Accommodations vs Universal Design
What does it take to make accessibility a seamless part of every day? Creating an inclusive workplace shouldn’t be an afterthought; it should feel as natural as using the front door.
Imagine a space where accessibility is woven into the foundation—from adjustable workstations to universally compatible technology. Or picture a workplace where specific accommodations are honored with respect, treated with the seriousness they deserve, and seamlessly integrated to support each individual’s unique needs.
Both approaches—known as universal design and accommodations, respectively—play a vital role in making workplaces more accessible and empowering for all.
What is an Accommodation?
According to the U.S. Department of Labor, job accommodations are “an adjustment to a job or work environment that makes it possible for an individual with a disability to perform their job duties”. In fact, approximately 16.8% of the working population have needed to request accommodations. With this in mind, it’s essential to recognize that not everyone starts from the same place. Accommodations help to remove barriers, providing individuals with the tools and adjustments they need to succeed on equal footing.
Whether it’s in the workplace, classroom, or public spaces, accommodations ensure that people of all abilities can participate equitably.
What are Some Examples of Accommodations?
When it comes to the specifics of reasonable accommodations, they tend to greatly vary depending on the needs of the individual and the specifics of their request.
Some of these include:
Modifying Work Schedules: An employee may need scheduling adjustments to attend medical appointments or treatment. Employers can adapt schedules to allow flexibility while maintaining productivity.
Purchasing Equipment or Devices: This could mean anything from floor pads for employees who are in jobs that require long periods of standing (e.g. a cashier) or noise canceling headphones or earplugs.
Adjusting Training Materials or Tests: To make sure that every employee has equitable access to training materials and tests, employers can offer training in alternate formats, including larger print, braille, or visual mediums.
While this may mean an employer might need to purchase devices or equipment, a report by the Job Accommodation Network reports that more than half of accommodations cost nothing to implement!
What is Universal Design?
Universal Design (UD) is a concept that refers to creating products, systems, and services that are accessible and usable to the widest possible range of individuals possible, with accessibility thoughtfully integrated into every aspect of their design.
In practice, this might include providing inclusive spaces for employees from the get-go, rather than waiting to be asked for accommodations. This may include:
Adjustable Workstations: Having desks and chairs with customizable heights to accommodate employees with different needs, including those who may use wheelchairs or individuals who prefer to stand.
Screen-Reader Compatible Software: Utilizing software that can edit or reformat documents to be as legible as possible allows employees with visual impairments to navigate digital resources.
Automated Doors and Ramps: Employers can integrate ramps and automatic doors into entryways. This helps not only employees, but clients and visitors who have mobility challenges. It also avoids the creation of a secondary entrance, which may make people feel isolated or stigmatized.
Captioned Video or Caption Options: With remote work more commonplace than ever, creating accessible video calls through captions and note-taking software or apps means that employees can fully engage with content.
While these examples of universal design also serve accessibility needs, they are strategies integrated into the foundation of an organization. This approach allows employees who need accommodations to access them without disclosing personal needs, while also making these features readily available to all employees, regardless of requirement.
Approaching Accessibility
In the journey toward accessibility, choosing a proactive approach over a reactive one can make all the difference.
Universal design is a proactive strategy—it anticipates and addresses the diverse needs of individuals from the groundwork onwards. By eliminating the need for after-the-fact adjustments, accessibility becomes embedded into the core of every design and design plan.
Benefits to Proactive Approaches
Creates a smoother transition for inclusivity by removing barriers before they arise.
Long-term cost savings, as organizations do not need to make multiple adjustments.
Normalizes accessibility as an integral part of design so everyone, regardless of ability, feels supported.
Challenges of Proactive Approaches
Requires a much greater initial investment of both time and money to design or purchase specific accommodations.
Demands a comprehensive understanding of diverse needs, and requires future-proofing for potential changes.
Organizations may encounter challenges in balancing universal solutions with highly specific needs, as one size does not fit all individuals when it comes to accommodations.
In contract, accommodations are reactive solutions that are typically implemented once a barrier has been identified for a specific individual. While these are crucial for employees to thrive, employees may feel uncomfortable or stigmatized, as they will have to disclose their needs when they make an accommodation request.
Benefits to Reactive Approaches
Accommodations are highly personalized supports, and ensure individuals receive exactly what they need to succeed.
This approach tends to be easier to implement in established settings where universal design was not, and perhaps can no longer be, considered.
Are cost-effective in the short-term, as organizations only make changes when specific needs arise.
Challenges of Reactive Approaches
Accommodations can create delays within a workplace, especially when needed at a larger scale.
Employees can feel singled out and become hesitant to ask for adjustments, which can affect their comfort and productivity.
Administrators and HR professionals may feel an increased workload, as every request leads to an assessment, meetings, sourcing, and implementation.
Overall, there are negatives and positives to providing accommodations and universal design. While there is more sustainability offered in universal design, accommodations will always remain essential, especially in highly specialized scenarios.
Accommodations vs. Universal Design in Practice
Example 1: Accessible Meeting Rooms
Accommodation: An employee who uses a wheelchair requests a specific accessible meeting room due to limited access in other rooms. The employer reserves the accessible room whenever possible but may need to relocate meetings when the room is unavailable.
Universal Design: A workplace following universal design ensures that all meeting rooms are accessible, with features like wide doors, adjustable tables, and easily reachable controls for lights and technology. This approach enables all employees and visitors to participate without needing to request specific accommodations.
Example 2: Inclusive Restroom Design
Accommodation: An restroom is retrofitted with accessible features after an employee with limited mobility joins the team. This includes things like grab bars and lowered sinks.
Universal Design: In a newly constructed office, all restrooms are designed with accessibility features and wheelchair-friendly layouts from the start, ensuring everyone has equal access without specific requests.
Example 3: Captioned Video Content
Accommodation: An employee with a hearing impairment requests that training videos be captioned or that real-time captioning be provided during virtual meetings. The employer arranges this as needed.
Universal Design: All video content and virtual meetings are automatically captioned, making the content accessible to all employees regardless of their needs.
Key Considerations for Accommodations and Universal Design
Regardless of your organization’s approach to inclusivity and accessibility, both approaches require thoughtful planning to ensure they are effective and supportive.
Considerations in Accommodations
Ensure all requests are given in confidence and accepted with respect.
Create an accessible, clear accommodations request process.
Since not every need can be easily predicted, it is important to be flexible.
Regularly review the effectiveness of accommodations with the employee that utilizes them, and present solutions when necessary.
Considerations in Universal Design
Consider needs broadly, and inclusive of both mental and physical disabilities.
Involve people with lived experience in the design process.
Because universal design is an upfront investment, it can be beneficial to perform a cost-benefit analysis to evaluate the long-term benefits for both employees and the organization as a whole.
Establish accessibility policies, procedures, and programs, such as flexible work schedules and digital tools.
Additionally, every organization would benefit from providing inclusive workplace training and discrimination prevention training.
Building Inclusivity Through Accessibility
Whether an organization can integrate universal design principles or provide specific accommodations, both approaches are pathways towards creating a workspace that values proactive solutions and responsive support.
By committing to a culture of inclusivity, accessibility, and respect, employers empower employees to bring their best selves to work.
