After research showed that prolonged sitting may be linked to multiple health problems, employers started looking for ways to reduce the amount of time their employees spend sitting at their desks. One option adopted by many employers is providing workstations that move up and down, enabling employees to quickly alternate between sitting and standing. For this option, employers can purchase complete desks that raise and lower electronically or manually or desktop height adjustable equipment that can be placed on existing office furniture. There are also height adjustable workstations for industrial settings.

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Some employers provide sit/stand workstations to any employee who asks for one, while others only provide the workstations for employees who already have medical problems that might be improved by reducing sitting. Both approaches raise questions about how the Americans with Disabilities Act (ADA) might apply. The following are some of those questions:

If we only give sit/stand workstations to employees who need them for medical reasons, can we require medical documentation?

Yes, a request for furniture that is not typically provided to employees is a request for an accommodation under the ADA. When an employee requests an accommodation and the disability and need for accommodation are not obvious, the employer can request a limited amount of medical documentation to substantiate that the employee has an ADA disability and needs the requested accommodation.

What if the employee or medical provider indicates that a specific desk is needed?

An employer ultimately determines what accommodation will be provided and has the right to choose among effective options. As part of the interactive process the employer can suggest other types of adjustable height workstations or even other options besides workstations to find out what might be effective. If there are multiple options being considered, the employer may choose the less expensive option, again providing that the option is effective.

What other options are there besides providing sit/stand workstations?

It depends. For some employees, having the ability to alternate between sitting and standing with an adjustable height workstation may be the only effective accommodation. Other employees might benefit from an ergonomic or adjustable office chair or additional support when sitting, which could be provided by adding a lumbar cushion or seat cushion. An ergonomic assessment could be performed to ensure that the chair being used is placing the employee in an ergonomically correct seating position. Other accommodations for sitting and standing could be explored, depending on the need of the employee, for example an employee might benefit from taking periodic breaks to get up and walk around.

If we give sit/stand workstations to any employee who requests one, can we require employees who need the workstation for medical reasons to go through the interactive process to document it as an accommodation?  

Generally the answer is no, you cannot make employees with disabilities jump through extra hoops to get a benefit of employment that you just give to employees without disabilities. See the next question for an exception.

What if an employee with a disability needs a different type of workstation other than the sit/stand workstation we give to all employees upon request?

In this situation, the employer can probably have the employee go through the interactive process and treat the request as an accommodation request because the employee is asking for something outside what is given to other employees. The employer can ask questions or seek documentation to understand why the employer’s chosen workstation would not be effective in meeting the employee’s disability-related needs.

What if we start out giving sit/stand workstations to any employee who asks, but later find out we cannot meet the demand for the workstations? Can we then opt to require medical documentation before providing the workstations?

Yes, it is okay to change your policy and decide to only give sit/stand workstations to employees with disabilities as accommodations under the ADA. When changing a policy, it might be beneficial to educate employees in general about the change and remind them how to request accommodations related to alternate workstations.

HOW TO ASK YOUR BOSS FOR A STANDING DESK (AND HAVE THEM SAY YES)

A 7 STEP GUIDE FOR ACQUIRING THE ULTIMATE

 

RAISE

 

TO IMPROVE YOUR HEALTH, HAPPINESS, AND PRODUCTIVITY

If you’re like many people, your work office is provided for you.  So how do you request a standing desk? What’s the best way to obtain a doctor’s note or an ADA letter stating that you need a standing desk for medical reasons? Learn more about how to request a standing desk at work.

THE BENEFITS OF A STANDING DESK

Perhaps you've read some of the studies demonstrating the negative effects of sitting all day. Does “sitting is the new smoking” sound familiar?

Maybe your lower back, neck, and posture is suffering, but you’re so used to the chronic stiffness and pain, it’s hard to remember that it doesn’t have to be this way.

A 2016 gallup survey found that one in four adults sought treatment for back pain in the last twelve months, and 65% of participants reported seeking treatment in their lifetime.

Or perhaps you’ve read that standing at work can actually increase your productivity and alertness, and get you through the post-lunch slump.

Whatever the reason, you’re ready to approach your boss and start the conversation about requesting a standing desk.

So… where to begin?

With one-touch digital height adjustment, 15-minute assembly, and free shipping, we believe StandDesk's HomeBase is the only standing desk your will ever need.

IN THIS GUIDE, WE'LL WALK YOU THROUGH: 

Understanding the Landscape - learn how your office makes these decisions and how to leverage the process

Do Your Homework - arm yourself with research to back up your case

Making the Request - the best tips for having a "may-I-have-this" conversation with your employer

What to Expect - common responses your employer might have, and how to respond

Getting a Doctor's Note - how to obtain and present a doctor's recommendation for a standing desk to seal the deal

Know Your Rights - know what the Federal laws are that protect you as an employee

Alternative Solutions - if all else fails, there's always another way and another solution

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UNDERSTANDING THE LANDSCAPE

BUT WHO DO I ASK?

It may sound obvious, but for a lot of employees, the first hurdle in asking for a standing desk is not knowing WHO to ask. Depending on the size of your company and the breakdown of departments, the person you should initially bring this up with can vary greatly.

If you’re in a small startup, it might be protocol to go directly to the CEO or one of the partners. In larger companies, you might start with your supervisor, office manager, or facilities manager.

If you’re not sure, it’s best to go to your direct manager first - they should be able to point you in the right direction, if nothing else.

But know this: in a lot of companies, whoever you ask first is not necessarily the final decision maker. Be prepared to present your case in a way that can be easily passed up the chain of command.

KNOW YOUR COMPANY’S VALUES

Your company’s core values should shape the way the company is run, both publicly and inside the office. Knowing what matters to your business can help shape the way you frame your request.

For example, if your company values health and provides healthy snack options in the office through services like SnackNation, your boss will likely be intrigued by the health benefits associated with standing desks.

Comparatively, if your company puts an emphasis on learning and doing more with less, the powers that be may see the most value in the productivity increase linked to standing desks.

Our Bamboo standing desk also doubles as a dry-erase surface so you can have impromptu brainstorms or write down reminders.

THERE’S BEAUTY IN THE DESIGN

The evolution of office design has come a long way in the past century. With the minimalist vs gauche battle taking place in startups all over America, it’s easy to become accustomed to the pure white, handle-less file cabinets or the bean bag chairs strategically placed in common areas.

Even if your office layout is traditional cubicles, this truth remains the same: someone designed your office and chose the furniture, and they did it that way for a reason.

Taking a long look around your office layout and the pre-existing furniture can give you a good sense of how much aesthetics matter. If you’re company is filled with DIY hand-me-downs, they might not mind bringing in a desk that doesn’t match the color-scheme; but if a very specific look already exists, you should be prepared to present standing desk options that could fit into that aesthetic.

MAKE THE REQUEST

If your office has a formal requisition procedure, you can follow your office’s processes. Otherwise, it’s best to request a standing desk from your immediate supervisor. If you have a doctor’s note, you should present it when you make your initial request.  Be prepared to explain why you need a standing desk.

KNOW WHAT TO EXPECT

Your boss may ask more questions about standing desks, such as their health benefits or productivity improvements.  You may also be sent to a different department.  If your boss says no, but you feel like a standing desk is an important part of your physical or mental health, you may still be able to request a standing desk with a doctor’s note. 

GET A DOCTOR'S NOTE

If you have a medical condition that requires you to use a standing desk, you may be able to request a doctor's note from your employer. A standing desk may be considered a reasonable accommodation if it is necessary for you to perform your job duties. If you think a standing desk would help you, talk to your doctor and ask if they would be willing to write a note explaining your need for the accommodation. Then, present the note to your employer and request that they allow you to use a standing desk.

KNOW YOUR RIGHTS

If you're interested in getting a standing desk, there are a few things to keep in mind. First, the Americans with Disabilities Act (ADA) requires employers to provide accommodations for employees with disabilities. So if you have a medical condition that would benefit from a standing desk, your employer is required to provide one for you.

DON'T GIVE UP

Finally, be ready to compromise. Your boss may not be able to accommodate your request for a standing desk right away, but there may be other solutions that would work for both of you, such as taking regular breaks to walk around the office or using a standing desk for part of the day.

Asking for a standing desk is a great way to improve your health and well-being, so don’t be afraid to speak up and make the request!

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