Module #2

The ADA and Reasonable Accommodations

 

LESSON #4: BEYOND THE ADA: CREATING UNIVERSALLY DESIGNED WORK ENVIRONMENTS

Initial Thoughts:

Think about your work environment.  Whether it is a home office or a cubicle in a large corporate setting, you likely have made accommodations for yourself that help you do your job.  Perhaps it is the placement of your computer monitor and mouse.  Perhaps you have your own coffee pot to brew your favorite blend.  Consider the following questions.  What changes or customizations have you made in your work environment?  Why did you make the changes?  Have your personal adaptations helped you complete your work more effectively or efficiently?  Is the quality of your work better?

In the prior lessons, you learned about the Americans with Disabilities Act (ADA) and reasonable accommodations. In this lesson, you will learn about "Universal Design".  Universal Design moves beyond legal requirements to best practices.  Improving the workplace environment for all employees, regardless of disability, results in improved job satisfaction and productivity for all employees.

What Is Universal Design?

Universal Design is defined as "the design of products and environments to be usable by all people, to the greatest extent possible, without the need for adaptation or specialized design" (National Center for Universal Design, 2007).  Universal Design philosophy is that human diversity is natural and thus 'one size doesn't fit all.'  In other words, designing environments with human diversity in mind is good design.  In the workplace, the application of universal design can help all employees be more productive, not just the employees with disabilities.

There are 7 Principles of Universal Design.  When applied to the workplace, these seven principles identify the important aspects of the work environment to consider. 

Principle #1:  Equitable Use

The workplace environment should be welcoming to all employees.  To achieve this, designers must consider the many different ways employees may work and interact.  An equitable workplace does not disadvantage or stigmatize any individuals.

So what can you do? Provide a work environment for all employees that is identical when possible, or equivalent when not. Plan for employee privacy, security and safety needs in a manner that does not segregate or stigmatize. Be conscious of the work environment's appeal- is it pleasant for all employees?

Principle #2:  Flexibility In Use 

Employers should determine the degree of flexibility in their employee policies and work environments. Do employees have the option to customize their personal work routines and methods?   When organizations allow employees to complete their work in a way that matches their learning and work preferences and strengthens their talents and abilities, productivity improves.

So what can you do? Expect differing employee work styles and preferences. Provide choice in methods when possible.

 

Principle #3:  Simple & Intuitive Use

Workplace expectations, requirements, and equipment should be easy to understand.  Does the workplace have archaic policies, procedures, or equipment that are no longer applicable or useful?  Is the organizational structure or work system (routines and protocols) unnecessarily complex?  Often, when employers simply reflect on the unnecessary and complicated aspects of the work environment, they are able to devise straightforward, equally effective solutions.

So what can you do? Review employee handbooks for policies and procedures that are no longer applicable (e.g. maps of the fire escape routes that have not been updated since the latest remodel of the building). Review current work routines. Do they make sense or do they continue to be the same because "it has always been done this way"?

 

Principle #4: Perceptible Information

The principle of perceptible information refers to communication.  Communication between employees and employers is critical.  However, due to differing learning and communication styles, communication can be affected by ambience (i.e. background noise) or differing sensory abilities.  For example, individuals with sight limitations may struggle with print communication (both online and on paper) without accommodations and likewise individuals with hearing limitations may struggle with verbal communication.  It is important for employers to consider how organizational communication can be maximized to promote productivity. 

 

So what can you do? Think about the ways in which you share important company information.  Avoid embedding important company information in a long email sharing information about other topics.  Important information should be available in multiple formats (e.g. email, voice mail, and announcement). Think about the types of employee interactions required.  If the type of work requires employee collaboration, how do you support collaborative interactions?  If you choose computer-based and/or face-to-face collaborative structures, are they accessible to all your employees.

 

Principle #5:  Tolerance For Error 

Consider and plan for the workplace mishaps. The principle of Tolerance for Error refers to elements in the workplace intended to minimize the adverse consequences of accidental or unintended actions.  Are there anticipated hazards or pitfalls in the workplace?  How could they be prevented?  Are employer reactions to accidental or unintended actions reasonable and appropriate?

So what can you do? Follow safety precautions and routines in all shared spaces such as hallways, restrooms, and work rooms (e.g. placement of fire extinguishers are uniformly mounted in obvious locations and storage of hazardous materials follows all safety precautions).  Review your policies and procedures for review of employee performance.  Do your polices and procedures incorporate opportunities for providing employee feedback? Consider required job functions and the protocol of consequences for employees that do make mistakes.  Is there a way for employees to recognize and correct their own mistakes without dire consequences?

 

Principle #6: Low Physical Effort 

Ergonomic design, minimizing unnecessary repetitive motions, and convenient placement of workplace materials are all examples of how the physical effort can be reduced.  The workplace environment should be designed such to maximize efficiency and comfort.

So what can you do? Consider employee work spaces. Can employees customize their work spaces to be personally convenient? Consider the work tasks and the physical effort required. Are there ways in which the physical effort could be minimized, such to benefit all employees??

 

Principle #7: Size And Space For Approach And Use 

Regardless of the individuals' body size, posture, or mobility, their spatial surroundings are important. The approach or path used for moving about the workspace should be free from barriers and ample for moving freely as needed for work.  Materials or objects needed for work should be easily accessible, thus minimizing unnecessary reach or dexterity. Finally, the workspace should be functional for all employees.

So what can you do? Look around the work environment. Are the paths around and between work space clear? Are boxes and files stored in the pathways? If the pathways are cluttered, take action to clear pathways for everyone's benefit. Review the storage of essential work materials. Items that need to be frequently replenished (e.g. pens, tablets, and paper clips) should be stored in a convenient, accessible location. Ask the employees about the functionality of their work space. Are there changes that could be made to make the work environment more functional for individuals as well as the group of employees?

 

Let's Apply Some Of These Principles Related To Universal Design:

The examples below pose a possible scenario. Click on each scenario to open, then choose the best solution.

 Thinking about office layout...

You are redesigning the office layout and purchasing new cubicles.  One of your employees uses a wheelchair.  Another employee has told you she is easily distracted by the office traffic.  What should you do?  How can you decide upon an office layout this is welcoming for all employees, equitable, and supports their individualized work needs?  Choose the best answer from below. a. Purchase standardized cubicles for all employees except these two employees.  For the employee who uses a wheelchair, purchase a larger cubicle with a wider entry.  For the distractable employee, purchase a cubicle with taller walls. b. The employee who uses a wheelchair must have an adapted cubicle because the workplace is required to be accessible.  The other employee needs to learn to focus, perhaps she could use headphones.  The remaining employees can use the standard cubicles c. Purchase cubicles that are slightly larger in size, have wider doorways, and have higher walls for all employees.  d. Purchase standardized cubicles for all employees.  Everyone must be treated the same.

 Thinking about work policies...

According to company policy, employees recieve a 30 minute break for every 4 hours worked.  Due to persistent health concerns, one employee has requested a break after every hour of work. What do you do?  Choose the best answer from below. a. Tell the employee that you must strictly adhere to company policies.  Furthermore, in order to reduce confusion and envy among coworkers, breaks will occur on a predetermined schedule with each employee taking the allotted 30 minutes in a single block of time. b. Tell the employee that everyone gets a 30 minute break; he can choose when to take it, but he only gets one break. c. Tell the employee that he can break his 30 minute break into 4 shorter breaks.  As long as he doesn't take longer than 30 minutes, he can work with his coworkers and supervisor to design a break schedule that fits his needs.

 Thinking about supervision...

You have a new employee with intellectual disabilities who has difficulty remembering multiple tasks.  What would help this new employee as well as benefit other employees? Choose the best answer from below. a. Give the employee one direction at a time.  After the employee completes a task, he returns to his supervisor for the next task. b. Continue to give the employee multiple tasks at a time.  After continued practice, the employee will gain memory skills.  If the employee's memory does not improve, then he may need to find work elsewhere. c. Give the employee a checklist of the tasks for the day.  The tasks are listed in order and as the employee completes a task, he checks the task off as completed and moves on to the next task.  d. Give the employee a thorough description of the tasks to be completed and why each of them is important.  If the employee has a better understanding of the "big picture" of the scope of the tasks, the employee will be better able to remember all of the tasks.

 Thinking about communication...

You own a marketing firm and need employees to collaborate on each advertising campaign.  You have an employee that has recently lost her hearing due to an accident.  She has returned to work and is learning how to best adapt to her new disability.  How can you support her return to the work environment as a fully productive collaborative team member? Choose the best answer from below. a. Set up a computer-based system that supports chat rooms, e-mail collaboration. This system will enable her to instantly share her contributions with the team without needing to hear their voices. b. Hire a full time interpreter for her.  The interpreter will use sign language to translate the team's spoken words and also interpret the employee's signs into spoken words for the team. c. Create a new position for her that requires little to no communication with other employees.

  

 

return to top | previous page | next page