their requests seriously. Emphasise that seeking adjustments is a right protected by law and not something to hide. Avoid immediate judgments about the request’s validity.
Remember that denying a reasonable adjustment may be unlawful. It is illegal to punish or disadvantage an employee for having a disability or asking for an adjustment. Stay informed about anti-discrimination and privacy laws as they relate to adjustments.
Work together with the employee (and HR or specialists) to identify possible adjustments. Be creative – many solutions are simple (e.g. altering shifts, providing a different chair, adjusting lighting). Consult the employee as they often know what helps them. If unsure, seek expert advice (occupational health, a physiotherapist, or government services like JobAccess).
Clearly define what adjustments will be made, who will do what, and by when. Put the plan in writing so expectations are shared. If the adjustment involves budget or significant change, get any necessary approvals quickly to avoid delays.
Handle all health-related information discreetly. Store paperwork securely and limit discussions to the employee’s consented circle. Do not disclose details to other staff or coworkers beyond what is necessary to implement the adjustment.
Without breaching confidentiality, set a positive tone in your team. Let staff know that adjustments are fair supports for those who need them. Model acceptance by treating adjustments as a normal part of workplace health and safety.
Schedule regular check-ins with the employee to see if the adjustment is working. Ask for feedback (e.g. “Has the new chair helped with your back pain? Do you need any further changes?”). Be open to modifying the arrangement if circumstances change or if the employee identifies new needs.
Keep a note of the request, actions taken and outcomes. This protects both the employee and organisation. Records should be factual, respectful and stored in line with privacy requirements.