Published on:

07 July 2025

Updated on:

27 June 2025

Read time:

Iyna Fiaz

Group People Director

Annabel Baker

People Advisor

Workplace accessibility laws have changed significantly in recent years. If you're still referring to the Disability Discrimination Act (DDA) in your workplace policies, it's time for an update.

The DDA, which was groundbreaking legislation when introduced in 1995, has been replaced by the more comprehensive Equality Act 2010 in Great Britain (England, Scotland, and Wales).

From DDA to Equality Act: workplace accessibility requirements

The Equality Act consolidates various anti-discrimination laws into a single framework, offering broader protections while maintaining and strengthening the rights previously covered under the DDA. This legislation places clear obligations on employers to create accessible office environments for people with disabilities.

Important note for businesses operating in Northern Ireland: The DDA still applies in Northern Ireland, as the Equality Act 2010 does not extend there. If your business operates across the UK, you'll need to comply with both sets of regulations.

Understanding "reasonable adjustments" under the Equality Act

The Equality Act requires employers to make "reasonable adjustments" to ensure people with disabilities aren't disadvantaged at work. This duty is anticipatory, meaning businesses must proactively consider accessibility needs.

Reasonable adjustments typically include physical changes (ramps, automatic doors), equipment provision (adjustable desks, specialised technology), policy adaptations (flexible hours, modified duties), and communication support (Braille, large print). The best approach combines individual accommodations with creating an environment that works better for everyone.

The transition from the DDA to the Equality Act represents more than just a legal change, it reflects our society's evolving understanding that workplace accessibility isn't an accommodation; it's a fundamental right.

Iyna Fiaz, Group People Director

Why workplace accessibility matters

While legal compliance is essential, forward-thinking organisations recognise that accessible design delivers substantial business benefits beyond risk mitigation.

Expanded talent pool

The employment rate for people with disabilities remains significantly lower than for non-disabled people. According to the government statistics, the disability employment rate was 53.0% in Q2 2024, compared to 81.6% for non-disabled people. By creating genuinely accessible offices, businesses can tap into this underutilised talent pool, gaining access to valuable skills and perspectives that might otherwise be missed.

Organisations with strong accessibility practices often report greater success in recruiting and retaining talented individuals across all demographics.

Enhanced productivity and reduced absenteeism

Thoughtfully designed accessible workplaces benefit all employees. Features like office lighting, ergonomic furniture, and intuitive wayfinding reduce strain and fatigue for everyone, potentially decreasing absenteeism and improving overall productivity.

Companies making substantial investments in accessibility often experience improved employee retention and satisfaction across their workforce.

Strengthened reputation and brand

Organisations recognised for disability inclusion typically report enhanced employer branding and attraction of talent.

Job seekers increasingly consider a company's inclusive practices when making employment decisions, making workplace accessibility an important factor in attracting qualified candidates across all demographics.

Organisations that excel at inclusion have access to a wider talent pool, experience less turnover, and report higher employee satisfaction across their entire workforce, not just among employees with disabilities.

Annabel Baker, People Advisor

Essential elements of workplace accessibility in physical design

Creating a truly accessible workplace requires attention to multiple aspects of the physical environment. A comprehensive approach addresses all areas where employees and visitors interact with the workspace.

Entrances and reception

First impressions matter, especially for accessibility. A welcoming entrance demonstrates your commitment to inclusion from the moment someone approaches your building.

This starts with:

  • Level access or properly designed ramps with appropriate gradients that comply with building regulations
  • Automatic doors with sufficient width to accommodate wheelchair users and assist those with limited mobility
  • Clear signage with strong contrast and pictograms to help everyone navigate effectively
  • Reception desks with varied heights to accommodate both standing visitors and those using wheelchairs
  • Diverse seating options with and without armrests to provide comfort for people with different needs

Workstations and office layout

The heart of workplace accessibility lies in creating adaptable workspaces that serve diverse needs. Height-adjustable desks are essential, as they accommodate both standing work and wheelchair users while allowing all employees to change positions throughout the day. 

Thoughtful office lighting design includes task lighting to supplement overhead illumination, reducing eye strain and supporting those with visual impairments. Well-designed offices feature circulation paths at least 1200mm wide with regular passing places to ensure smooth movement for everyone.

A consistent, logical layout with clear wayfinding cues helps everyone navigate the space confidently, while quiet zones provide necessary retreats for those with sensory processing sensitivities or neurodivergent conditions. The best office designs consider office acoustics carefully, using materials and layouts that manage sound transmission and minimise distracting background noise.

Meeting and collaboration spaces

Effective workplace collaboration requires thoughtful design that ensures everyone can participate fully. Meeting rooms should include varied seating options with space allocated for wheelchair users as a standard feature rather than an afterthought. 

Hearing loop systems support those with hearing impairments, while good office acoustics minimise disruptive background noise that can make communication challenging. 

Presentation screens should be positioned to be visible from all seating positions, and collaboration technology should support multiple interaction methods including touch, voice, and remote participation.

Communal areas

Social spaces are crucial for culture in the workplace and must be accessible to everyone to create true belonging:

  • Kitchen areas should incorporate counters at various heights with appliances featuring tactile controls and visible indicators
  • Break areas need flexible seating arrangements that accommodate different physical needs and preferences
  • Accessible toilets should be located conveniently throughout the building, not relegated to distant corners
  • Providing appropriate shower and changing facilities demonstrates consideration for all aspects of the employee experience
Creating a culture in the workplace

Emergency provisions

Safety is non-negotiable in office interior design, and accessible emergency provisions are essential for all employees.

  • Install visual fire alarms with flashing lights to complement traditional auditory alarms
  • Provide multiple accessible emergency exit routes usable independently by people with disabilities
  • Make evacuation chairs available where necessary, with staff trained in their proper use
  • Develop Personal Emergency Evacuation Plans (PEEPs) for employees who need them
  • Conduct regular practice drills to ensure everyone knows emergency procedures
  • Provide clear emergency information in multiple formats to accommodate different communication needs

The most successful accessible workplaces are those designed with flexibility and adaptability as core principles. Fixed solutions rarely work for everyone, the key is creating spaces that can easily adapt to different needs.

Iyna Fiaz, Group People Director

Digital workplace accessibility: the often-overlooked dimension

Digital accessibility deserves equal attention as physical accessibility. Internal systems should meet Web Content Accessibility Guidelines (WCAG) standards to ensure all employees can use them effectively.

When planning accessible workspaces, consider both physical and digital needs, provide supports for assistive technology, position digital signage at accessible heights, and implement thoughtful cable management to eliminate tripping hazards.

Strategic placement of power outlets at appropriate heights supports employees with mobility challenges. A well-integrated approach ensures technology enhances rather than limits accessibility.

Designing for different disabilities

While wheelchair accessibility often dominates discussions of office refurbishment, many disabilities are non-visible yet significantly impact how people experience their work environment.

Neurodivergent conditions such as autism, ADHD, and dyslexia can be supported through thoughtful workplace design. This includes quiet zones for focus, reduced visual clutter, and noise-cancelling headphones for auditory sensitivities. Avoid harsh fluorescent lighting that can trigger migraines. For chronic health conditions, provide rest areas, flexible policies, and convenient facilities access.

Support mental health with natural light, biophilic elements, and balanced collaborative/private spaces. A comprehensive approach to workplace design considers these less visible needs alongside more apparent physical accessibility requirements. 

Read more about inclusivity in the workplace

The most common mistake I see organisations make is focusing exclusively on mobility impairments while overlooking neurodivergent needs, sensory processing differences, and chronic health conditions. True accessibility encompasses the full spectrum of human diversity.

Annabel Baker, People Advisor

Case study: Shoosmiths' Birmingham office

OP prioritised accessibility when redesigning UK law firm Shoosmiths' 28,500 sq ft Birmingham office across three floors of 103 Colmore Row. OP created a "destination office space" with universal accessibility features including:

  • Inclusive meeting rooms and facilities for people with physical disabilities
  • Quiet areas with enhanced acoustics for focused work
  • Flexible spaces supporting diverse working styles
  • Furniture options for sitting or standing
  • Sensory-considerate design with natural colours and appropriate lighting
Read the full case study here

Conclusion

Creating an accessible workplace with comprehensive features isn't just about meeting legal requirements though the Equality Act does establish clear obligations for employers.

It's about recognising that good design creates better workplaces for everyone while delivering measurable business benefits. As we continue to navigate changing work patterns and environments, organisations that prioritise workplace accessibility will be better positioned to attract talent, promote innovation, and build sustainable success.

The most forward-thinking leaders recognise that workplace accessibility isn't a box to check, it's a continuous journey of improvement that creates value for employees, customers, and shareholders alike.

Need help enhancing workplace accessibility? Our team of specialists can guide you through every step, from accessibility audits to implementation planning. Contact us today to discuss how we can support your journey toward an inclusive workplace.

Create your inclusive workplace today

Meet the Authors

Iyna Fiaz Group People Director
Iyna Fiaz Group People Director

As Group People Director, Iyna is a strategic leader focused on talent acquisition, development, and engagement. She excels at building high-performing teams and inclusive cultures. Her passion for empowering employees enables her to foster an environment where people thrive. Iyna is dedicated to cultivating a workplace where employees feel valued, inspired, and empowered.

Annabel Baker People Advisor
Annabel Baker People Advisor

Annabel brings a wealth of expertise in people and culture to our team, embodying our core values in everything she does. With her people and culture mindset and personable approach, she plays a vital role in supporting our company culture. Annabel's communication skills have made her a trusted resource for both employees and management. Her passion for enhancing workplace experiences and commitment to continuous improvement align perfectly with our laid-back yet highly accountable environment. Annabel is an invaluable addition to our People team as we continue to design and build innovative solutions for our clients.

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