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 (the employee) 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 a 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 you feel that you 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 your 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your diagnosis reports were written when you were a child or many years ago any information contained in them may be out of date and of very little help.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 about 2 hours. It’s a confidential and supportive call, in a semi-structured interview format. The assessor will come in prepared with questions to ask, having reviewed any information you provided prior to the meeting. You will 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, your 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, as well as 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 setup and/or work environment. You’ll be asked about the systems you use, as well as 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 information will not be directly shared with your employer. The report that your employer receives will only contain information they need to be able to make practical adjustments.
How Long Does a Workplace Needs Assessment Take?
The assessment meeting itself takes about 2 hours, conducted remotely via video call.
You’ll also need to allow:
- 15-30 minutes beforehand to complete a pre-assessment questionnaire
- 30-60 minutes after receiving your report to review it before it’s shared with your employer
Your written report is typically delivered within 2 weeks of the assessment call.
While this might seem like a significant time investment, most people find the process moves quickly because they’re finally talking to someone who understands. Many clients report that the assessment itself feels helpful, not just the recommendations that follow.
Do I Need a Diagnosis for a Workplace Needs Assessment?
No. A diagnosis is not required.
Many people who request a Workplace Needs Assessment are:
- Self-identified as neurodivergent based on their experiences
- Waiting for an NHS assessment (current waiting lists can be 2-3 years)
- Have been assessed as children so do not have a formal written report or it is very out of date
- Unsure whether they’re neurodivergent but recognising they need different support
Under the Equality Act 2010, employers have a duty to make reasonable adjustments when they know, or should reasonably be expected to know, that someone has a disability. Self-reporting is sufficient to trigger this duty.
A Workplace Needs Assessment focuses on what you need to do your job effectively, not on proving a diagnosis. The assessor looks at your actual experiences and challenges in your role, not at medical criteria.
If you’re concerned about requesting a WNA without a diagnosis, book a free consultation to discuss your specific situation.
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 you and your employer)
This report is designed to:
- Support conversations between you and your employer
- Help your employer to 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 a one-off snapshot. 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.
How Much Does a Workplace Needs Assessment Cost?
Prices vary significantly across providers and it is important to understand what you’re actually getting for your money. At Silk Helix Workplace Needs Assessments cost £975 plus VAT.
This includes:
- Pre-assessment questionnaire and review of any documents you provide
- 30 minute meeting with your line manager to gather information on the work context
- 120 minute confidential video assessment
- Comprehensive written report with tailored recommendations
- Follow-up support and review meetings if adjustments need refining
- Direct access to Jenefer for questions during implementation
Why Invest in a Professional Assessment?
It is important to note that usually workplace needs assessments are paid for by the employer. Whilst an individual can pay for their own assessment and there may be times that it is useful (such as those who are self-employed), when employed, the employer has a duty to make reasonable adjustments and should therefore be engaged with this process. While £975 might feel significant, consider the cost of not getting it right:
For employers:
- An employment tribunal for disability discrimination averages £25,000-£50,000 in legal costs alone, even before any compensation award
- Recruiting and training a replacement employee costs approximately £30,000
- Productivity losses from an unsupported employee can cost thousands per year
For employees:
- Struggling without support impacts your wellbeing, career progression and often your mental health
- Many people report years of feeling like they’re failing, when actually they just needed different systems
A £975 investment that prevents these outcomes and enables someone to thrive in their role typically pays for itself many times over.
What is the difference between an Occupational Health Assessment and a Workplace Needs Assessment?
Occupational health assessments and workplace needs assessments serve different purposes, we have a detailed article on the differences between them if you would like more detail than this summary:
| Workplace Needs Assessment | Occupational Health Assessment | |
|---|---|---|
| Focus | Proactive with a focus on identifying practical workplace adjustments, tools and support that will enable the employee to perform their job effectively. | Generally reactive with a focus on understanding how an employee's health condition affects their ability to work or whether they can return to work. |
| By | Carried out by a specialist in workplace adjustments and neurodiversity. | Usually carried out by a medical professional. |
| Goal | Looks at the tasks the employee needs to do and what changes can be made to support them, regardless of diagnosis or medical condition. | The emphasis is on the health condition itself, how it interacts with the employee's role and how risks are managed. Sometimes used to advise on fitness for work, return-to-work plans or the impact of illness or injury. |
Is the Workplace Needs Assessment Process Confidential?
Yes. The assessment itself is confidential. The final report will only be shared with your employer with your consent, as reports are always sent to you first to confirm that you are giving consent for us to send it to your employer.
The report will only contain information that your employer needs to implement adjustments so a basic list of challenges with more detailed recommendations, just enough for them to see why recommendations are being made.
The report is designed to enable your employer to make reasonable adjustments, therefore the assessor will work with you to ensure that the report is written in such a way that you are happy for it to be shared with them.
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, you feel better supported, your employer knows exactly what’s needed and practical changes can start happening.
What Employers Need to Know About Workplace Needs Assessments
If you’re an employer reading this because an employee has requested a WNA, here are the most common concerns addressed:
“Will this cost us a fortune?”
No. Most adjustments cost well under £500, and many cost nothing (they’re changes to communication or management style). Access to Work funding may also be available to cover costs where adjustments are needed beyond what would be reasonable.
The assessment itself (£975) is a one-time investment that typically prevents far greater costs: tribunal claims average £25,000-£50,000 in legal fees alone, and replacing an employee costs approximately £30,000.
“Will we have to completely change how we work?”
No. Recommendations are specific to the individual’s role and designed to fit within your existing business operations. You’re not expected to overhaul your entire organisation.
You might discover that some adjustments benefit the whole team (like clearer meeting agendas or written confirmations of decisions), making everyone more effective.
“What if we disagree with a recommendation?”
The assessment report explains the reasoning behind each recommendation, but it’s not a legal demand. Employers have a duty to make reasonable adjustments, which means there’s room for dialogue about what’s feasible.
Silk Helix provides follow-up support to discuss any concerns and find alternative solutions if needed. The goal is collaboration, not conflict.
“Do we have to do this even without a diagnosis?”
If an employee tells you they’re neurodivergent and are struggling in their role, the Equality Act 2010 duty to make reasonable adjustments is triggered. A diagnosis is not required.
A WNA provides you with clear, actionable recommendations and documentation that you’ve taken appropriate steps, which protects you from potential tribunal claims.
“Will this set a precedent for other employees?”
Each WNA is specific to an individual’s needs and role. Just because one person gets flexible hours doesn’t mean everyone automatically does. Reasonable adjustments are about ensuring equal opportunity to perform, not about giving special treatment.
“How do we know these adjustments will work?”
The assessor bases recommendations on evidence, research and practical experience and most importantly, your workplace context. Most recommendations can be implemented on a trial basis, reviewed and refined as needed.
Silk Helix includes follow-up support for exactly this reason, adjustments sometimes need tweaking in practice.
Why Choose Silk Helix for Your Workplace Needs Assessment?
Not all Workplace Needs Assessments are created equal. Here’s what makes Silk Helix different:
Specialist Expertise: Jenefer has 20 years experience as a HR Consultant, is a Chartered Member of the CIPD with a Masters in Personnel and Development, she also has a PG Certificate in Neurodiversity as well as being a qualified workplace needs assessor. As well as delivering workplace needs assessments, Jenefer delivers neurodiversity training to HR Teams and Managers. She understands what actually works in workplace culture and how this varies across industries, not just theoretical best practice.
Lived Experience + Professional Qualifications: Jenefer is neurodivergent herself and understands from personal experience how neurodivergence shows up across work and home life. This lived experience sits alongside her professional qualifications ensuring recommendations are both empathetic and evidence-based.
HR Context: Many assessment services don’t have the HR and Employment Law background that ensures advice is legally compliant and takes into account your policies, processes and culture.
Whole-Life Perspective: Jenefer also works with families on home systems for neurodivergence. This means she understands that workplace challenges don’t exist in isolation, supporting someone at work requires understanding their whole life context.
Ongoing Support: The assessment isn’t a report and goodbye. Silk Helix includes follow-up support because we know adjustments sometimes need refining in practice. You can email or book a review call if something isn’t working as expected.
Not Just a Report: The recommendations you receive aren’t generic lists pulled from a template. They’re specific to your role, your challenges and your actual working environment.
Ready to Take the First Step?
Whether you’re the employee or the employer, find out more about assessments with Silk Helix here, book a consultation directly with Jenefer who does all the assessments herself or drop her an email jenefer@silkhelix.co.uk.
Article last updated: 30 December 2025