Retaining Employees with Disabilities: Evidence-Based Strategies That Work

Why Retention Matters

Hiring diverse talent is pointless if you cannot keep it. Gallup research, cited in a 2023 SHRM Labs report on retention, puts the cost of replacing an individual employee at, conservatively, one-half to two times the employee's annual salary — before counting intangible losses such as institutional knowledge.

Yet the data on accommodations and retention is encouraging. In the Job Accommodation Network's (JAN) employer survey (updated 2025):

• 61% of employers who shared cost information said the accommodation cost nothing; 33% reported a one-time expense with a median cost of $300
• 56% of employers contacted JAN for guidance on retaining a current employee
• 85% of employers who made accommodations reported increased employee retention as a direct benefit

The message is clear: retaining disabled employees is not expensive — losing them is.

Accommodation Review Cycles

Accommodations are not "set and forget." Conditions change, roles evolve, and technology improves. Best practice is a structured review cycle:

Quarterly Check-Ins

• Brief conversation between employee and manager
• "Are your current accommodations still working?"
• "Has anything changed in your role or condition that might require adjustments?"
• Document any changes agreed

Annual Accommodation Review

• Formal review as part of the annual performance cycle
• Assess whether current accommodations are still fit for purpose
• Identify any new technology, equipment, or processes that could help
• Update the accommodation plan

Trigger-Based Reviews

• When the employee changes role, team, or location
• When the employee returns from extended absence
• When the workplace changes (renovation, office move, new systems)

Inclusive Performance Management

The Problem

Standard performance management can disadvantage disabled employees:

• Metrics that penalise disability-related absence
• "Potential" assessments based on presenteeism or social networking
• Feedback that confuses disability-related differences with performance issues
• Promotion criteria that require skills irrelevant to the role

The Fix

• Measure outcomes, not process: Judge the quality of work produced, not the hours or methods used
• Adjust metrics for disability-related absence: Separate disability-related absence from general attendance tracking
• Train managers: Ensure they understand the difference between a performance issue and a disability accommodation need
• Discuss career aspirations: Do not assume disabled employees have limited ambitions

Employee Resource Groups (ERGs)

Disability ERGs provide:

• Peer support: Connection with others who share similar experiences
• Voice: A channel for raising systemic issues with leadership
• Advocacy: Policy recommendations informed by lived experience
• Retention signal: Employees who participate in ERGs are more likely to stay

Building an Effective Disability ERG

• Executive sponsor with genuine commitment
• Budget for events, speakers, and resources
• Paid time to participate (not on top of regular duties)
• Regular meetings with clear agenda and outputs
• Influence on policy decisions (not just social events)

Mentoring and Sponsorship

• Mentoring: Experienced colleague provides advice, support, and guidance
• Sponsorship: Senior leader actively advocates for the employee's promotion and development
• Check whether disabled employees in your organisation have equal access to sponsors, and address any gap proactively

Return-to-Work Programmes

When a disabled employee has been absent due to a health crisis:

• Phased return: Gradual increase in hours and responsibilities
• Accommodation reassessment: Needs may have changed
• Manager briefing: Ensure the manager knows what to expect and how to support
• Occupational Health involvement: Professional guidance on work capacity
• No "welcome back" pressure: Let the employee set the pace of reintegration

Resources

• JAN, Costs and Benefits of Accommodation: askjan.org/topics/costs.cfm
• Disability:IN: disabilityin.org
• CIPD Retention Guide: cipd.org
• Purple Space (ERG network): purplespace.org
• Cornell University Yang-Tan Institute: ilr.cornell.edu/yti