Pregnancy in the Workplace: A Manager’s Guide to Supporting Expectant Employees

Contents:

• Introduction to Pregnancy in the Workplace
• How to Support Pregnant Employees
• Workplace Rights and Reasonable Adjustments
• Preventing Discrimination in the Workplace
• Helpful Resources
• Empowering Employees and Managers With ClearTalents

Introduction to Pregnancy in the Workplace

Pregnancy brings various physical and emotional changes that can affect an employee’s work performance and needs. These may include fatigue, morning sickness, more regular doctor or hospital appointments, and concerns about job security. As a manager, your role is to provide support, ensure fair treatment, and make reasonable adjustments to help your pregnant employees thrive in the workplace during and after their pregnancy.

It’s crucial to approach any situation involving a pregnant employee with sensitivity, empathy, and understanding.

Discover how ClearTalents can help you create a more inclusive and supportive workplace for expectant mothers and all employees. Our DEI platform offers easy-to-use tools to help HR and line managers recognise and support various employee needs, including those related to pregnancy and maternity.

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How to Support Pregnant Employees

When an Employee Discloses Their Pregnancy

If an employee tells you they are pregnant:

1. Congratulate them and express your support.
2. Reassure them about job security and your commitment to helping them through this period.
3. Discuss any immediate concerns they might have about their work or workplace.
4. Arrange a follow-up meeting to discuss potential adjustments and their plans for shared parental or maternity pay and leave.

Addressing Suspected Pregnancy

If you suspect an employee might be pregnant but they haven’t disclosed it:

1. Do not ask them directly if they are pregnant, as this could be seen as discriminatory.
2. Focus on any performance or wellbeing issues you’ve observed, without speculation about the cause.
3. Offer general support (without mentioning pregnancy) and ask if they need anything to perform their job more comfortably.
4. Create an open and supportive environment where they feel comfortable disclosing when they’re ready.

What Am I Allowed to Ask Regarding Employee Pregnancy?

While it’s not appropriate to ask if an employee is pregnant, you can:

• Invite them to share any needs or concerns they may have about their work environment.
• Ask about their well-being and if they need any support in their role.
• Discuss any changes in performance or attendance without mentioning pregnancy.
• Provide information to your team as a whole about various company policies, including those that are related to pregnancy and parental leave.

Workplace adjustments are integral to building a diverse workforce. The first step to that is to ensure that your organisation’s recruitment strategy is inclusive from the beginning. ClearTalents’ DEI recruitment tools can help you attract and impartially assess your talent, including those who require parental considerations, ensuring you don’t miss valuable skills, perspectives, and attitudes.

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Pregnancy Workplace Rights and Reasonable Adjustments

Rights of a Pregnant Employee

Pregnant employees are protected under the Equality Act 2010. This means:

• They have the right to time off for antenatal care.
• They are protected from unfair treatment, discrimination, or dismissal due to their pregnancy.
• They have the right to request reasonable adjustments in the workplace.
• They are entitled to parental leave and may be eligible for maternity pay.
• If they have taken up to 26 weeks, they are entitled to return to the same job in the same conditions.
• If they have taken more than 26 weeks, they have the right to return to the same position, unless the employer has a reasonable reason to no longer be able to offer that job. In such cases, they must be offered alternative employment on the same terms, including pay, seniority, location and terms.
• They are allowed to take up to 12 weeks of paid leave in addition to other parental leave entitlements.
• Parents of babies who need to spend time in neonatal care should have access to additional pay and leave after 2 weeks.

Reasonable Adjustments for Pregnant Employees

Here are some suggestions for reasonable workplace adjustments for pregnant employees:

• Offer the option to work from home more often and flexible working hours.
• Provide sufficient equipment that ensures they can work comfortably from home.
• Conduct a risk assessment to identify any known workplace risks that could affect pregnant employees.
• Provide more frequent breaks or less stringent routines when they are in the office.
• Discuss with the employee any conditions or circumstances surrounding the pregnancy that will affect their work or recommendations provided by the GP or midwife.
• Adjust workstations for comfort (e.g., providing footrests, lumbar support or standing desks).
• Provide equipment that can help them with any agility or dexterity difficulties.
• Amend workplace temperature or noise levels so they can concentrate and be more comfortable.
• Modify job duties to avoid heavy lifting or prolonged standing.
• Allow extended time off for antenatal appointments.
• Provide a private, clean area for breastfeeding or expressing milk upon return to work.
• Allow them somewhere to lie down where necessary.
• Include sufficient space to store milk, for example, in a fridge.
• Be willing to adjust their return to work schedules and working hours.
• Provide reasonable accommodations if they have any pregnancy-related medical conditions.

Managing reasonable adjustments across your organisation can be challenging, particularly with a diverse workforce. ClearTalents’ DEI software dashboards can streamline this process, ensuring compliance and inclusivity for all employees, including expectant mothers.  

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Preventing Pregnancy Discrimination in the Workplace

Pregnancy discrimination is unfortunately still prevalent in many workplaces. As a manager, it’s crucial to take steps to prevent this:

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Helpful Resources

For more information and support, consider these organisations:

By implementing comprehensive DEI recommendations, you can unlock tremendous business benefits. Try our free ROI calculator to see the potential impact on your organisation.

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Empowering Employees and Managers With ClearTalents

Managing pregnancy in the workplace can pose some challenges, but ClearTalents’ DEI software platform can significantly simplify the process for organisations. Our highly-rated software helps you identify potential challenges and suggests appropriate accommodations based on specific needs, without assigning labels or making assumptions.

By consistently using ClearTalents DEI software, you ensure that you’re providing accessible support across your organisation, efficiently tracking and managing adjustments, and reducing your risk of non-compliance with the Equality Act 2010.

ClearTalents DEI software helps you cultivate an inclusive working environment where all employees – including expectant mothers – can unlock their full potential, contribute effectively, and showcase their unique strengths. 

Supporting pregnant employees is not just about compliance. It’s about creating a workplace where all employees can thrive, contributing to increased productivity, loyalty, and overall success of your organisation.

Published on: 11/09/2024

Author: Robin Christopherson, Content Manager