Considering Reasonable Adjustments In An SME
Equality Act Duty To Make Reasonable Adjustments
In the UK, the Equality Act 2010 provides a legal requirement for employers to understand and apply the duty to make reasonable adjustments when an employee has a disability. The Act recognises that SMEs may not have the same resources as larger organisations, and therefore frames the duty for considering reasonable adjustments around what is reasonable in the circumstances.
Handled correctly, reasonable adjustments can improve productivity, retention, and morale, while reducing legal and operational risk.
The Legal Framework: Equality Act 2010
Under the Equality Act 2010, employers have a duty to make reasonable adjustments for employees and job applicants who are disabled. Disability is defined broadly and includes physical or mental impairments that have a substantial and long-term adverse effect on a person’s ability to carry out normal day-to-day activities.
The duty arises where:
- A workplace provision, criterion, or practice puts a disabled person at a substantial disadvantage.
- A physical feature of the workplace creates a substantial disadvantage.
- A disabled person would be substantially disadvantaged without an auxiliary aid or service.
This duty applies regardless of the size of the organisation, although what is considered reasonable will vary significantly for SMEs.
What Counts as a Reasonable Adjustment?
Reasonable adjustments are practical steps taken to remove barriers rather than to lower standards. Common examples relevant to SMEs include:
- Flexible working hours or adjusted start and finish times
- Home or hybrid working arrangements
- Changes to duties that are non-essential to the role
- Adjustments to performance management or absence triggers
- Assistive software, ergonomic equipment, or alternative communication formats
- Modified recruitment processes, such as additional time or alternative assessments
Many of these adjustments are low-cost and rely more on flexibility than financial investment.
Reasonableness in an SME Context
The Equality Act does not expect SMEs to take the same steps as large employers. When assessing reasonableness, relevant factors include:
- The size and resources of the business
- The cost of the adjustment and availability of external support
- The practicality and effectiveness of the adjustment
- The impact on the operation of the business
For SMEs, a proportionate and well-considered response is both the legal and practical standard.
Addressing Common SME Concerns
A common misconception is that reasonable adjustments are expensive or disruptive. In reality, many adjustments involve simple changes to working practices. Government schemes such as Access to Work can help fund specialist equipment or support.
Another concern is perceived unfairness. Reasonable adjustments are not preferential treatment; they are a legal mechanism to remove disadvantage and enable equal participation in the workplace.
Practical Steps for SMEs
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Encourage early and open conversations:
Create an environment where employees feel comfortable discussing barriers to work. -
Focus on impact, not labels:
Discuss what is causing difficulty and what would help, rather than medical diagnoses. -
Be flexible and pragmatic:
Trial adjustments, review them, and adapt where necessary. -
Keep proportionate records:
Document requests, decisions, and agreed actions clearly and simply. -
Equip managers:
Ensure line managers understand when the duty arises and how to respond appropriately.
When an Adjustment Is Not Reasonable
In some cases, an adjustment may not be reasonable due to cost, operational impact, or lack of effectiveness. Where this occurs, SMEs should:
- Explain the reasons clearly and objectively
- Consider alternative adjustments
- Demonstrate that the request was considered seriously and in good faith
Conclusion
For UK SMEs, reasonable adjustments under the Equality Act 2010 are about making thoughtful, proportionate changes that enable disabled employees and applicants to contribute fully. When approached pragmatically, reasonable adjustments support compliance, strengthen workplace relationships, and reinforce long-term business sustainability.
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