Preserving ADA accommodations is easier than you might think. With the right workforce management strategy and help from your local ADA center, you can provide reasonable accommodations to your workforce.

Compare Top Workforce Management Software Leaders

What Are ADA Accommodations?

Under the Americans with Disabilities Act (ADA), ADA accommodations are adjustments made to the hiring process for job applicants and employees with disabilities. These could include building ramps for wheelchairs, providing sign language interpreters or offering extra training.

Even though more people with disabilities are working these days, in 2023, only about half of them were actively part of the workforce compared to those without disabilities.

ADA accommodations make sure everyone has the same chance to get a job and do it well, regardless of any disabilities. This covers everything from applying for a job to getting hired, trained, promoted, paid or even laid off.

The ADA says employers have to make reasonable accommodations for three main parts of employment:

• Making sure the hiring process is fair for everyone.
• Helping someone with a disability complete the essential functions of their job.
• Making sure they get the same benefits and opportunities as everyone else.

Reasonable accommodations shouldn’t be seen as special treatment as they can often benefit all team members. For example, quiet or private areas can help people with anxiety or ADHD focus on their work without distractions. Other employees can also use these spaces to take important calls or get away from the noise of an open office.

Compare Top Workforce Management Software Leaders

Types

Making adjustments to help employees with disabilities doesn’t have to be complicated or expensive. Often, it just means making minor changes to the workspace, the workday or the technology used on the job.

Let’s take a closer look at some ordinary and reasonable accommodations that you can make under the ADA.

Restructured Jobs

Sometimes, you can assign extra tasks to other workers so an employee with a disability can focus on the main parts of their job. This means changing how the work is split up to help someone who needs it.

Max Trudel, COO at Evolia, suggests some ways to help employees with disabilities do their job well:

You can create special job positions just for employees with disabilities. This allows you to plan their work schedules in a way that works best for them. You can also give them more time to get ready for their shifts, and make sure you don’t schedule them to work in places that are hard for them to get around in.”

Reassignment

If an employee becomes disabled while working and can no longer do the main parts of their job, you might need to give them a different job within the company. It should pay about the same and be something the employee is qualified to do.

Here are a few ways to do this:

• Moving the employee to a different department that better suits their skills.
• Giving them a similar job in a different area that works better with their health needs.
• Switching them to a job that doesn’t require as much physical effort.

Adjusted Work Schedules

Making someone’s work schedule more flexible can be a reasonable accommodation under the ADA. This could mean:

• Letting an employee start work later to go to doctor’s appointments.
• Offering a shorter workweek where they work longer hours on fewer days.
• Letting an employee who’s recovering from an injury work part-time.

Purchased or Modified Equipment

New equipment or changes in existing tools can help people with disabilities perform the essential functions of their jobs. The employer must provide these accommodations unless they would cause significant difficulties or are too expensive.

These tools can be as simple as an elastic waistband that helps someone with cerebral palsy hold a pencil and write, or as advanced as high-tech gadgets controlled by head or mouth movements for people who can’t use their hands.

Below are some more examples:

• Software that enlarges text or converts documents to spoken words for employees with vision or reading disabilities.
• Telephone amplifiers for employees with hearing impairments.
• Talking calculators for employees with visual or reading disabilities.

Compare Top Workforce Management Software Leaders

Physical Modifications

Physical modifications are changes made to a building or the workplace to make it easier for people with disabilities to get around and be safe. Here are some examples:

• A wheelchair ramp to the entrance of a building.
• Wider doorways and hallways to fit wheelchairs.
• Raised desks for employees who have trouble moving around.
• Grab bars in bathrooms for people who need help with balance.

Supplementary Technologies

Supplementary technologies are helpful tools that make it easier for people with disabilities to do tasks and be more involved in everyday life. A 2023 Disability Quality Index report found that over half of professionals working on DEI are investing in new technology to make things more accessible online.

Here are a few examples:

• Screen Reader Software reads digital content aloud for people who have trouble seeing.
• Speech-To-Text Software transcribes what someone says for people who have difficulty with speaking or language.
• Text-To-Speech Software reads written text aloud for people with dyslexia or who find it hard to read.

You can buy these tools off the shelf or customize them to fit the needs of the person using them.

Accessible Communications

Some people have disabilities that affect how they communicate, like problems with their vision, hearing or speech. These employees need to be able to communicate effectively and access information as part of their job.

Depending on the specific employee and the tasks they need to do, you may need to provide things like:

• Closed captions to videos for employees who are deaf or hard of hearing.
• Materials in different languages for employees who speak other languages.
• Sign language interpreters for employees who use sign language.
• Written materials in braille or large print for employees with vision problems.
• Discussion boards to facilitate non-verbal communication.

Policy Improvements

Making your workplace more inclusive for employees with disabilities might mean changing some of your company’s rules or how things usually work. This could include:

• Flexible work schedules for employees with disabilities so they can go to medical appointments or treatments.
• More time for people with disabilities to apply for jobs.
• Changing job duties or responsibilities so everyone has an equal chance to succeed.
• Accessible parking and transportation options for employees with disabilities.

Compare Top Workforce Management Software Leaders

Ergonomic Workstations

Ergonomic workstations are unique setups that aim to make the workplace more comfortable, which makes employees more productive. These workstations are easier on the body and help people sit or stand with better posture.

Here are some ways to create ergonomic workstations:

• Add monitor stands so people can adjust the screen height to where it’s most comfortable for them to see.
• Get a standing desk for someone with back pain.
• Offer special keyboards and mice that are designed to be easier on the wrists.
• Provide noise-canceling headphones for people working in noisy areas.

Service Animals

Service animals are specially trained animals that help people with disabilities do things and get around. They’re working animals, not pets, and are taught to do specific tasks to help their owners.

Common examples include guide dogs that help people who can’t see well, hearing dogs for people who have difficulty hearing and mobility assistance dogs for people with physical disabilities.

You can let service animals come to work with their owners. This helps make sure that employees with disabilities have the same access and opportunities as everyone else.

Training

On-the-job training helps everyone learn the skills they need to do their jobs well and advance in their careers. This means making sure training is accessible, with things like:

• Training spaces that are easy for everyone to access.
• Training materials in different formats, like large print, braille, audio recordings or electronic formats.
• Using live streaming or sign language interpreters when needed.

Sometimes, companies have special jobs set aside as “light duty” for specific situations. If that’s the case, you might need to move an employee to one of these open positions if they have a disability that prevents them from doing their regular job.

Compare Top Workforce Management Software Leaders

Primary Benefits

Employees with disabilities need to be able to get ADA accommodations. These accommodations help them manage their health conditions and make it more likely that they can stay at work.

More than just meeting legal requirements, complying with ADA accommodations can benefit a workplace in many ways:

Create Positive Employee Experiences

Creating a happy and productive workforce starts with a clear plan for managing disability accommodations. This means letting your employees know where to go for help and making sure there’s a process in place for requesting and getting accommodations.

Having a well-defined ADA accommodation process isn’t just about following the rules. It also improves things for your employees, giving them the tools they need to be more productive and comfortable at work while reducing any pain or discomfort caused by their job.

Retain Qualified Employees

ADA accommodations help people with disabilities do their jobs well and have the same chances as everyone else. If these changes don’t cause significant problems or put anyone at risk, they’re an excellent way to keep valuable employees.

Foster Workplace Equality

ADA accommodations help everyone at work feel included and treated fairly. They’re not about giving special treatment, but about making sure everyone has the same opportunities, no matter their disabilities, health or beliefs.

Reduce Loss of Employment

Workers with disabilities face unique challenges in the workplace. If these aren’t addressed, it can be harder for them to find or keep a job.
ADA accommodations can help by making the workplace more suitable, offering flexible hours, providing extra support and adjusting workloads. This makes it easier for people with disabilities to find and succeed in jobs.

Cost of ADA Accommodations

Most changes to help employees with disabilities don’t cost anything. In fact, more than half of employers who make these changes say they didn’t spend a dime.

For those that do cost money, it’s usually just a one-time expense of around $500. This might go towards things like a special keyboard or software to help someone do their job. Some low-cost options include:

• Let employees work from home to avoid a long commute.
• Give them private office space to focus.
• Provide a heated scarf if the office is too cold.

So, while these changes are essential to make sure everyone can work comfortably, they’re usually not expensive for employers. The benefits of having a diverse and productive team are much greater than the negligible costs involved.

Compare Top Workforce Management Software Leaders

Final Thoughts

Making accommodations for employees shows that your company cares about having a diverse and inclusive workplace. It’s not just about following rules; it’s about being a good employer and giving everyone a fair shot.

Everyone should be comfortable at work, even if their needs are different from others. Accommodations mean treating everyone fairly and making sure they have what they need to do a good job.

So, what’s your process for implementing ADA accommodations in your workplace? Are you actively considering individual needs? Let us know in the comments below!

SME Contributions