Training Managers on Adjustment Responsibilities | WPA India

Line managers are the first point of contact for employees who need support at work, including workplace adjustments to enable them to perform at their best. Yet many managers feel unsure about their responsibilities, what constitutes a reasonable adjustment, or how to implement changes confidently. Training line managers effectively is crucial to fostering an inclusive, compliant, and high-performing workplace.

Why line manager training matters

Line managers hold a pivotal role in workplace adjustments because they:

• Understand day-to-day employee tasks and challenges.
• Spot early signs of discomfort, fatigue, or reduced productivity.
• Influence team culture and employee confidence in raising needs.
• Are often tasked with authorising or escalating adjustment requests.

Without proper training, managers may inadvertently delay support, dismiss concerns, or recommend unsuitable solutions, risking employee health and organisational liability.

Key components of effective adjustments training

1. Understanding legal responsibilities

Managers need clear knowledge of:

• The employer’s duty to make reasonable adjustments under equality legislation.
• The types of health conditions or disabilities that may require adjustments.
• How to respond appropriately when employees disclose conditions or discomfort.

This prevents unintentional discrimination and builds employee trust in management.

2. Recognising signs and proactive support

Employees do not always openly request adjustments, often due to fear of stigma or appearing “difficult.” Training should equip managers to:

• Recognise signs of musculoskeletal discomfort, fatigue, or mental health challenges.
• Approach conversations sensitively, asking open-ended questions such as, “How can I support you better with your workload or setup?”

3. Knowing the range of adjustments available

Managers are more confident when they understand the practical options they can offer, including:

• Flexible working hours or patterns.
• Adjustments to tasks or workload distribution.
• Ergonomic equipment such as chairs, desks, mice, and document holders to reduce discomfort and injury risks.

4. Escalation and support processes

Training must outline:

• How to initiate ergonomic assessments.
• Who to consult for specialist equipment or further advice.
• How adjustments are funded and delivered within the organisation.

Practical ergonomic adjustments managers can champion

Ergonomic chairs – Many employees experience back, neck, or hip pain due to unsuitable seating, particularly in hybrid or home setups. Managers can recommend chairs with adjustable lumbar support and seat depth to promote natural spinal alignment and comfort.

Height adjustable desks – Sitting for prolonged periods can lead to fatigue and reduced focus. Managers should understand how sit-stand desks empower employees to switch postures throughout the day, supporting both wellbeing and productivity.

Ergonomic mice and keyboards – Repetitive strain injuries are common in office-based roles. Managers can advocate for ergonomic mice and keyboards that maintain a neutral wrist position, preventing pain and improving efficiency.

Document holders and laptop risers – For employees who work with physical documents or laptops, these simple additions reduce neck strain by bringing screens and documents to eye level.

Building confidence in adjustment conversations

Training should include practical exercises, such as:

• Role-playing conversations with employees raising adjustment needs.
• Reviewing real case studies to identify appropriate adjustments.
• Exploring when to seek external assessments versus implementing quick ergonomic solutions.

This empowers managers to act swiftly and knowledgeably.

Creating a culture of inclusion and trust

When managers are confident in their adjustment responsibilities:

• Employees are more likely to disclose discomfort early, preventing long-term injury or sickness absence.
• Teams develop a culture of openness, where adjustments are normalised rather than stigmatised.
• Productivity improves as employees can perform tasks comfortably and efficiently.

The business benefits

Organisations with well-trained managers experience:

• Reduced sickness absence and related costs.
• Lower risk of legal challenges or non-compliance penalties.
• Increased employee engagement and retention, particularly among disabled or neurodivergent staff.

Continuous learning and support

Adjustment training should not be a one-off session. Embedding refresher training, manager toolkits, and accessible internal resources ensures knowledge stays current and action-focused.

Providing managers with ergonomic catalogues or online product guides further equips them to recommend suitable solutions confidently. For example, showing images and specifications of chairs, desks, mice, and document holders streamlines decision-making and speeds up adjustments.

Moving forward

Investing in training line managers on adjustment responsibilities is a crucial step towards building an inclusive, high-performing workplace. By equipping managers with knowledge of legal obligations, practical ergonomic solutions, and supportive communication strategies, organisations can protect employee wellbeing and drive productivity.

Explore our range of ergonomic chairs, height adjustable desks, ergonomic mice, and document holders to support your line managers in delivering effective adjustments that help every employee thrive.