This guide is designed to help you think about the barriers you may experience at work and the adjustments or support that could help.
You can use it as a standalone resource, for example to reflect on your own experience, prepare for a conversation with your manager or review existing adjustments. It can also be used alongside the Workplace Adjustments Planner to help you complete it.
You do not need a diagnosis, or to know what adjustment you need, to use this guide.
What is a workplace barrier?
A workplace barrier is something about a job, or a job-related activity, that makes it harder for someone to carry out their role or participate fully at work.
Barriers will not be the same for everyone. The same aspect of work may be manageable for one person and create a substantial difficulty for another. Barriers can also change over time, for example because of changes in health, duties, working arrangements, technology or the workplace environment.
When considering workplace adjustments with your line manager, it can be helpful to start by describing what gets in the way, when it happens and the impact it has on you.
Thinking about the impact
Once you have identified a barrier, it may help to think about its practical impact. For example: Does it affect concentration, communication, comfort, energy, memory, planning, mobility, attendance or the ability to complete a particular task? Does the impact vary at different times or in different situations?
This can help you and your manager focus on what needs to change, rather than on a diagnosis or condition alone.
Deciding which adjustments and support might help
You may already know what helps, or you may want to explore options with your manager or a relevant support service. An adjustment might involve changing equipment, communication, working arrangements, the physical environment, technology, a process or the way a task is organised. Sometimes a trial adjustment is useful before deciding on a longer-term arrangement.
You do not need to choose from a fixed list of adjustments. The aim is to identify practical ways to remove or reduce the barriers you experience in your particular role and working environment.
Support with identifying appropriate adjustments is available through the HR Partnering Team, Staff Disability and Mental Health Adviser, and Occupational Health where appropriate.
Questions that may help you prepare
· What aspects of my work or working environment make things more difficult for me?
· When and how often do these barriers arise?
· What impact do they have on me or on particular work tasks?
· What already helps me manage these barriers?
· Is there anything that could be changed, provided or done differently?
· Do my needs fluctuate or change at particular times?
· Is there anything I would prefer to discuss rather than record in writing?
Remember: the categories below are intended to help you reflect on your experience. They are prompts only. You may experience a barrier that is not listed here, and you do not need to experience every example in a category for it to be relevant to you.
Examples of possible barriers
- Verbal instructions or information provided without written follow-up
- Large amounts of written information to process
- Speaking in group discussions, meetings or presentations
- Indirect, implied or ambiguous communication
- Fast-paced conversations, overlapping speech or frequent interruptions
- Expectations of rapid responses to emails or messages
- Unclear expectations, priorities or instructions
- Limited time to process information before being asked to respond or make a decision
Possible adjustments or support
- Written follow-up to important verbal information or instructions
- Agendas, questions or key information provided in advance where possible
- Clear, direct communication and explicit expectations
- Additional processing time before responding or making decisions
- Agreed ways of managing interruptions or urgent requests
Where to get support or advice
Discuss possible adjustments with your line manager. The HR Partnering Team or Staff Disability and Mental Health Adviser can provide advice where needed.
Examples of possible barriers
- Standard office equipment not meeting individual needs, such as a chair, desk or keyboard
- Limited access to ergonomic or specialist equipment
- Extended use of phones or headsets
- Screen or monitor use causing eye strain or discomfort
- Limited access to assistive tools, such as dictation software or an alternative mouse
- Equipment that is difficult to use because of mobility, dexterity, sensory or pain-related needs
Possible adjustments or support
- Ergonomic or specialist equipment
- Alternative keyboards, mice, headsets or other input devices
- Assistive software, such as dictation or text-to-speech tools
- Adjustments to screen size, positioning or display settings
Where to get support or advice
A Health and Safety workstation assessment can help identify workstation adjustments. For more specialist equipment or support, Access to Work, or a workplace needs assessment, may be helpful – contact the Staff Disability and Mental Health Adviser for advice.
Examples of possible barriers
- Background noise affecting concentration or communication
- Bright, dim or flickering lighting
- Workplace temperatures affecting comfort or functioning
- Distractions or sensory demands in open-plan environments
- Limited access to quiet or private space for focused work, calls or breaks
- Sensory factors such as smells, visual clutter or movement
- Physical workspace or seating contributing to pain or discomfort
- Access to buildings, rooms, facilities or workspaces
Possible adjustments or support
- Access to a quieter or lower-distraction workspace
- Changes to lighting, workstation position or seating
- Noise-reducing equipment where appropriate
- Access to a private space for focused work, calls or breaks
- Adjustments to support physical access, comfort or temperature needs
Where to get support or advice
For adjustments to the physical workspace, such as lighting, temperature or access to quieter workspaces, contact the Estates Helpdesk.
Examples of possible barriers
- Software that is not accessible or compatible with assistive technology
- Complex systems or the need to navigate multiple platforms
- Frequent changes to systems, software or digital processes
- Limited training or guidance on workplace systems
- High volumes of notifications, emails, messages or alerts
- Technology or security requirements that create additional access barriers
- Digital information or documents that are not available in an accessible format
Possible adjustments or support
- Accessible software, documents or alternative formats
- Assistive technology or compatibility adjustments
- Additional training, demonstrations or written guidance
- Changes to notification settings or agreed communication channels
- Alternative ways to access essential systems or information where appropriate
Where to get support or advice
Examples of possible barriers
- Fixed working hours that do not accommodate disability, health or energy needs
- Regular travel to and from the workplace
- Working or travelling during extreme weather conditions
- Standard break arrangements that do not provide sufficient flexibility
- Workload demands during periods of fluctuating health, fatigue or energy
- Shift patterns, unpredictable rotas or extended working hours
- Working patterns that are difficult to manage alongside medication effects, treatment or appointments
- Returning to work after absence without a gradual transition
- Limited flexibility over where work is carried out, when location affects access or functioning
Possible adjustments or support
- Adjusted start and finish times or working patterns
- Flexible or additional breaks
- More predictable or adjusted shift patterns where possible
- A phased return following absence
- Flexibility during periods of fluctuating symptoms, fatigue, treatment or medication effects
Where to get support or advice
Discuss possible changes with your line manager. The HR Partnering Team or Staff Disability and Mental Health Adviser can provide advice where needed.
Examples of possible barriers
- Policies or procedures with limited flexibility for individual circumstances
- Performance measures that may not account for disability-related barriers
- Unclear processes for requesting, implementing or reviewing adjustments
- Formal processes that create additional communication or processing demands
- Attendance or absence procedures that may need to take disability-related circumstances into account
- Changes to workplace policies or procedures that affect existing adjustments or established ways of working
- Unclear responsibilities for implementing or maintaining agreed adjustments
Possible adjustments or support
- Flexibility in how a policy or procedure is applied where appropriate
- Adjustment of processes, timescales or communication methods
- Disability-related circumstances considered within attendance or performance processes
- Clear arrangements for implementing, recording and reviewing adjustments
Where to get support or advice
Discuss possible changes with your line manager. The HR Partnering Team or Staff Disability and Mental Health Adviser can provide advice where needed.
Examples of possible barriers
- Fast-paced or lengthy training sessions without adequate breaks
- Training materials that are not available in accessible formats, such as captions, large print or recordings
- One-off training without opportunities to revisit information
- Limited time or opportunity to practise and consolidate new tasks
- Limited access to refresher training or ongoing support
- Training delivered in a format or environment that creates accessibility barriers
- Assessment or participation methods that do not allow different ways of demonstrating learning
Possible adjustments or support
- Training materials provided in advance or in an accessible format
- Additional time, breaks or a different pace of delivery
- Recordings, notes or materials that can be revisited after training
- Opportunities to practise, repeat or consolidate new tasks
- Alternative ways of participating in or completing training activities where appropriate
Where to get support or advice
If you need adjustments to attend or participate in training, contact the training provider or organiser in advance where possible to discuss what you need. Your line manager can also help you explore adjustments.