A topic of discussion at B2B recently has been reasonable accommodations for employees with disabilities — and it’s one worth sharing more broadly.
Federal and state laws both require that employers provide accommodations for an employee who has a physical or mental health limitation, when it is reasonable to do so. The key word is reasonable — and what’s reasonable depends on the specific circumstances of your business.
What Factors Should Employers Consider?
When evaluating a request for a reasonable accommodation, employers should consider:
- The nature and cost of the accommodation
- The business’s financial resources
- The number of employees
- The effect on the business’s expenses and resources
- The overall impact of the accommodation on the business
Larger businesses have greater resources and can absorb greater costs. Accommodations such as workspace modifications, installing ramps, or restroom renovations could be reasonable for a large employer but genuinely burdensome for a small one. The law recognizes this distinction.
Small Business Exemptions — And Why We Recommend Going Further
Many small businesses may be exempt from certain federal and/or state law requirements depending on their size. However, at B2B Solutions we always recommend that employers make those accommodations when they can.
Here’s why: the cost is almost always smaller than you think, and the return — in loyalty, morale, and retention — is almost always larger.
Examples of Reasonable Accommodations for Small Businesses
You don’t need a large HR department or a big budget to support your employees well. Some practical examples of accommodations that work for small businesses:
Flexible scheduling and modified duties Allow an employee to take extra breaks during the day to take medication or complete physical therapies. Adjust work hours or remove a non-essential task from their responsibilities — such as allowing a split shift, or not requiring your receptionist to also work in the warehouse.
Assistive devices and equipment Provide voice recognition software for someone with carpal tunnel syndrome. Offer a height-adjusting chair or desk for an employee with a back injury. These are often one-time purchases with long-term impact.
Remote work flexibility Provide a laptop and allow an employee with a medical condition to work from home one or two days a week as needed. For many roles, this costs next to nothing and means the world to the employee.
Simple environmental changes Post a sign in the break room that reads “Allergy-Free Zone — please no peanuts in this area” so an employee isn’t exposed to a dangerous allergen. This costs nothing.
The Business Case for Getting This Right
As small business owners, we have an opportunity to set an example.
That $10 sign, $500 laptop, $100 chair, or the flexibility to let a great employee handle a medical appointment during the day — these are small prices to pay for keeping a valued team member.
That small expense is the difference between “This is a great company to work for — they’ve really taken care of me” and “I couldn’t believe he wouldn’t buy a new chair so I could sit comfortably.”
Take care of your team so they can take care of your business.
If you have questions about managing employee accommodations, HR policies, or compliance for your small business, B2B Solutions can help. Our fractional HR services are designed to give small businesses the professional guidance they need without the cost of a full-time HR department.