Ergonomic and Assistive Technology Accommodations: A Buyer's Guide
Introduction
Selecting the right ergonomic equipment and assistive technology is critical to effective workplace accommodations. The wrong choice wastes money and fails the employee; the right choice removes barriers. This guide is organized by category and focuses on the features to evaluate and practical implementation tips.
Prices for this equipment vary widely by country, vendor, licence model and configuration, and change often. Always get current quotes, ask for trials, and check free expert advice and funding schemes (see below) before buying.
Ergonomic Furniture
Standing Desks and Sit-Stand Converters
Standing desks can help with fatigue, back pain, circulation issues, and the need for movement throughout the day.
Options:
- Full sit-stand desks (usually electric height-adjustable), available from many office-furniture manufacturers
- Sit-stand converters placed on an existing desk (manual or spring-assisted)
Key features to evaluate: Weight capacity, height range (ensure it accommodates wheelchair users at the lowest setting), stability at full height, noise level, programmable memory presets, width of work surface.
Ergonomic Chairs
Task chairs for extended sitting: Look for adjustable seat height and depth, adjustable lumbar support, and fully adjustable armrests. Commercial office-chair ranges from major manufacturers typically offer these features at different price points.
Specialty seating:
- Kneeling chairs: shift weight forward and can reduce lower-back pressure for some users
- Saddle stools: for workstations requiring elevated seating
- Active-sitting chairs: encourage micro-movements
Key features to evaluate: Adjustable seat height and depth, lumbar support (adjustable vs. fixed), armrest adjustability (height, width, pivot, depth), breathable material, and the rated weight capacity (heavy-duty models are available).
Screen Readers and Magnification
Screen Readers
Screen readers convert on-screen text, interface elements, and document content into synthesized speech or braille output.
JAWS:
- Commercial screen reader for Windows from Vispero (Freedom Scientific); a free trial is available
- Provides speech and braille output, with enterprise support
NVDA (NonVisual Desktop Access):
- Free and open source, from NV Access
- Platform: Windows
VoiceOver:
- Built into Apple devices (macOS, iOS, iPadOS) at no extra cost
Orca:
- Free screen reader for the GNOME desktop on Linux, with braille support
Recommendation: Trial the free options first where they fit the employee's operating system. If the employee's specific business applications need deeper compatibility or vendor support, evaluate a commercial screen reader such as JAWS. Involve the employee — many screen reader users already have a strong preference.
Screen Magnification
Commercial magnification software (for example ZoomText from Vispero) offers more advanced magnification, focus tracking and enterprise support than built-in magnifiers; a free trial is available.
Built-in OS magnification:
- Windows Magnifier and macOS Zoom are included with the operating system
- Sufficient for many users; try them before purchasing commercial software
Hardware:
- Larger monitors or a second monitor can reduce the need for software magnification
Speech-to-Text and Voice Control
Dictation Software
Commercial dictation software (e.g. Dragon): Custom vocabulary and command-and-control features for heavy daily dictation. Requires a reasonably quiet environment and some setup time. Check current platform support with the vendor before buying.
Built-in dictation: Windows, macOS, iOS, Android and some online document editors include free dictation that is sufficient for lighter use.
Meeting transcription apps: Several services provide real-time transcription of meetings; check data-protection rules before using them for confidential discussions.
Voice Control (full computer control)
- Voice Control (macOS): Apple's built-in feature to navigate the desktop and apps, interact with what's on the screen, and dictate and edit text by voice
- Talon: hands-free input software for macOS, Windows and Linux, with commands, dictation and mouse control
- Commercial dictation suites on Windows also offer voice commands for applications and web browsing
Alternative Input Devices
For Limited Hand/Arm Mobility
- Trackballs: the ball is moved instead of the whole device; useful for limited fine motor control
- Joysticks: large, easy-grip joysticks for mouse control
- Head tracking: a camera or sensor tracks head movement to move the pointer
- Eye tracking: for users with very limited motor function
- Sip-and-puff switches: mouth-operated switches used for click actions or full control
- One-handed keyboards, plus the free sticky keys feature built into operating systems for one-handed key combinations
For Repetitive Strain / Ergonomic Needs
- Split keyboards: separate halves, often with tenting; some have a significant learning curve
- Vertical mice: a handshake-style grip that reduces forearm rotation
- Centered roller-bar mice: placed below the keyboard to reduce reaching
Hearing Accommodation Technology
Hearing Loop Systems
Hearing loops transmit audio directly to hearing aids and cochlear implants that have a telecoil (T-coil) setting, reducing background noise.
- Personal/desk loops: for one-to-one conversations or customer-facing counters
- Room loops: for conference rooms and meeting spaces; cost depends on room size and installation, so get a site survey and quote
- Portable systems: for roaming use
Captioning and Communication
CART (Communication Access Realtime Translation): Human real-time captioning, on-site or remote.
Automatic captions: Many video-meeting platforms include automatic captions; accuracy depends on audio quality, accents and terminology.
- Recommendation: Use automatic captions for routine meetings; book human captioning for critical meetings, training sessions, and events.
Video Remote Interpreting (VRI): On-demand or scheduled remote sign language interpreting; useful for Deaf employees who use sign language and supplements on-site interpreters for ad-hoc needs.
Implementation Checklist
Before Purchasing
During Setup
After Deployment
Funding Resources
| Program | Country | What It Covers | Limit |
|---|---|---|---|
| **Access to Work** | UK | Grant towards practical support with work, such as equipment and support workers | Up to £69,260 a year |
| **Employment Assistance Fund** | Australia | Workplace modifications and equipment, Auslan interpreting, workplace support services | Caps vary by category |
| **IRC § 44 Disabled Access Credit** | US | Eligible small businesses: 50% of eligible access expenditures between $250 and $10,250 | Per the statute |
| **IRC § 190 Barrier Removal** | US | Deduction for qualified architectural and transportation barrier removal expenses | $15,000 per year |
| **WOTC** | US | Tax credit for hiring members of target groups (incl. vocational rehabilitation referrals and SSI recipients) | Generally up to $2,400 per hire; authorised for individuals who began work on or before December 31, 2025 — check renewal status |
Resources
- Job Accommodation Network product information: [askjan.org/products](https://askjan.org/products/)
- Assistive Technology Industry Association: [atia.org](https://www.atia.org)
- AbilityNet (UK): [abilitynet.org.uk](https://www.abilitynet.org.uk)