Quick answer
Review the existing assessment for the individual and the actual work, consult them about barriers and agree suitable adjustments. Use accessible instructions and competent advice where needed. Do not infer ability or impose blanket task restrictions from a disability label.
Why a diagnosis does not describe someone’s working day
People with the same condition may have different capabilities, barriers and support needs. HSE’s disabled-worker risk guidance advises reviewing relevant risks and avoiding assumptions and blanket policies.
There is no automatic legal requirement in that guidance for a separate disability-specific risk-assessment form. The existing assessment must, however, properly address relevant risks to the person. A new form is not the outcome; effective support and controls are.
Discuss the work and the barriers with the worker
Ask what makes the task difficult, which arrangements already help and what changes may be useful. Keep the discussion focused on work. Do not make assumptions about motivation, intelligence or safety from a communication style or condition.
HSE’s reasonable-adjustment guidance describes consultation and appropriate specialist help. Where clinical advice is sought, use a suitable consent and information-sharing process rather than requesting unrestricted medical details.
| Barrier to discuss | Possible adjustment to consider | Check with the individual |
|---|---|---|
| Access or reach | Layout or equipment changes. | Can the task and escape arrangements be used safely? |
| Complex instructions | Clear sequence, accessible format or demonstration. | Is the meaning understood and usable during work? |
| Unpredictable task changes | Clear priorities and an agreed way to communicate changes. | Does the arrangement support the actual work? |
| Work pattern or workload | A suitable scheduling or task adjustment. | Is it effective and sustainable for this person and operation? |
Make instructions clear and check understanding
Ask about the worker’s preferred practical format. Options may include a concise written sequence, pictures, demonstration or assistive technology. Check understanding through discussion or practice, rather than assuming that signing a document proves it was accessible.
HSE’s training guidance supports instruction appropriate to people and their work. These approaches can help many workers; they should not be prescribed to every person with a particular condition.
Use the correct adjustment duty and review the result
Reasonable adjustments are a legal issue as well as a way to manage safety. For GB, use HSE’s adjustment guidance and appropriate equality advice. NI has a separate disability employment framework, explained in nidirect’s reasonable-adjustment guidance; do not assume the Equality Act 2010 is the NI employment framework.
Record agreed workplace actions, ownership and review arrangements, with appropriate privacy. Check whether the adjustment removes the barrier and whether changes to the work create a new issue. Where implementation takes time, agree suitable interim arrangements.
Example: make a changing task easier to follow
A worker explains that several verbal task changes during a busy shift make priorities unclear. The manager discusses a short written priority list and a single agreed contact for changes, alongside the existing safe method.
They trial the arrangement, ask whether it helps and review it after observing normal work. The decision follows the individual’s stated needs rather than a stereotype about everyone with the same condition.
Common mistakes
- Using health and safety as an unexplained reason to exclude a whole group.
- Choosing an adjustment without asking the person.
- Making instructions accessible but leaving equipment or escape barriers unresolved.
- Sharing personal information more widely than needed.
Next steps
Discuss one task with the worker, identify the actual barrier and agree a specific action and review point. Seek suitable occupational-health, technical or equality advice if the issue requires specialist knowledge.
Read HSE’s workplace-adjustment guidance — The official guidance supports individual consultation and appropriate specialist help rather than a generic course prescription.