Disability and accessibility in flexible working environments

These guidelines highlight the challenges, concerns and needs of disabled people. They were developed with the support from the We Enable Us Accessibility Working Group.

Procedures or decisions should ensure people have what they need in the workplace taken into consideration, disability, accessibility or diverse needs. This includes intellectual, physical, sensory, chronic illness or mental health related concerns.

People may still be waiting for a diagnosis or experiencing changes in their condition. As a result, their needs might change.

Follow your agency’s reasonable accommodation policies and procedures for workplace adjustments.

Assignment of workstations

Many disabled people may need furniture or other specified equipment designed, or set up for them. Sharing a desk may be difficult for a disabled person if important items or equipment are moved or adjusted by someone else.

In some cases it might be appropriate to label an assigned workstation, so others know not to use it. This could be a note explaining the workstation has been set up for someone with specific needs. The settings associated with the desk and chair should stay the same, even if there are no other workstations available.

If there are cases for denying specialised equipment or furniture requests, consider developing an escalation process.

Mobility and adaptability requirements

Sharing details should never be expected

Sharing personal details of a condition, workplace assessment or medical certificate can make disabled people feel they need to prove their disability and needs to others. They might feel they will be discriminated against by sharing.

Examples of needs and concerns

Here are some examples of how you can accommodate for disabled people in the workplace.

• Someone with mobility difficulties may find it harder to use higher stools or chairs without arms. Consider a range of furniture solutions, for example rather than having all high tables, have a mix of high tables and seated, or a portion of meeting or reception chairs with arms and some without.
• Wheelchair users and those with a service dog may benefit from an assigned desk. This ensures they have a clear path to exits. Having to move a chair, or water bowl and mat, each time they use a desk can be challenging.
• Someone using prescribed equipment for their movement difficulties, such as a mat to stand on, document holder etc, can benefit from an assigned desk. This can reduce any discomfort stemming from having to frequently move these items.
• Some people benefit from a sense that the workstation and its surroundings are a familiar and reliable safe space. This can be disrupted in a flexible environment when others change the layout of a workstation, or when those sitting around them change.
• Sometimes appropriate ergonomic and comfortable furniture is needed. Standard furniture, like chairs and desks, may not meet everyone’s needs or can cause discomfort.
• Adjustments to spaces or location of workstations to support specific sensory needs can be helpful. Consider reduced noise levels, low lighting, light-blocking blinds and significant natural light. A considered design with a variety of work settings provides people with a choice ie focus desks away from collaboration or general workstation areas.

Further guidance and support

The Accessibility Charter for the Public Service was introduced by the Ministry of Social Development (MSD). By signing the Charter, chief executives confirm their agencies’ commitment to making all information accessible and interactive for everyone, regardless of their needs.

The Accessibility Charter: A commitment to accessible information – Ministry of Social Development

The Lead Toolkit, developed by MSD with the support of Te Kawa Mataaho Public Sevice Commission, aims to assist public service employers to create more inclusive environments for employing disabled people.

Lead Toolkit - For employing disabled people – Ministry of Social Development