How to Ask for Workplace Accommodations

To perform their best at work, sometimes employees need adjustments or tools to remove barriers.

Requesting workplace accommodations can feel uncomfortable. Fears about disclosing a health concern or disability, common for those with “invisible disabilities,” can deter individuals from seeking help. Employees may be concerned about stigma, job security, or being perceived differently at work.

For those concerned about disclosure, you can get accommodation support from employers without sharing any private health information. Employers have the responsibility to provide accommodations, but not the right to know specific diagnosis, symptoms, or treatment. Knowing your rights, your employer’s duties, and some tips and tricks to navigate difficult conversations can help you approach the accommodation process with more confidence.

What Is a Workplace Accommodation?

A workplace accommodation is an adjustment to a job, work environment, or way of performing tasks that enables an employee to participate fully in their role. If you have an injury, illness, or disability, you fall under protected grounds and have a right to accommodation. The purpose of accommodation is not to remove essential job responsibilities, but to reduce or eliminate barriers that may interfere with performance of your job tasks.

Accommodations can take many forms, depending on individual needs and job requirements.  Some common examples include:

• Flexible scheduling or modified hours
• Adjusted workloads or task redistribution
• Ergonomic equipment or assistive technology
• Quiet workspaces
• Additional breaks
• Modified communication methods

Accommodations are most effective when they are specific, individualized, and based on functional needs, meaning they address the actual work-related barriers an employee is experiencing. These supports may be temporary, such as during recovery from illness or injury, or ongoing for longer-term conditions.

In Canada, employers have a legal duty to accommodate under human rights legislation. This means employers must take reasonable steps to address workplace barriers related to protected grounds, up to the point of undue hardship. The duty to accommodate is a shared responsibility and a collaborative process. Employees are responsible for communicating their needs and participating in the accommodation process, while employers are responsible for exploring reasonable solutions and respecting confidentiality, among other things.

When to Consider Asking for Accommodation

If you are having difficulty performing work safely or consistently, it may be time to consider accommodation. Addressing barriers early often prevents worsening health and prolonged absence. Signs that you may need support include:

• Increased fatigue during the workday
• Difficulty concentrating, remembering tasks, or staying organized
• Physical discomfort or pain related to work activities
• Changes in productivity or work quality
• Difficulty maintaining regular attendance
• Safety concerns are emerging
• Difficulty regulating emotions at work, including becoming easily overwhelmed, frustrated, or emotionally drained
• Increased mental distress related to specific job demands, the work environment, or workplace interactions
• You receive medical recommendations for workplace adjustments

Preparing Before the Conversation

Preparing in advance can help clarify needs and make the conversation with your manager or HR representative more productive.

Before the conversation, you can:

1. Identify functional limitations.
   Focus on how your work tasks are being affected (e.g., you have difficulty concentrating for long periods, an inability to sit or stand for extended times, etc.), rather than the diagnosis itself.
2. Think about potential solutions.
   What changes would reduce the barrier? Flexible start times? Written instructions instead of verbal? Reduced caseload temporarily? Equipment to block out noise distractions?
3. Gather documentation if needed.
   In some cases, medical documentation may be requested by the employer. Typically, this documentation outlines functional limitations and recommendations, rather than detailed medical history.
4. Reflect on examples.
   Preparing a few examples of your challenges in advance can make it easier to explain needs clearly.

The Accommodation Process

1. Asking for Accommodation

The first step is to inform the appropriate person, usually a manager, supervisor, or human resources representative. This can be done in person or by email. Some employees prefer email to allow time to organize thoughts and create a written record. For example, you might say:

“I’d like to discuss a workplace accommodation. I’ve been experiencing some health-related challenges that are affecting certain aspects of my work, and I’d like to explore possible adjustments that would help me continue performing my role effectively.”

2. Respecting Confidentiality

Employees are not required to disclose a diagnosis in most cases. You have the responsibility to answer questions or provide information about relevant restrictions or limitations, including information from healthcare professionals, but medical details should only be shared on a need-to-know basis. Employers should respect your need for confidentiality, and any information they request should be strictly related to responding to the accommodation request.

Managers (or whoever is helping implement accommodations) are not permitted to disclose an employee’s diagnosis or personal health details to colleagues. If changes to workload, schedule, or team responsibilities are required, a manager may communicate that adjustments are being made, but they should not share the reason unless the employee has provided clear consent. If an employee wishes to share information with colleagues, that decision belongs to them.

3. Implementing Accommodations

Accommodation is an interactive process that may involve multiple conversations to better understand needs and gather supporting documentation. Some accommodations may be granted in good faith by the employer. Sometimes, a healthcare professional such as an Occupational Therapist is required to provide objective information and formal recommendations.

As part of their assessment, an Occupational Therapist will conduct interviews to understand the employee’s role and workplace demands, observe the employee completing essential duties of the job, and identify where barriers are occurring. Based on this information, the occupational therapist can recommend accommodations that are practical, individualized, and aligned with the employee’s functional needs.

Solutions can be implemented on a trial basis and adjusted over time. If a requested accommodation cannot be implemented, employers are expected to explore alternative options. Some accommodations may be quick and easy to implement (e.g., additional breaks, modified communication methods), while others may take more time (e.g., ordering of equipment, training on assistive technology). If you are concerned about getting the supports you need or your health condition is worsening, following up respectfully can help maintain progress.

4. Understanding Preferences Vs. Needs

When thinking about accommodation, it can be helpful to distinguish between a preference and a functional need. A preference is something that may improve comfort or satisfaction at work but is not directly linked to a health-related barrier. A functional need, on the other hand, is connected to a limitation that is affecting the ability to perform essential job duties safely or effectively.

For example, preferring to work from home may be about convenience. Needing to work from home due to reduced tolerance for commuting, sensory sensitivities, fatigue, or medical vulnerability reflects a functional barrier.

Being clear about how a barrier affects work performance, rather than focusing solely on a desired solution, often leads to more productive and collaborative discussions.

How Can Gowan Consulting Help?

At Gowan Consulting, we know the importance of creating workplaces that are inclusive, accommodating, and supportive of all employees, regardless of their physical or mental abilities. Our services help employees live their healthiest and most fulfilling lives.

To request an accommodation assessment for an employee, employers can submit a referral through our online portal. If you have any questions, please contact us and we will help you find the best solution for your needs.