Signs It’s Time to Arrange a Work-Based Assessment for a Visually Impaired Employee

By Dan Morgan-Williams, Founding Director of Visualise Training and Consultancy

When an employee experiences sight loss, even small changes in their daily tasks can have a significant impact on their comfort, efficiency, and confidence at work. But knowing exactly when to step in and arrange a work-based assessment can be tricky for employers, HR teams, and occupational health professionals. Wait too long, and you risk losing valuable skills, damaging morale, or even breaching your legal obligations. Act too soon, and you may worry about overstepping or making assumptions.

The truth is, there are clear signs that signal it’s time to act — and when you recognise them early, arranging a workplace assessment for sight loss can be one of the most positive and cost-effective decisions you make.

In this guide, we’ll explain exactly what a work-based assessment involves, why timing is crucial, and the key indicators that it’s the right next step for supporting an employee with a visual impairment.

What Is a Work-Based Assessment?

A work-based assessment is an independent, professional evaluation of an employee’s work environment, tasks, and technology, designed to identify adjustments that will enable them to work effectively with their level of vision.

Typically carried out by a specialist assessor with lived or professional experience of sight loss, the process involves:

1. Consultation with the employee to understand their job role, visual condition, and any challenges they face.
2. Observation of their work environment to identify environmental or ergonomic barriers.
3. Testing of current workplace systems and tools to ensure accessibility.
4. Recommending adjustments – which could be anything from magnification software and better lighting to training on accessible technology or changes to workflows.
5. Providing a written report that outlines the recommendations for the employer, often including costings and implementation advice.

The goal is to create a tailored, practical plan that allows the employee to do their job comfortably, safely, and productively.

Why Early Intervention Matters

Visual impairment in the workplace doesn’t just affect the individual — it can impact team efficiency, customer service, and the business as a whole.

Arranging a work-based assessment at the first signs of difficulty ensures:

– Retention of skilled staff — avoiding the cost and disruption of recruiting and training replacements.

– Legal compliance — under the Equality Act 2010, employers must make reasonable adjustments for disabled employees, and a work-based assessment helps identify what’s reasonable and effective.

– Increased productivity — the right tools and adjustments often lead to better efficiency than before.

– Improved wellbeing — employees who feel supported are less likely to experience stress, anxiety, or depression.

Delaying intervention can result in avoidable performance issues, strained working relationships, and even formal grievances.

Key Signs It’s Time to Arrange an Assessment

1. Struggling with Tasks That Used to Be Easy

If an employee who previously managed their role with ease is now finding everyday tasks more challenging — such as reading documents, navigating software, or finding items in the workspace — it’s a sign their needs have changed.

2. Increased Mistakes or Slower Work Pace

Visual changes can affect accuracy and speed. You may notice more typos, missed details in reports, or longer completion times. This isn’t a reflection of capability — it’s a signal that tools and processes might need adapting.

3. Complaints of Eye Strain, Fatigue, or Headaches

Employees with sight loss often push themselves to keep up by straining their vision, which can lead to further deterioration. This can cause physical discomfort, reduced concentration, and a greater need for frequent breaks.

4. Avoidance of Certain Tasks or Environments

If the employee starts avoiding meetings, certain workstations, or specific tasks, it might be because these settings or duties are visually demanding or inaccessible.

5. Difficulty Using Workplace Systems or Technology

Whether it’s a new software platform or an updated security system, changes to workplace technology can create barriers for employees with visual impairments — especially if accessibility wasn’t considered during procurement.

6. Concerns Raised by Colleagues or Managers

Sometimes others spot the signs before the person affected acknowledges them. Feedback from team members about communication, task completion, or safety concerns should never be ignored.

7. Changes in the Employee’s Vision

Vision can change gradually or suddenly. If the employee reports changes — such as needing more light, struggling in low light, or experiencing blurred central vision — it’s time to review their support.

The Benefits of a Work-Based Assessment

For employers:

– Demonstrates compliance with legal duties.

– Improves staff retention and morale.

– Enhances team productivity.

– Supports diversity and inclusion goals.

For employees:

– Reduces frustration and fatigue.

– Boosts confidence and job satisfaction.

– Provides the right tools to work effectively.

– Shows that their employer values their contribution.

How to Arrange One

1. Choose a qualified assessor — ideally one with experience in visual impairment workplace solutions.
2. Secure funding — in the UK, Access to Work often covers the cost of assessments and recommended adjustments.
3. Book at a mutually convenient time — ensuring the employee feels comfortable and informed.
4. Act on the recommendations — implementation is where the real impact happens.

Common Recommendations That Come Out of an Assessment

– Assistive Technology – screen readers, magnification software, braille displays.

– Environmental Adjustments – improved lighting, anti-glare screens, reorganised workspace.

– Process Changes – reallocating specific visual tasks, adjusting deadlines.

– Training – for both the employee and colleagues on accessibility tools and inclusive practices.

Final Thoughts

Spotting the signs early and acting quickly can make the difference between an employee thriving in their role or struggling unnecessarily. A work-based assessment is not about highlighting limitations — it’s about unlocking potential, ensuring fairness, and creating an inclusive workplace where everyone can contribute at their best.

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