Reasonable accommodation
Under EU rules, as an employer you must provide reasonable accommodation to employees with disabilities. Any changes, and the related costs, must be realistic and not impose a disproportionate burden on your business.
What can be considered proportionate depends on the size and adaptability of your company, the financial and other costs (e.g. staff time, impact on productivity or disruption involved) and any public funding or other assistance in your country. Many adaptions can be made at no cost.
What is reasonable accommodation?
Reasonable accommodation is any change to a job or a work environment that is needed to enable a person with a disability to apply, perform and advance in their job or undertake training.
Any employee with a disability has the right to reasonable accommodation. This right extends to all work-related activities covered by EU law, from the job application process to the termination of their employment contract. It also extends to working conditions and fringe benefits.
Sample story
Carlos, a talented software developer, faced a challenging diagnosis that affected his ability to work as before. His manager adjusted his role, allowing him to work flexible hours and from home. The company also provided ergonomic equipment and tailored his tasks to suit his strengths. With these reasonable accommodations, Carlos continued to thrive, bringing valuable insights to the team.
Types of reasonable accommodation
Assistive technology
Assistive technology can empower employees with disabilities to perform their tasks efficiently and independently. It helps in overcoming physical, sensory, or cognitive limitations.
Examples:
- Screen readers for employees with visual impairments.
- Speech-to-text software for individuals with mobility impairments affecting their hands.
- Hearing aids or assistive listening devices for employees with hearing impairments.
- Ergonomic keyboards and mice for those with repetitive strain injuries.
Sample story
A large German healthcare company with 3,400 employees and multiple affiliated hospitals provided reasonable accommodation to a nurse with a hearing impairment. They installed reinforced signalling equipment, including visual alerts at the nurses station and in corridors, and a radio signalling system for infusion pumps. In addition, they set up a new wireless telephone with volume control, vibration, flashing light indicators, and Bluetooth connectivity to link with her hearing aids. These measures enabled the nurse to perform her duties effectively in a paediatric cancer ward despite her hearing impairment.
Personal assistance
Personal assistance can help employees with disabilities with tasks they might find difficult, ensuring they can perform their duties effectively.
Examples:
- A sign language interpreter for a deaf employee during meetings.
- An on-site job coach for individuals with cognitive disabilities to help with training and task management.
Sample story
In Portugal, a multinational energy company hired an autistic computer engineer by making thoughtful accommodations. During the integration phase, they selected a suitable work area and team, and held awareness meetings with managers and co-workers. They also provided the employee with noise cancelling headphones to minimise any abrupt or loud noises that might be disturbing. This approach allowed the engineer to contribute meaningfully while respecting his unique challenges and strengths. The company gained a skilled employee, demonstrated corporate social responsibility, and promoted a more inclusive work environment with minimal adaptation costs.
Adjusting the workspace
Adjusting the physical workspace can remove barriers and create an inclusive environment that accommodates the needs of employees with disabilities.
Examples:
- Lowering desks or providing adjustable height workstations for employees who use wheelchairs.
- Widening doorways to accommodate mobility devices.
- Installing ramps or lifts for employees who cannot use stairs.
- Ensuring that common areas, such as kitchens and restrooms, are accessible
Sample story
In Belgium, the public sector court accommodated a judge with quadriplegic paralysis from a skiing accident by providing an adapted workstation at his home. This allowed him to telework several days a week. Additional accommodations included flexible working hours and financial support for workspace modifications. These measures enabled the judge to resume his duties and contribute effectively while maintaining equal standing with his colleagues. This approach in the Belgian public sector allowed an experienced judge to remain in employment, demonstrated a commitment to inclusion and diversity, and sets a precedent for reasonable accommodation in the public sector, with moderate adaptation costs.
Flexible working time
Flexible working time can help employees manage their health conditions, treatment schedules, or energy levels, thereby maintaining productivity and job satisfaction.
Examples:
- Allowing flexible start and end times for employees who may need to attend medical appointments or have varying energy levels due to their condition.
- Offering compressed workweeks (e.g., four 10-hour days) to reduce the number of commuting days.
- Providing the option for part-time work or job sharing for employees who cannot manage full-time hours.
Sample story
In Croatia, a large telecommunications company accommodated an employee who is a mother and advocate for her child with multiple disabilities. They provided flexible working hours and fostered a supportive team environment, promoting collegiality to help her balance professional and personal responsibilities. This enabled her to maintain high-quality work while caring for her child. The company retained a highly skilled IT professional with 20 years of experience, enhancing its reputation for inclusivity and earning recognition as one of the employers of the year for persons with disabilities. The costs were minimal to moderate, mainly involving managerial efforts to maintain a flexible and supportive environment.
Flexible task arrangements
Adjusting the way tasks are allocated or performed can help employees with disabilities work more effectively by aligning duties with their abilities.
Examples:
- Job restructuring to redistribute marginal tasks that an employee with a disability cannot perform to other team members.
- Allowing telework or remote work for employees who have difficulty commuting or need a controlled environment due to sensory sensitivities.
- Modifying job responsibilities to focus on strengths and capabilities rather than limitations, such as assigning a visually impaired employee to a role that primarily involves auditory tasks.
Sample story
In Lithuania, a hotel in Vilnius implemented a job carving strategy to accommodate individuals with various disabilities who may struggle with traditional hotel roles. This approach involved customizing job roles based on individual assessments to highlight the unique skills of employees with disabilities. This strategy maximized their productivity and job satisfaction, promoting workplace diversity and inclusion. By using the unique competencies of these employees, the hotel effectively filled specialized roles, enhancing workplace diversity, and underscoring its commitment to social responsibility. The initial costs of individual assessments and job carving were minimal to moderate and were offset by the benefits of more effectively filled roles.
See also
How to put reasonable accommodation into practice – guide of promising practices
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