Considering Reasonable Adjustments In An SME
Equality Act Duty To Make Reasonable Adjustments
In the UK, the Equality Act 2010 places a legal duty on employers to consider and implement reasonable adjustments where appropriate. 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
Common Mistakes Employers Make
Many disputes relating to reasonable adjustments arise not because employers are unwilling to help, but because requests are not managed appropriately. Avoiding the following common mistakes can help SMEs comply with their legal obligations whilst maintaining positive employee relations.
- Waiting for a formal diagnosis before discussing adjustments: Employers do not always need a confirmed medical diagnosis before considering adjustments. If an employee is experiencing difficulties at work, it is often sensible to begin discussions as early as possible.
- Assuming adjustments will be expensive: Many reasonable adjustments involve changes to working practices rather than significant financial investment. Flexible working arrangements, amended duties or simple workplace changes can often make a substantial difference.
- Focusing on the medical condition rather than workplace barriers: The key question is not the employee’s diagnosis but what barriers they face at work and what practical steps may help remove or reduce those barriers.
- Failing to review adjustments: Workplace needs can change over time. Adjustments should be reviewed periodically to ensure they remain effective for both the employee and the business.
- Rejecting requests without considering alternatives: Where a particular adjustment is not reasonable, employers should consider whether an alternative adjustment could achieve a similar outcome.
A collaborative and practical approach will often resolve concerns before they escalate into formal grievances, capability issues or legal disputes.
Consistency Matters
Employees with different disabilities may require different adjustments. Consistency does not mean providing identical support to everyone. Instead, it means applying a fair, objective and evidence-based process when considering requests.
Employers should assess each situation individually, taking into account the employee’s circumstances, the barriers they face and the operational needs of the business. Similar requests should be considered using the same decision-making process and the reasons for decisions should be documented clearly.
Where adjustments are agreed, employers should ensure they are implemented consistently and reviewed periodically. Where requests are declined, employees are more likely to accept the decision if they understand the reasons behind it and can see that alternatives have been considered.
A consistent approach helps build trust, supports compliance with the Equality Act 2010 and reduces the risk of discrimination claims.
Key Take Away
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.
How Kea HR Can Help
Managing reasonable adjustments can be challenging, particularly for SMEs without an in-house HR team. Understanding when the duty arises, what adjustments may be appropriate and how to balance employee needs with business requirements is not always straightforward.
Kea HR can provide practical support with:
- Disability-related absence management
- Occupational Health referrals and recommendations
- Reasonable adjustment assessments
- Capability and performance management processes
- Manager guidance and training
- Employment policies and employee handbooks
Our HR Support Services are tailored to the needs of SMEs, helping employers make fair, practical and legally compliant decisions whilst maintaining positive employee relations.
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