Workplace accommodations do not have to be complicated.
They can include assistive technology or specialized equipment, but they can also be as simple as changing a schedule, adjusting how work is communicated, reducing distractions, modifying a task, or providing greater flexibility in where work happens.
The best workplace accommodation starts with a simple question:
What barrier is getting in the way, and what could help remove it?
For employers, thinking about accommodations this way can make workplace accessibility much easier to put into practice.
What is a workplace accommodation?
A workplace accommodation is an adjustment that removes or reduces a barrier so a person with a disability can participate fully at work.
Accessibility Standards Canada uses the term accessibility support (accommodation) and defines it broadly. An accessibility support can involve changes to rules, policies, workplace culture or the physical environment.
That is important because accommodation is not just about equipment.
A solution could change the environment, the technology, the task or the way work is organized.
What are some examples of workplace accommodations?
There is no single accommodation that works for everyone with a particular disability. The right solution depends on the person, their work and the barrier they are experiencing.
Examples of workplace accommodations and accessibility solutions can include:
- ergonomic chairs, desks and workstation equipment
- screen readers, magnification software and other assistive technology
- alternative keyboards, mice or input devices
- auditory solutions, noise-reducing products and tools for hearing accessibility
- changes to lighting or other sensory conditions
- flexible work hours
- additional or differently scheduled breaks
- remote or hybrid work
- modified duties or different ways of completing a task
- accessible documents, captions or alternative communication formats
- interpreting, job coaching and other human supports
Some of these solutions involve purchasing a product or service. Others involve changing how work happens.
That distinction matters.
How much do workplace accommodations cost?
One of the most common concerns employers have about disability inclusion is the perceived cost of accommodations.
CCRW's research suggests the reality can look very different.
In CCRW's 2024 Trends Report, Awareness to Action: How Employers Can Embrace Disability Inclusion in the Workplace, researchers examined four years of accommodation data from CCRW Employment Services.
The average one-time cost of paid accommodations was approximately $375.
CCRW's data also showed that common workplace modifications included flexible schedules, additional breaks, and remote or hybrid work — changes that may involve little or no direct purchasing cost.
That does not mean every workplace accommodation is inexpensive. Building modifications, ongoing services or specialized technology can require significant investment.
It does mean employers should not assume that accommodation will be expensive before exploring the actual barrier and possible solutions.
How do you choose the right workplace accommodation?
Accessibility Standards Canada's Employment Standard takes a worker-centred approach to accessibility supports. It emphasizes considering the environmental and social factors contributing to a barrier and involving the worker when determining appropriate supports.
Imagine an employee is having difficulty concentrating in a busy office.
There is no single correct accommodation.
One person might benefit from an auditory solution, such as technology that reduces or manages distracting sound. Another might need access to a quieter workspace. Someone else may work more effectively remotely during periods requiring sustained concentration.
The objective is the same: identify what is preventing someone from participating fully and find a practical way to reduce that barrier.
Accessibility solutions can include technology and equipment
For some barriers, the right accommodation is a physical product or technology.
An employee experiencing discomfort or difficulty using a standard workstation may benefit from ergonomic solutions, such as alternative seating, adjustable equipment or different workstation configurations.
Others may benefit from assistive technology solutions that change how they access information, interact with a computer or complete workplace tasks.
For workers who experience barriers related to hearing or sound, auditory solutions may provide another option.
Technology is not automatically the right accommodation, but knowing what solutions exist can make it easier for workers and employers to explore their options together.
Are workplace accommodations only for people who disclose a disability?
Not necessarily.
Accessibility Standards Canada's Employment Standard encourages organizations to build accessibility into the workplace proactively and to minimize unnecessary disclosure of personal or medical information.
The Standard's Accessibility Support System calls for supports to be available without medical documentation or disclosure where possible. It also encourages employers to make assistive technologies and adaptive workplace supports broadly available.
This creates an important opportunity for employers.
Instead of requiring every employee to go through a formal accommodation process to access simple supports, organizations can make some accessibility solutions available to everyone.
An adjustable workstation does not become less useful because several employees use it.
Captions do not only benefit employees who identify as Deaf or hard of hearing.
Flexible ways of communicating information can improve comprehension for an entire team.
Accessibility can start with an individual need and still produce a better workplace for everyone.
Workplace accessibility should be proactive, not only reactive
Traditional accommodation processes often begin after someone encounters a barrier.
A more accessible workplace looks for opportunities to prevent barriers before they occur.
The Accessibility Standards Canada Employment Standard describes this as both a systemic and individualized approach. Organizations need systems, policies and practices that promote accessibility while still responding to the individual needs of workers.
This represents an important shift in thinking.
Instead of asking:
"Does this employee really need an accommodation?"
Employers can ask:
"What would help this employee do their best work?"
Finding accessibility solutions for your workplace
Employers are not expected to know every assistive technology, ergonomic product or accessibility service available.
What matters is knowing how to identify a barrier, talk with the person experiencing it and explore possible solutions.
That might mean changing a process.
It might mean greater flexibility.
And sometimes it means finding the right accessibility product, technology or service.
The Accessibility Solutions Directory by Untapped Talent helps employers, people with disabilities and service providers explore practical solutions for different accessibility barriers.
You can browse categories including:
Rather than starting with a diagnosis, start with the barrier you are trying to remove and explore the solutions that may help.
Frequently asked questions about workplace accommodations
What is the purpose of a workplace accommodation?
A workplace accommodation removes or reduces a barrier that prevents a person with a disability from participating fully at work. Accommodations can involve technology, equipment, policies, schedules, communication, work environments or how a task is completed.
What are examples of workplace accommodations?
Examples include flexible work hours, ergonomic equipment, assistive technology, remote work, additional breaks, accessible documents, modified duties and adjustments to lighting, sound or the physical workspace.
Are workplace accommodations expensive?
Not necessarily. CCRW's analysis of four years of Employment Services data found that paid one-time accommodations cost approximately $375 on average. Other common accommodations, such as flexible scheduling or additional breaks, may have little or no direct purchasing cost.
What assistive technology can be used in the workplace?
Assistive technology can include software, computer-access tools, alternative input devices, communication technology and other products that help a worker access information or complete tasks. Employers can explore examples through Untapped Talent's Assistive Technology Solutions.
What ergonomic accommodations can employers provide?
Ergonomic accommodations can include adjustable furniture, alternative seating, workstation equipment and other products that change how a worker physically interacts with their workspace. Explore Ergonomic Solutions for examples.
What accommodations can help with hearing or auditory barriers?
Possible solutions can include hearing-support technology, sound-management products, communication tools and changes to the work environment. Browse Auditory Solutions to explore options.
Start with the barrier
Workplace accommodations are ultimately about enabling people to contribute their skills and do their work effectively.
They do not need to begin with an expensive purchase or a complicated process.
Start by understanding the barrier. Listen to the worker. Consider different ways of removing it. Then find the solution that works.
Explore accessibility solutions through Untapped Talent and discover products, technologies and services that can help remove workplace barriers.
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