A Guide to Workplace Accessibility
An accessible workplace allows people to do their best work without unnecessary barriers getting in the way. That applies to employees, customers, contractors, and visitors alike.
The way a workplace is planned, how information is shared, the technology people use, and the culture they experience all influence whether a building feels genuinely inclusive. For employers, improving accessibility can help attract and retain talented people, support staff wellbeing, and create a better experience for everyone who uses the space.
In this guide, we’ll look at practical ways to remove common barriers, explain the legal responsibilities employers need to understand, and explore how thoughtful workplace design can support inclusion over the long term.
Why Workplace Accessibility Is So Important
An accessible workplace gives people the opportunity to work independently, safely, and with confidence. When unnecessary barriers are removed, employees can focus on their role rather than the environment around them.
Benefits to the Business
Accessible workplaces open opportunities to a wider range of applicants, helping organisations attract skilled people who might otherwise be excluded. They also support staff retention, particularly as employees’ needs change over time through disability, injury, or age.
With the UK’s workforce continuing to age, many employers are looking at how their buildings can remain practical and welcoming for years to come.
Shape Experiences for Employees & Visitors
A workplace that is easy to navigate sends a clear message that everyone is welcome, building trust and reinforcing an organisation’s commitment to inclusion.
Creating an accessible workplace is truly about designing spaces that are easier to use for everyone, while recognising that different environments, from offices and schools to shops and hotels, each have their own accessibility challenges.
The Legal Responsibilities of Employers
In 1995, the Workplace Disability Act – formally known as the Disability Discrimination Act (DDA) – was introduced to protect the rights of disabled individuals in the UK. While the DDA was a pivotal step forward, it was eventually repealed and absorbed into the more comprehensive Equality Act 2010.
The Equality Act 2010 requires employers to make reasonable adjustments where disabled employees or job applicants would otherwise be placed at a substantial disadvantage. Those adjustments vary depending on the workplace and the individual, but they can include changes to the physical environment, equipment, working arrangements, or the way information is provided.
If you’re planning a new building or making significant alterations to an existing one, accessibility also forms part of the design process. Building Regulations, including Part M, set out requirements for access and use, while BS 8300 provides guidance on creating inclusive environments that are practical for a wide range of users.
The most effective workplaces consider accessibility early, creating spaces that are easier to use, easier to adapt, and more welcoming for everyone.
Note: The Equality Act covers all residents of England, Wales, and Scotland. The DDA still applies to all those residing in Northern Ireland.
Thinking Beyond Physical Access
When people think about workplace accessibility, physical features such as ramps, lifts, and accessible toilets are often the first things that come to mind. They are important, but they are only one part of creating an inclusive workplace.
Some employees may have visual or hearing impairments that affect how they navigate a building or receive information. Others may be neurodivergent, have learning disabilities, or live with long-term health conditions that aren’t immediately visible.
Simple changes, such as clearer signage, quieter spaces, accessible digital documents, or flexible ways of communicating, can make everyday tasks easier without affecting how the workplace functions for everyone else.
Common Barriers to Workplace Accessibility
According to new data from the Department for Work and Pensions (DWP), one in four of the working-age population is disabled, and yet disabled workers are still twice as likely to be unemployed as their able-bodied peers. This highlights the need for fair hiring practices, and for workplaces that are physically and culturally equipped to support everyone.
Some accessibility barriers are built into the physical environment, while others stem from the way workplaces communicate, use technology, or support their employees. Recognition is the first step towards effective removal and/or replacement.
Physical Barriers
Steps, narrow doorways, heavy manual doors, inaccessible toilets, and a lack of step-free access can all limit how people move around a workplace. In multi-storey buildings, the absence of a lift may prevent employees or visitors from accessing key areas altogether.
Sensory Barriers
Poor lighting, excessive background noise, and unclear signage can make workplaces difficult to navigate for people with visual or hearing impairments, as well as those who are sensitive to busy environments.
Small improvements to lighting, acoustics, and wayfinding often have a significant impact.
Digital Barriers
Accessibility extends beyond the building itself. Documents that aren’t compatible with screen readers, inaccessible websites, or software that relies heavily on a mouse can create unnecessary obstacles during everyday work.
Communication Barriers
Information should be easy to understand and available in formats that suit different needs. Clear language, visual information, captions, and flexible communication methods help ensure everyone can participate with confidence.
Cultural Barriers
The workplace culture matters just as much as the physical environment. A lack of disability awareness, assumptions about what people can or can’t do, or uncertainty around reasonable adjustments can discourage employees from asking for the support they need.
An inclusive culture encourages open conversations and recognises that accessibility benefits everyone.
Five Ways to Improve Workplace Accessibility
No two workplaces are the same, and neither are the people who use them. The right improvements will depend on the building, the work being carried out, and the needs of employees and visitors. That said, there are several areas that almost every organisation can review when looking to improve accessibility.
1. Adapt the Physical Environment
The layout of a workplace has a direct impact on how easily people can move through it. Entrances should be step-free wherever possible, with doorways wide enough for wheelchair users and other mobility aids. Corridors need to remain clear, signage should be easy to read, and lighting should support safe navigation without creating unnecessary glare.
Access Lifts for Your Workplace
- Could you improve accessibility with ramps?
- Have you invested in a high-quality commercial lift?
- Could shorter inclines be streamlined with a robust stair lift?
Where a building spans multiple floors, reliable step-free access becomes essential. Modern platform lifts can often be installed with less disruption than many people expect, making them suitable for both new developments and existing buildings where space is limited.
Be sure to check for accessible lift dimensions that meet the requirements of wheelchair users and carers – for example, wider doors, level thresholds or ramps, and handrails are a must.
2. Use Assistive Technologies
Technology can remove barriers that might otherwise make everyday tasks more difficult. Screen readers, speech recognition software, hearing loop systems, and accessible digital documents all help ensure employees can access information in the way that works best for them.
Simple adjustments often have a greater impact than complex systems. Reviewing the accessibility of workplace software, online training, and internal communications can improve the experience for both employees and visitors.
For Neurodivergent Employees
Subtle tech enhancements can improve comfort and focus. Noise-cancelling headphones, colour-coded communication tools, or apps that break tasks into smaller steps can all help tailor the experience to different working styles.
3. Provide Suitable Equipment
The right equipment allows people to work comfortably and independently. Height-adjustable desks, ergonomic seating, specialist keyboards, adapted pointing devices, and monitor arms are all examples of relatively straightforward changes that can support different physical needs.
Accessibility isn’t always about specialist equipment either. Sometimes it’s simply about giving employees the flexibility to choose the tools or workstation setup that enables them to do their job effectively.
4. Build an Inclusive Culture
An accessible workplace depends on people as much as the physical environment. Employees should feel comfortable discussing accessibility requirements without worrying about stigma or negative assumptions.
Building disability awareness across the organisation helps managers and colleagues respond with confidence when adjustments are needed. Encouraging open conversations, using inclusive language, and recognising that not every disability is visible all contribute to a workplace where people feel respected and supported.
5. Offer Flexibility
Where a lack of ramps or lifts can act as a barrier for disabled workers, for many, overstimulation or rigid schedules can be just as restrictive.
Flexible working hours, hybrid working, quieter spaces, and clear communication can make a significant difference for employees managing long-term health conditions, neurodiversity, fatigue, or caring responsibilities.
Giving people flexibility in how they work allows organisations to support a wider range of needs while creating an environment where employees can perform at their best.
Find out more about improving workflow and productivity at work →
The Role of Platform Lifts
Moving between floors can present one of the biggest accessibility challenges in a workplace. If key facilities, meeting rooms, or workspaces are only accessible by stairs, some employees and visitors may be unable to use the building independently.
In some cases, relocating services to the ground floor or installing a ramp may be practical. Where changes in level can’t be avoided, a platform lift often provides the most effective long-term solution. Today’s commercial platform lifts are designed to fit into a wide range of buildings, including existing workplaces where space or structural constraints make conventional lifts less suitable.
Choosing the right lift depends on factors such as travel height, available space, expected usage, and the needs of the people using the building. Taking these into account early can help create a workplace that remains accessible as requirements change over time.
Accessibility Benefits Everyone
Accessibility is often associated with disability, but well-designed workplaces make everyday life easier for a much wider range of people.
- Step-free entrances help wheelchair users, but they’re just as useful for parents with pushchairs, delivery drivers moving equipment, or visitors carrying heavy bags.
- Clear signage benefits someone with a visual impairment, while also helping first-time visitors find their way around an unfamiliar building.
- A lift might be a permanent requirement for one employee, but invaluable to another recovering from surgery or managing a temporary injury.
This approach is known as universal design. As workforces become more diverse and people remain in employment for longer, workplaces need to accommodate changing needs without requiring constant adaptation. Taking accessibility into account also strengthens recruitment, giving employers access to a broader pool of talent and demonstrating that inclusion is considered from the outset.
Funding Support – Access to Work Scheme
For employers and employees looking to improve workplace accessibility, the Access to Work scheme offers valuable financial support. Run by the UK government, the scheme is designed to help disabled people or those with long-term health conditions overcome accessibility issues in the workplace.
Support is available for a wide range of adjustments – from specialist equipment and assistive technology to travel arrangements and workplace adaptations. In many cases, this includes contributions towards the cost of access lifts or other mobility solutions where access is otherwise limited.
Eligibility is based on individual need rather than company size or sector, and employers are not required to apply on behalf of the employee. For those meeting the criteria set out under the Workplace Disability Act and the Equality Act, Access to Work can make inclusive improvements much more achievable.
Our Own Commitment to Inclusivity
For more than 30 years, we have helped organisations improve accessibility across workplaces, public buildings, and commercial environments throughout the UK. Our team works with employers, architects, contractors, and facilities managers to recommend platform lift solutions that suit the building, the people using it, and the relevant accessibility requirements.
As a registered Disability Confident employer, Gartec is part of a national movement helping businesses recruit, retain, and support disabled people. Backed by the UK government and developed with input from disabled people and employers alike, the scheme encourages inclusive hiring and positive workplace change. It reflects our commitment to accessibility not just in the solutions we offer, but in how we work as a business.
Explore our commercial lift range or get in touch to discuss your project.
Prioritise Accessibility in Your Workplace
Creating an accessible workplace is an ongoing process, not a one-off project. The best results come from considering accessibility early, removing barriers where possible, and designing spaces that work for the people who use them every day. Compliance plays an important role, but thoughtful design goes further. It creates workplaces where more people can work independently, feel welcome, and contribute with confidence.
If you’re planning improvements to your workplace or would like advice on platform lift solutions, the Gartec team is here to help.
FAQs About Workplace Access
| Does every workplace legally need a lift? | Not necessarily. The Equality Act 2010 requires employers to make reasonable adjustments to remove barriers for disabled people, but it doesn’t prescribe a specific solution. In some buildings, changes to the layout or relocating facilities may be appropriate. Where access between floors is required, a platform lift is often the most practical way to provide independent, step-free access. |
| What’s the difference between reasonable adjustments and Building Regulations? | Reasonable adjustments are an ongoing legal duty under the Equality Act. They require employers to remove or reduce barriers where practical for disabled employees and visitors. Building Regulations, including Part M, apply to new buildings and certain building work, setting minimum standards for accessibility within the built environment. |
| What if my building is listed? | Improving accessibility in a listed building is often possible, although additional planning and listed building consent may be required. Compact platform lifts and other sympathetic access solutions can frequently be integrated while preserving the character of the building. |
| Can accessibility improvements be phased? | Yes. Many organisations improve accessibility over time rather than completing every change at once. Starting with an accessibility audit can help identify the areas likely to have the biggest impact, allowing improvements to be prioritised as budgets and building projects allow. |
| How can I identify accessibility barriers in my workplace? | An accessibility audit is often the best place to start. Reviewing how employees, visitors, and customers enter, move through, and use your workplace can highlight barriers that might otherwise go unnoticed. Speaking to the people who use the building every day can also provide valuable insight into where improvements are needed. |