I Need to Request an Accommodation at Work - Part 2

Welcome to Part 2 of our "Accommodations at Work" Series, where we explore both the employer and employee's perspective of the accommodation process. In this article, we'll discuss how to prepare, present, and follow-up on your accommodations request from an employee's perspective.

If you read Part 1 of our "Accommodations at Work" series, you'll know – as an employee – that in order to start the accommodation process off on the right foot, you need to know your rights and understand your needs. Once you've done that, that's two of the biggest pieces of the puzzle completed! Way to go. If you missed Part 1, be sure to refer back to it before continuing with this article.

Next up, the work begins. We'll begin with Step 3 of the process – Prepare Your Request.

Step 3: Prepare Your Request

So, you think you know what you need… how do you present it? 

First, decide on how you want to go about presenting the request. Oftentimes, it’s best to keep things in written form for various reasons, including being able to refer back to the time, day, and specific nature of the request. 

Second, make sure you’re keeping it clear and concise. Don’t feel like you have to go into too much detail to justify your request – your medical details are yours, and you should only feel compelled to disclose what’s absolutely necessary. Outline your challenge, provide specific accommodation suggestions that could help, and tie these accommodations back to your productivity and well-being. For example:

“My ADHD makes it difficult to focus when there’s a lot of activity and noise around me, especially when everyone is on phone calls or chatting. 

Noise-cancelling headphones would be a really beneficial accommodation, as it would allow me to remain focused on the work in front of me without impeding other people’s activity. 

Plus, it would help manage my anxiety and frustration if I could continue making progress on my projects, rather than being distracted and losing focus.”

Step 4: Have the Conversation

You’ve done the prep work – now it’s time to see it through. To start the conversation, reach out to your manager or HR to let them know that you need an adjustment, accommodation, or change to your work process due to your medical needs.  “There are no magic words employees must use to request an accommodation,” Brooke Poling, Esq., SHRM-CP says. “So, your request does not need to mention the words ‘ADA,’ ‘accommodation,’ or ‘interactive process.’ But, the clearer you are that you're requesting a reasonable accommodation, the better.”

If you chose to do this in writing, check out JAN’s Accommodation Form Letter for an outline to follow. 

From there, be ready to confidently present your request. This might look like having your request and business reasons outlined with your documentation ready. While not all employers will request documentation, Poling makes a good point: “If your disability is not readily apparent, your employer is allowed to inquire about the nature of your disability and/or request medical documentation from your medical provider.” Keep that in mind as you prepare to have the conversation. 

If you do present medical information, Poling reminds us that employers must keep their employees’ medical information confidential. “Even an employee's manager cannot be provided with medical information unless the employee chooses to tell their manager of their medical condition.” 

Throughout the conversation, keep a cool and level head. Stay focused on the outcome, and be prepared to provide alternative solutions if your first suggestion isn’t immediately accepted. Keep in mind, however, that not all accommodations may be accepted. Poling points out that “employers are not required to provide the specific accommodation an employee proposes if a different, yet sufficient, accommodation exists.” Additionally, this process can take time – sometimes months – depending on the needs and internal policies of your organization. Patience is key when working through this process. 

Step 5: Follow Up and Adjust

If you and your employer land on an agreement, congratulations! You’ve successfully advocated for yourself and worked hard to meet your needs. But the work doesn’t end here. Once you’ve taken the appropriate steps to document and understand your new accommodation, you’ll want to ask yourself – “is this working for me?”

In fact, give yourself time to adapt and evaluate if the accommodations are working. After you get past that initial success-high, are the accommodations meeting your needs? Do you feel like you’ve seen an improvement in your conditions, your frustration, or your challenges? 

Don’t be afraid to revisit the conversation to request modifications or additional support, if necessary. The point of the time and energy you’ve put in up until this point has been to make your life easier and your work experience more fulfilling – not more difficult. 

Wondering what happens if your accommodation request is denied? Stay tuned for next week’s article, where we dive into actions you can take to navigate this process. 

Special thanks to Brooke Poling, Esq., SHRM-CP of Optimal Employee Relations for her contributions to this article. 

Need help framing your accommodation request? Not sure where to start? Beyond Neurodiversity can help! Our individual coaching services can help you understand your needs, advocate for yourself, and prepare your accommodation request so you can feel confident asking for the support you need. Contact us today to learn more!

The information contained herein is for educational purposes only. It does not constitute legal advice.