ADA Workplace Accommodation Examples HR Should Know

2/3/2026

The requirement to provide reasonable accommodations is the cornerstone of the Americans with Disabilities Act (ADA). For HR professionals, understanding this obligation is not just about legal compliance; it is about building an inclusive, productive, and equitable workplace where every employee has the tools they need to succeed. While the concept of accommodation seems straightforward, the practical application can be complex. The possibilities are as diverse as the workforce itself, ranging from simple schedule adjustments to sophisticated technological aids.

Knowing a wide range of potential ADA workplace accommodations is a critical skill for any HR leader. It enables you to think creatively during the ADA interactive process and find effective solutions for employees with disabilities. This knowledge is a core component of any substantive ADA training program and is essential for anyone aspiring to become a Certified ADA Administrator. A reactive approach to accommodations can lead to legal risk and missed opportunities, while a proactive, well-informed strategy fosters trust and retains valuable talent.

This guide will provide a comprehensive overview of ADA workplace accommodations that every HR professional should know. We will explore common and creative examples across different categories of disability, offer guidance on how to identify and implement effective solutions, and reinforce the critical role of the interactive process. By expanding your toolkit of accommodation ideas, you can better meet your ADA employer requirements and cultivate a truly supportive work environment.

The Foundation: What Makes an Accommodation "Reasonable"?

Before diving into examples, it's crucial to understand the legal framework. An accommodation is any change in the work environment or in the way things are customarily done that enables a qualified individual with a disability to enjoy equal employment opportunity. The key term here is "reasonable."

A reasonable accommodation under ADA is one that is effective in helping the employee perform the essential functions of their job without imposing an "undue hardship" on the employer.

• Effective: The accommodation must successfully address the job-related barrier created by the employee's disability.
• Undue Hardship: This is a high legal bar, meaning the accommodation would cause significant difficulty or expense for the employer. This analysis considers the company's size, financial resources, and the nature of its operations. A minor cost or inconvenience does not constitute an undue hardship.

The process for determining an appropriate accommodation is the ADA interactive process—a collaborative dialogue between the employer and the employee. This process is mandatory, and a failure to engage in it is a common source of legal liability. A comprehensiveADA Training & Certification Program dedicates significant time to mastering this crucial dialogue.

Categories of Accommodations and Practical Examples

ADA workplace accommodations are highly individualized and should be tailored to the specific needs of the employee and the demands of their job. They generally fall into three main categories:

1. Modifications to the job application process.
2. Changes to the work environment or to the way the job is performed.
3. Adjustments to ensure equal access to the benefits and privileges of employment.

Here are detailed examples across various types of disabilities that HR professionals should be familiar with.

1. Accommodations for Physical Disabilities and Mobility Impairments

This category includes individuals who may use a wheelchair, have arthritis, have a back injury, or have other conditions that affect movement, stamina, or dexterity.

• Modifying the Physical Workspace:
• Example: Providing a reserved parking space close to the office entrance for an employee with limited stamina.
• Example: Installing an automatic door opener for an employee who uses a wheelchair or crutches.
• Example: Adjusting the height of a desk or workstation to accommodate a specific chair or standing needs.
• Example: Ensuring all common areas, such as breakrooms and restrooms, are accessible and pathways are clear of obstructions.
• Providing Ergonomic Equipment:
• Example: Supplying an ergonomic chair, keyboard, or mouse for an employee with carpal tunnel syndrome or a repetitive stress injury.
• Example: Providing an anti-fatigue mat for an employee whose job requires long periods of standing.
• Job Restructuring:
• Example: Reallocating marginal (non-essential) job functions. For a warehouse worker with a lifting restriction of 20 pounds, the marginal task of occasionally moving 50-pound boxes could be assigned to another employee.
• Flexible Scheduling and Location:
• Example: Allowing an employee with a physically demanding commute to telework for part of the week to conserve energy.
• Example: Permitting more frequent breaks for an employee to stretch or rest.

2. Accommodations for Vision and Hearing Impairments

These accommodations focus on providing alternative ways to access information that is typically presented visually or audibly.

• For Employees with Vision Impairments:
• Example: Providing screen-reading software (like JAWS) that vocalizes what is on a computer screen.
• Example: Supplying a large-print keyboard or a larger monitor.
• Example: Ensuring company software and websites are compatible with screen readers.
• Example: Providing documents in an accessible format, such as large print, Braille, or an electronic format.
• Example: Installing brighter, non-glare lighting in the employee’s workspace.
• For Employees with Hearing Impairments:
• Example: Providing a sign language interpreter for important meetings, interviews, or training sessions. This is a very common and often required accommodation.
• Example: Offering communication access real-time translation (CART) services, which provide a live transcript of spoken dialogue.
• Example: Supplying an amplified phone headset or a TTY device.
• Example: Using visual alerting systems for emergencies, such as a flashing light connected to the fire alarm.
• Example: Relying more on written communication, such as emails and instant messaging, for daily interactions.

3. Accommodations for Mental Health Conditions

Mental health conditions like anxiety, depression, and PTSD are covered under the ADA. Accommodations are often focused on managing stress, concentration, and social interactions.

• Modifying the Work Environment:
• Example: Providing a private or quiet workspace to reduce distractions for an employee with anxiety or attention-deficit/hyperactivity disorder (ADHD).
• Example: Allowing the use of noise-canceling headphones to help with focus.
• Flexible Scheduling:
• Example: Granting a flexible schedule to allow an employee to attend therapy appointments.
• Example: Allowing an employee with depression that causes morning fatigue to start their workday later.
• Example: Providing more frequent but shorter breaks for an employee to use coping techniques to manage stress.
• Changes in Supervisory Methods:
• Example: Providing instructions and feedback in writing rather than verbally for an employee who has difficulty with auditory processing or memory.
• Example: Breaking down large assignments into smaller, more manageable tasks and deadlines.
• Example: Scheduling regular check-in meetings to provide feedback and support.
• Leave as an Accommodation:
• Example: Granting unpaid leave for an employee to attend an intensive treatment program. Understanding how this interacts with FMLA is a key skill learned in programs like theIntegrating FMLA, ADA, COBRA, And Workers' Compensation Training & Certification Program.

4. Accommodations for Chronic Illnesses and Medical Conditions

This includes conditions like diabetes, cancer, multiple sclerosis (MS), and autoimmune disorders, which can have unpredictable symptoms like fatigue, pain, or a need for frequent medical care.

• Flexibility in Schedule and Location:
• Example: Providing a robust telework option for an employee undergoing chemotherapy who may be immunocompromised or experiencing fatigue.
• Example: Allowing an employee with diabetes to take breaks as needed to monitor blood sugar, administer insulin, or eat.
• Modifying the Workspace:
• Example: Providing a refrigerator in or near the employee's workspace to store medication.
• Example: Ensuring the employee has a private space to administer medication or check vital signs.
• Leave for Treatment and Recovery:
• Example: Granting intermittent leave for an employee with MS to attend physical therapy or manage flare-ups. This often runs concurrently with FMLA, making knowledge from anFMLA Training & Certification Program essential.
• Example: Providing a block of leave for surgery and recovery. It is critical to understandReinstatement Rights Under The ADA's Reasonable Accommodation Rules upon their return.

5. Reassignment: The Accommodation of Last Resort

When an employee can no longer perform the essential functions of their current job, even with accommodations, the ADA requires the employer to consider reassignment to a vacant position for which the employee is qualified.

• Example: A delivery driver who develops a seizure disorder and can no longer drive safely may be reassigned to a vacant clerk position in the warehouse that does not require driving, provided they are qualified for that role.
• Important Note: The employer does not have to create a new position or bump another employee. The employee must be qualified for the new role, but they do not need to be the most qualified candidate.

How to Identify and Implement Effective Accommodations

Having a list of examples is helpful, but the real skill lies in applying them. This is where the ADA interactive process becomes your most important tool. A well-executed interactive process, a skill honed through ADA certification, will guide you to the right solution.

Step 1: Recognize the Request and Begin the Dialogue

As soon as an employee indicates they are having trouble at work due to a medical condition, the process begins. Train your managers to recognize these triggers and to respond with supportive, open-ended questions like, "How can we help?" before escalating the matter to HR. Remember, a core part of your ADA employer requirements is simply to listen.

Step 2: Gather Necessary Information

In a confidential meeting, talk with the employee about the specific challenges they are facing.

• What job tasks are difficult?
• What are their functional limitations?
• Do they have ideas for what might help? (Often, the employee is the best source of ideas).

If the disability or need for accommodation is not obvious, you may request ADA medical documentation. A certified professional knows to make this request narrow: you only need information that confirms the disability and explains the need for an accommodation. You do not need the employee's entire medical history.

Step 3: Explore and Brainstorm Solutions

Using the information gathered, explore potential ADA workplace accommodations. This is a collaborative brainstorming session.

• Consider the employee's suggestions first.
• Use resources like the Job Accommodation Network (JAN) for ideas.
• Think creatively. A solution might be a combination of several smaller adjustments.

Step 4: Choose and Implement the Accommodation

The employer has the right to choose among effective accommodations. You are not required to provide the employee's preferred accommodation, but the one you choose must be effective in removing the workplace barrier.

• Once an accommodation is chosen, implement it promptly.
• Document the decision and the rationale behind it. This documentation is critical for demonstrating good-faith compliance.

Step 5: Follow Up and Monitor

An accommodation is not a "set it and forget it" solution.

• Check in with the employee after a few weeks to see if the accommodation is working effectively.
• Be open to making adjustments. The employee's needs or the job duties may change over time. The interactive process is ongoing.

This entire process underscores why advanced ADA compliance training is so valuable. It moves HR professionals from being rule-followers to becoming strategic problem-solvers, an outcome emphasized in courses like theCertificate Program For FMLA, ADA, and PWA Compliance. It's important to note that all employers and employees need to understandWhich Employers And Employees Are Subject To The ADA?, as well as new regulations like those covered in aPWFA Training & Certification Program.

Conclusion: Accommodations as a Tool for Inclusion

ADA workplace accommodations should not be viewed as a burden or a mere legal obligation. They are a powerful tool for building a diverse, talented, and dedicated workforce. By providing reasonable accommodations under ADA, you are not just complying with the law; you are demonstrating to your employees that you value their contributions and are invested in their success.

A knowledgeable HR professional, particularly one with an ADA certification, is equipped to lead this effort. By mastering the ADA interactive process and maintaining a broad knowledge of potential solutions, you can turn challenges into opportunities. You can retain experienced employees, boost morale and productivity, and create a culture where every individual feels supported and empowered to do their best work. This proactive and empathetic approach is the hallmark of a truly inclusive and legally compliant organization.