Accessibility in the workplace

Last updated: March 4, 2026

Workplace accessibility entails applying inclusive design principles to work environments and leveraging assistive technology so people with disabilities can perform their jobs to the best of their abilities. This guide explains how to proactively make a workplace more accessible and respond to reasonable accommodation requests.

Accessibility in the workplace key takeaways:

• Per the Americans with Disabilities Act (ADA) and other state laws on accessibility in the workplace, employers must generally approve reasonable accommodations for applicants and employees with disabilities.
• Reasonably accommodating employees with disabilities can take the form of physical adjustments to the workplace or workstation, as well as modified schedules and policies.
• Screen readers, live captioning and other assistive technology can help organizations recruit top talent and make sure all individuals – those with disabilities or otherwise – feel comfortable and included throughout their tenure.

People with apparent and unapparent disabilities make up a valuable part of the workforce. Many of them have in-demand talents, such as the ability to innovate, embrace new opportunities or provide fresh perspectives to problems. However, inaccessible recruitment processes and workplaces can lead to underutilization of their skills. To attract the best talent, employers must prioritize accessibility in the workplace and leverage inclusive design principles, which recognize that disabilities can be temporary, situational or permanent.

What is accessibility in the workplace?

Accessibility in the workplace is the removal of barriers so all employees and applicants, including those with disabilities, can perform their best work and fully participate in their work lives. Achieving this goal may mean adjusting the work environment or leveraging assistive technology.

Employers may also have a legal duty to accommodate people with disabilities. In such cases, they should examine the wide range of factors impacting accessibility and adjust their workplace accordingly.

What are examples of workplace adjustments to improve accessibility?

Improvements in workplace accessibility can take any of the following forms:

• Physical changes – Installing an entrance ramp and automatic door openers or creating a fragrance-free environment
• Modified schedules – Supporting flexible attendance or work hours, including remote or hybrid options when appropriate
• Amendments to policies – Allowing service animals on the premises or altering when or how tasks are performed
• Modified workstations – Providing ergonomic workstations and arm supports or eliminating fluorescent lighting

Why accessibility is important

An inaccessible workplace may create legal and compliance risks for businesses. Under the ADA, employers with 15 or more employees must provide reasonable accommodations to qualified applicants and employees with disabilities, unless doing so would cause an undue hardship or create a direct threat. Many states have similar requirements, some of which cover employers with one or more employees. Failure to comply with these laws can result in litigation and financial penalties.

Additionally, making a workplace more accessible may attract talented people with disabilities to the organization. These individuals often bring unique perspectives and life experiences that can help employers tackle their greatest business challenges in new ways.

How to create an accessible workplace

Accessible workplace design considers the potential barriers people may encounter and devises ways to address them. Basic universal and inclusive design principles include:

• Flexibility – Allow people to perform their jobs via the methods that work best for them.
• Error tolerance – Determine how people can circumvent expected challenges.
• Intuitiveness – Make workplace procedures easy to understand.
• Perception – Ensure information and environments can be perceived, understood and navigated in multiple ways.
• Effort – Minimize the physical effort required to perform a task.
• Equity – Ensure everyone has fair access to resources regardless of their abilities.

Responding to requests for reasonable accommodations

Businesses covered by the ADA or a similar state law must respond to accommodation requests from employees or applicants with disabilities. It’s vital for employers to engage requesters in the interactive process, which is a two-way conversation about the barriers that may exist and the reasonable accommodations (if any) that would allow people to perform their essential job duties. Unnecessary disclosures of medical diagnoses are not permitted during this discussion.

Any accommodations agreed to as a result of the interactive process must be reasonable and effective, i.e., they remove workplace barriers without imposing an undue hardship on the employer or creating a direct threat. If more than one accommodation is effective, the employer may implement the least expensive or simplest option. Requesters are not entitled to their chosen accommodation.

Note: Employers should work closely with their HR business partners and legal counsel when engaging employees in the interactive process and determining what accommodations may constitute an undue hardship or direct threat.

Recruiting and retaining people with disabilities

Employers must intentionally develop accessibility strategies to recruit the most talented people possible, including those with disabilities, and ensure they feel supported and included once they're on the job. Here’s how:

1. Create policies and procedures that account for disabilities and secure buy-in from senior leaders. Their commitment to improved workplace accessibility can go a long way in helping the organization retain talent.
2. Train existing employees so they understand how to make the culture and workplace disability-friendly. People who know the facts about accommodations, accessibility and inclusion may be more understanding and compassionate.
3. Ensure that recruitment and interview processes are accessible to individuals with disabilities. For instance, employers might provide captioned video interviews or screen reader-compatible application systems.
4. Determine what accessibility adjustments may be needed to create equal opportunities for employees and candidates with disabilities. Then continue to reevaluate accessibility in the workplace throughout their careers – from onboarding and training to professional development and beyond.
5. Consider adopting relevant assistive technology (AT) to enhance the user experience for people with accessibility needs. Examples include screen readers, adaptive keyboards, live captioning and voice command.

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Frequently asked questions about workplace accessibility

ADP Editorial Team The ADP editorial team is comprised of human resource professionals with extensive experience solving complex HR challenges for businesses of all sizes.

This article is intended to be used as a starting point in analyzing accessibility workplaces and is not a comprehensive resource of requirements. It offers practical information concerning the subject matter and is provided with the understanding that ADP is not rendering legal or tax advice or other professional services.