What are Workplace Accommodations?
Starting a new job can bring many challenges, especially when you have a circumstance that affects how you complete your work.
Maybe you need a modified schedule because of a medical appointment. Maybe a physical limitation affects how you perform certain tasks. Maybe a condition makes certain workplace environments more difficult to navigate.
Many employees hesitate to ask for accommodations because they worry they will be viewed differently, treated unfairly, or considered less capable. Additionally, if you've just started a company, you may be hesitant to ask for accommodations because you fear it will make you seem like a "problem" in the workplace.
The truth is workplace accommodations exist because employees are not expected to overcome every barrier alone. A workplace that supports employees appropriately creates an environment where people can perform their jobs successfully. Many times, these accommodations increase productivity benefitting both you, and the employer.
Understanding what accommodations are, when they may apply, and how to request them professionally can help employees advocate for themselves while maintaining a strong working relationship with their employer.
What Is a Workplace Accommodation?
A workplace accommodation is a reasonable adjustment that helps an employee perform the essential duties of their job.
The purpose of an accommodation is not to remove the responsibilities of the position. Instead, it helps remove unnecessary barriers that prevent an employee from completing those responsibilities.
Accommodations may involve changes to:
How work is performed.
When work is performed.
The environment where work occurs.
Tools or equipment used to complete tasks.
The appropriate accommodation depends on the individual's circumstances, the job requirements, and what the employer can reasonably provide. Not all circumstances can be granted to the degree you may ask, but many employers will do their best to make arrangements, or find alternatives to reach the same goal.
Who May Need an Accommodation?
Many people associate workplace accommodations only with visible disabilities, but accommodations can apply to a wide range of situations.
An employee may request an accommodation for circumstances involving:
Physical disabilities.
Medical conditions.
Mental health conditions.
Injuries.
Pregnancy-related limitations.
Religious practices.
Other qualifying circumstances protected by applicable laws.
The important factor is whether a condition creates a barrier that affects the employee's ability to perform essential job duties.
A common misconception is that requesting an accommodation means an employee cannot perform their job or is given less work than their coworkers.
That is not the purpose of accommodations.
A successful accommodation allows an employee to meet workplace expectations by providing support where a barrier exists, whether that be through modified desks or intermittent breaks, or time away for appointments.
Employers still have the right to expect employees to complete essential job responsibilities, follow workplace policies, and perform at the required standard.
The goal is equal opportunity, not special treatment.
How to Start the Conversation
One of the biggest challenges employees face is knowing how to begin the conversation.
A professional conversation may begin by explaining that you are experiencing a circumstance affecting your ability to perform certain job duties and would like to discuss possible solutions. Often, the full details of the circumstance do not need to be disclosed, however in some cases they may require formal documentation that a condition exists (without disclosing details) from a physician, a mental health professional, or other verified professional.
While employees should not be expected to design the perfect solution alone, entering the conversation prepared can make the process smoother. Having a written copy of the request can be beneficial, so your employer or human resources can review it to reach an agreement.
Consider listing:
What specific workplace barrier are you experiencing?
Which job duties are affected?
What solutions do you think would remove those barriers?
What changes may help you perform those duties?
How would the adjustment allow you to continue meeting expectations?
Having this information ready gives you the benefit of being prepared and gives you the ability to express your needs in a formal, professional way.
Once the conversation is initiated, depending on the organization, this conversation may involve either your direct supervisor, a member of human resources (HR), or an accommodation specific contact for employees. The majority of the time these conversations begin with your immediate supervisor, but if you are not comfortable having the discussion with them HR or a benefits contact can be a good place to start.
Communicate Professionally
These conversations can feel personal, especially when they involve health or personal circumstances. However, approaching the discussion professionally helps maintain trust.
Avoid framing the conversation as a demand or apology. You are not asking because you are unwilling to work. You are communicating what support may help you work effectively.
For example:
A person experiencing domestic violence may need time away for court dates or meetings with lawyers.
A pregnant woman may need intermittent time off for long distance appointments to a specialist.
A person with multiple sclerosis may have flare ups that require additional time to get into work and additional breaks during the day to ease symptoms.
A person who is returning back to work after a traumatic brain injury may need additional notes or a screen reader to accommodate cognitive changes.
What should be noted though, is that while it may seem like these employees have more time away from work or "special treatment", their job expectations remain the same. Employers are expecting the same level of work be done that would occur prior to these modifications. Often, these employees have less time to do the same amount of work, increasing the hourly workload.
What If You Are Nervous About Asking?
Many employees avoid requesting accommodations because they fear judgment.
Unfortunately, delaying the conversation can sometimes create additional challenges.
If an employer does not know there is a barrier, they cannot help with it.
Often this delay leads to performance issues at work. When that happens, you may end up on a probationary period or even receive reprimand which only complicates the situation. By expressing your needs before an issue happens due to them, you show preparedness. It also conveys a level of confidence and professionalism to prevent issues before they occur.
It is okay to feel nervous, but remember, most companies have a person or even a whole department dedicated to this specific circumstance. It is likely not their first experience with it, and if you need the accommodation to make you a better abled employee, it is a benefit for everyone involved to address it.
Final Thoughts
Requesting a workplace accommodation can feel intimidating, but it is an important part of creating a workplace where employees have the opportunity to succeed.
Professionalism is not measured by whether someone never needs support. It is measured by how they communicate, solve problems, and work toward successful outcomes.
Understanding your needs and knowing how to advocate for yourself are valuable
career skills that apply throughout your working life.
Up Next: Compensation is another area where many employees struggle to advocate for themselves. The next article will discuss Understanding When You're Underpaid and How to Ask for a Raise, including how to evaluate your value, prepare for the conversation, and approach salary discussions professionally.
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