Reasonable adjustments: A simple framework for managers

In practice, reasonable adjustments remove barriers that might otherwise make work harder for some people. For line managers, they’re an important part of inclusive management - especially when supporting neurodivergent employees and different working styles.

This practical guide explains what reasonable adjustments are, what they can look like in everyday work, and how managers can approach them with confidence. It also provides more detail on how to discuss, agree and review adjustments in practice.

Making reasonable adjustments part of everyday management helps teams work more effectively.

Designed for line managers, this framework helps you have supportive conversations, agree adjustments collaboratively, and review what’s working over time.

The guidance applies whether someone has disclosed a condition or simply needs additional support to work effectively.

Managers can make reasonable adjustments based on what helps someone work well, not on medical labels.

reasonable adjustments framework

Reasonable adjustments and everyday support

You don’t need a diagnosis to start a conversation about support. 

In the UK, the Equality Act recognises in law that people may need adjustments to remove barriers at work. A formal diagnosis isn’t always required to start a conversation about support.

Reasonable adjustments may support people with mental health conditions, physical conditions, or temporary challenges affecting how they work. People with similar impairments may still need different adjustments depending on their role and circumstances.

What reasonable adjustments can look like

Examples of reasonable adjustments

There are many reasonable adjustments that can be made quickly and informally.

These examples of reasonable adjustments reflect common workplace scenarios and best practice.

Adjustments don’t have to be expensive or complex.

Common examples include: 

 

Clarity and structure:  

  • Clear priorities and deadlines 

  • Written follow-ups after meetings 

  • Breaking work into smaller steps 

 

Environment:  

  • Quiet spaces or fewer interruptions 

  • Noise-cancelling headphones 

  • Flexible location (e.g. remote or hybrid working) 

  • Flexible work arrangements where appropriate

  • Adapted equipment to support comfort, focus or accessibility

This may include considering physical features of the workspace that affect comfort or access. In some cases, small physical changes to a workspace can significantly improve focus.

Adjustments to the working environment can help reduce distractions and improve comfort. This includes considering broader working conditions that may impact focus or wellbeing.

 

Planning and workload:  

  • Flexible deadlines where possible 

  • Staggered tasks instead of everything at once 

  • Regular check-ins to confirm what’s urgent vs what can wait 

 

Communication and feedback:  

  • Specific, actionable feedback (not vague traits like “be more proactive”) 

  • Advance notice of changes where possible 

  • Agreed communication preferences (written vs verbal) 

  • Providing information in alternative formats where helpful (for example, written summaries or visual guides)

These examples aren’t exhaustive - other adjustments may be appropriate depending on the individual and role. There may be other possible adjustments that better suit specific roles, tasks or circumstances.

The right approach will depend on the job someone is doing and the demands of their role.

Manager best practice - how to get adjustments right 

How managers can approach reasonable adjustments

 

✔ Ask, don’t assume 
Focus on what helps someone work well - not on labels or diagnoses. 

Stay aware of how work demands or environments may affect different people.

 

✔ Co-design the support 
Agree adjustments together. What works for one person won’t work for everyone. 

This helps ensure the right adjustments are agreed for the individual.

 

✔ Start small 
One or two changes are often enough to make a big difference. 

Small reasonable adjustments are often more effective than complex solutions.

 

✔ Treat adjustments as flexible 
What works now might need tweaking later - especially as roles or workloads change. 

 

✔ Review regularly 
Build a simple check-in into 1:1s: 

“Are these adjustments still working for you?” 

These reasonable steps help remove barriers without overcomplicating support.

 

What managers should not do 

Understanding boundaries and responsibilities

Addressing adjustments early can help prevent issues escalating into a formal complaint later on and reduce the risk of unlawful discrimination where challenges are left unaddressed.

Under the Equality Act, employers are expected to consider adjustments where obstacls exist – but this doesn’t mean managers need to act as legal experts or that every situation automatically results in unlawful discrimination.

In some situations, there may be a duty to make reasonable changes to remove barriers at work. This includes reviewing workplace rules or processes that may unintentionally create points of friction. The aim is to prevent someone being placed at a substantially disadvantaged position compared to others because of how work is organised.

✖ Don't try to diagnose or label behaviour 
✖ Don't assume adjustments are permanent or costly 
✖ Don't wait for a crisis before offering support 
✖ Don't treat adjustments as “special treatment” 

Remember: 
Adjustments are about fairness, not favouritism. 

They help ensure everyone has the same access to succeed at work and fair work access across the organisation.

Useful questions to start the conversation 

These questions can help identify areas of difficulty without putting pressure on the individual. You can use these whether or not someone has disclosed a condition: 

  • “What helps you do your best work?” 

  • “What tends to make work harder or more stressful?” 

  • “Is there one small change we could try to make this easier?” 

  • “Would written follow-ups or clearer priorities help?” 

Keeping reasonable adjustments clear and consistent

Good support isn’t “set and forget”. 

When you make reasonable adjustments, regularly review them to ensure they stay appropriate and effective.

It also helps meet the legal duty to consider reasonable adjustments where barriers exist.

Clear documentation also helps clarify different responsibilities between managers, employees and HR, supporting fair and consistent employment practices and ensuring support and services are applied consistently across the organisation.

 

Best practice 

  • Agree what’s been put in place 

  • Be clear on who’s responsible for what 

  • Set a review point (e.g. in 4-6 weeks) 

  • Log key agreements so there’s clarity and continuity 

This protects both the individual and the business. 

 

When to get extra support 

When reasonable adjustments need additional input

You don’t have to do this alone.

The organisation responsible for providing support should ensure line managers have access to guidance and specialist help when needed. This reflects an anticipatory duty to consider obstacles before they cause problems.

Government schemes such as Access to Work may also provide funding for workplace equipment or support.

If you’re unsure what adjustments are appropriate, or support needs feel more complex, you can: 

  • Speak to HR or an occupational health provider for specialist advice

  • Request workplace assessments where appropriate to better understand support needs

  • Signpost to trusted external resources 

  • Encourage employees to explore additional support options 

There may also be other ways to access guidance or specialist advice. Looking for an HR consultant or expert? Get in touch with one of Breathe’s Partners. 

 

Trusted resources for managers and employees 

Download framework

Final reminder for line managers 

You’re not expected to have all the answers. 
Your role is to listen, adapt and review. 

When you make reasonable adjustments part of everyday management, you reduce stress, build trust – and unlock potential across your whole team.

Next step

Record reasonable adjustments in Breathe. 

Log agreed support, responsibilities and review points, so adjustments stay clear, consistent and easy to revisit.

See how Breathe can support you