What Happens During a Workplace Needs Assessment?

A Workplace Needs Assessment (WNA) is a supportive, confidential process designed to explore what an individual needs to thrive at work. It’s not a medical appointment or performance review, it’s a collaborative conversation focused on removing barriers and enabling success.

This article walks you through what to expect from the process and how to get the best out of it.

Who Carries Out the Workplace Needs Assessment?

A Workplace Needs Assessment should be carried out by a trained professional, someone who is qualified in workplace needs assessments, neurodiversity and the workplace. It can be useful to have someone who also has lived experience, however, this should sit alongside qualifications as lived experience is only that - an individual experience.

What’s the Purpose of the Assessment?

The goal is simple:

To understand how the person’s condition or experiences are affecting their ability to do their job, and to recommend practical, reasonable adjustments that will help.

These might relate to:

• Communication

• Focus and organisation

• Sensory needs

• Physical environment

• Workload or task structure

• Technology and assistive tools

• Flexible working arrangements

• Support from colleagues or managers

What Happens Before the Workplace Needs Assessment?

You’ll usually be asked to complete a short pre-assessment questionnaire to gather:

• Basic role information

• Any known conditions or diagnoses (if applicable - no diagnosis is required)

• Areas they feel they are struggling with

Usually information will also be gathered from a line manager or HR representative, this is to understand where the starting point is in terms of the current role and working environment. When adjustments are recommended, some are practical, software and hardware for example but others are about flexibility in the way work is done or adjustments to management styles (e.g. communication, instructions and feedback), it is therefore important to have the line manager onboard for this process.

You may choose to share any previous assessments or diagnosis reports you have, this is your choice and they may or may not be relevant. If, for example, your diagnosis reports were written when you were a child or many years ago any information contained in them may be out of date and of very little help.

What Happens During the Workplace Needs Assessment Itself?

Workplace Needs Assessments are usually conducted remotely by video call, lasting 90 minutes to 2 hours. It’s a confidential and supportive call, in a semi-structured interview format. As assessor should come in prepared with questions to ask having reviewed any information you provided prior to the meeting, however, you should also have room to talk and often questions get answered in the general flow of conversation.

You’ll be asked about your current job role, you strengths and challenges you’re facing. You’ll also be asked about past experiences to help understand what may have worked or not for you, patterns you may have noticed which can help form a view as to the recommended adjustments at this point.

If it’s not been covered on the initial form you’ll be asked about office set up or work environment for those not in an office. You’ll be asked about the systems you use, flexibility such as working from home and working styles.

You’ll also be asked what you want to get out of the process and what you would like to be different, what you feel will help you. All of this feeds into ensuring recommendations are bespoke to you.

It’s important to note that whilst you may be sharing background information in this meeting, that will not be shared with your employer, the report will only contain information they need to be able to make practical adjustments.

What Happens After the Workplace Needs Assessment?

You’ll receive a tailored, written report that includes:

• A brief summary of the challenges identified

• A list of reasonable adjustment recommendations, mapped to your role

• Signposting to relevant tools, services, or support (e.g. Access to Work, software, training)

• Practical tips for implementation (for both employee and employer)

This report is designed to:

• Support conversations between employee and employer

• Help employers fulfil their legal duties under the Equality Act 2010

• Ensure support is proactive, consistent, and actionable

At Silk Helix we understand that Workplace Needs Assessments are not one and done, they may need to be repeated when things change, maybe changes in your life or your job role. We also recognise that adjustments may need to be implemented in stages to prevent overwhelm which can occur when making too many changes at the same time and that adjustments may be tried and not always work as expected, we therefore provide follow up support and review meetings for those who need it.

Is the Workplace Needs Assessment Process Confidential?

Yes.

The assessment itself is confidential. The final report will only be shared with the employer with the employee’s consent, reports are always sent to the employee first to confirm consent to send to the employer.

The report will only contain information the employer needs to implement adjustments so a basic list of challenges with more detailed recommendations, just enough for the employer to see why recommendations are being made.

The report is designed to enable the employer to make reasonable adjustments therefore an assessor should work with an employee to ensure that the report is written in such a way as the individual is happy for it to be shared with their employer.

When we do assessments many individuals share that the assessment meeting itself is helpful to them, they talk about feeling heard and understood and how much that alone helps.

What’s the Outcome?

A Workplace Needs Assessment doesn’t just tick a box, it creates a foundation for success.

By the end of the process, employees feel better supported, employers know exactly what’s needed, and practical changes can start happening.

Ready to Take the First Step?

Whether you’re an employer or an employee, find out more about assessments with Silk Helix here, book a consultation directly with Jenefer who does all the assessments or drop her an email jenefer@silkhelix.co.uk.

Article last updated: 21 July 2025