Beyond Accommodation: Why Universal Design Is a Smarter Business Strategy

In employment law and human resources, we hear a lot about accommodations, the individual adjustments made in a workplace when a person discloses a disability and requests support to fulfil their duties. While accommodations are critical, the process isn’t always the most efficient or inclusive, and requires a high amount of education on the process. 

As a lawyer, consultant, and someone with lived experience with disability, I want to share why a Universal Design approach offers a stronger foundation for accessibility, innovation, and business success.

The Limitations of the Traditional Accommodations Model

Under the accommodation of disability model, an employee has to disclose a disability in order to requests specific changes to help them do their job. They usually need medical documentation of a diagnosis and proposed accommodations, which requires costly and time-consuming testing, medical notes, and functional assessments. The employer also has a duty to inquire about potential disabilities. The employer is legally required to explore accommodation requests and provide reasonable accommodations up to the point of undue hardship. While this framework protects an employee's human rights, it can be stressful, confusing, and inconsistent in practice.

This process requires all parties to know, understand, and their rights and responsibilities. Too often, the accommodations process breaks down because managers and employees lack the documentation, capacity, knowledge, or confidence to navigate these conversations effectively. The result? Missteps that can lead to delays, disengagement, lost productivity, attrition, medical leaves, or even human rights violations that cost businesses time and money.

I’ve seen in improvements in the duty to accommodate conversation - it is happening earlier. It used to be that employers rarely asked employees if they needed any workplace accommodations. Then it evolved to a place where employers are often asking in the first few months of work. However, this can lead led to delays in getting work done, because items had to be ordered, furniture movers need to be scheduled, and medical documentation needs to be sought and submitted.

Now, many employers are asking at the interviews, or before the interviews. While that is a good practice, some people do not feel comfortable advocating for themselves in early stages of employment because of past experiences where their disability was treated as a liability and they were dismissed or constructively dismissed. Imagine if the interviewing and onboarding experience was as inclusive and accessible to the highest number of people, without special requests?

From my own experience, nearly every workplace accommodation I requested, such as written instructions, adjustable lighting, or flowcharts was met with: “Oh, that’s a good idea for everyone!” And it was! But for me, these weren’t just nice-to-have features, they were essential to my work quality and productivity. Without those things, I was not able to do my job well. 

This experience highlights a key point: neurodivergent employees are often full of valuable insights that can improve the workplace for everyone. Many of us, thanks to our unique wiring, notice patterns and challenges that others might miss, and can offer solutions to make workplaces more accessible.

The problem is, in the current model, we still have to disclose a disability and pay for assessments just to advocate for basic, inclusive practices. We essentially have a complaint-based system. Sometimes employees are not comfortable disclosing their medical information, and go without accommodations, which can lead to performance issues, frequent medical leaves, and quitting or dismissal. There goes the investment in that employee... 

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Universal Design: A Smarter, More Inclusive Alternative

This is where Universal Design (UD) comes in. Instead of reacting to individual needs case by case, Universal Design asks: How can we proactively design environments, processes, and tools that work for everyone, right from the start?

Originating in architecture, UD is now applied to spaces, products, communications, and services. The goal is to ensure environments can be accessed, understood, and used by as many people as possible — regardless of age, size, ability, or disability.

Think of automatic doors and wheelchair ramps: originally installed for people with disabilities, but now widely appreciated by parents with strollers, delivery staff, and others. That’s good design.

The Business Case for Universal Design

Adopting Universal Design principles isn’t just the right thing to do — it’s a smart business move. Here’s why:

• Increased market reach: Universally designed services and spaces attract a wider pool of talent and customers.
  
• Enhanced productivity and innovation: When everyone can engage fully without extra barriers and delays, ideas and collaboration thrive.
  
• Improved employee satisfaction and retention: Inclusive design fosters psychological safety and positive engagement, leading to lower turnover and reduced hiring and training costs.
  
• Stronger compliance and social responsibility: Universal Design aligns with accessibility legislation (such as the Saskatchewan Accessibility Act) and boosts your public image.
  
  

What Universal Design Looks Like in Practice

Universal Design does not always mean expensive overhauls (although sometimes that is needed with dated infrastructure), rather, it’s about simple, thoughtful adjustments in a workplace. It is an investment in a workforce that will stay.

Looking at one type of universal design inclusion, consider these neuro-inclusive practices that can benefit your whole team:

• Communication: Using clear, structured language (i.e. avoiding confusing or ambiguous humour). Providing written instructions, flowcharts, agendas, templates or checklists. Offering meeting summaries, buddy systems, live captions in video meetings, and flexible camera on/off policies.
  
• Environment: Incorporating quiet spaces, natural or adjustable lighting, noise-cancelling tools, adjustable tables, and clearly labelled rooms and storage. Discouraging strong scents.
  
• Flexibility: Offering adjustable work hours, break times/places, and work-from-home options. Delivering training through multiple formats (i.e. live training recorded and transcribed).
  
• Technology: Supporting productivity with tools like text-to-speech, timers, assistive software, and calendar apps.

Importantly, these types of practices don’t need to be complicated or expensive. Many are simple to implement and can become standard. Just as automatic doors or bendy straws were once novel, neuro-inclusive practices can become a norm over time.  

Think of it as a front-end investment that will pay dividends over time. 

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Moving from Accommodation to Universal Design

By embedding Universal Design into your workplace, you reduce the need for employees to disclose disabilities or request individual accommodations for basic needs. This preserves privacy, supports dignity, and streamlines processes, while creating a culture where everyone can do their best work. The accommodations request path can be saved for more complex needs. 

In short, Universal Design is more than accessibility – it’s a path to better business outcomes: greater innovation, higher productivity, and cost savings.

Your people who work with you will have ideas for solutions, but they might needs support from a third party to feel comfortable discussing these more sensitive topics.

At Alanna Carlson Consulting, I help organizations move beyond basic compliance to create environments where all employees can thrive. From Universal Design strategies for the built environment to neurodivergent-friendly practices, I provide tailored management consulting that supports your team, strengthens your culture, and drives real business results.

👉 Let’s connect. Contact me to explore how we can transform your workplace together.