Pregnant at Work: Small Adjustments That Make a Big Difference

Have you ever tried to find a comfortable position on a standard office chair while eight months pregnant? Or needed to explain yet again why you need an extra bathroom break during an important meeting? For pregnant employees, these workplace challenges are very real—but they don’t have to be.

The landscape for pregnant workers is changing. The Pregnant Workers Fairness Act (PWFA), which took effect in 2023, requires employers with 15 or more employees to provide reasonable accommodations for pregnant workers unless they create significant expense or difficulty. This landmark legislation recognizes what many forward-thinking companies already know: supporting pregnant employees isn’t just compassionate—it’s good business.

But even with these legal protections in place, many pregnant workers and their employers aren’t sure what practical accommodations look like. Let’s explore simple, low-cost adjustments that can dramatically improve wellbeing while enhancing productivity.

Ergonomic Solutions That Work

A properly adjusted chair can make all the difference for a pregnant employee. The right ergonomic setup doesn’t require expensive new furniture—often it involves making better use of existing adjustment features or adding inexpensive accessories. Adjustable lumbar support can reduce lower back pain, while seat depth adjustments accommodate changing body shape. Adding a simple footrest improves circulation and reduces swelling, and occasionally offering alternative seating options like exercise balls provides temporary relief.

Beyond seating, simple workstation modifications can prevent discomfort. Keyboard and mouse positioning may need adjustment as body dimensions change, while monitor height adjustments maintain proper neck alignment. Document holders minimize twisting and reaching, which becomes increasingly important as pregnancy progresses.

The EEOC considers allowing employees to sit or stand as needed among the accommodations that are “virtually always reasonable” under the PWFA, according to federal guidelines. This makes standing work options both a legally sound approach and an effective one for employee comfort when sitting becomes uncomfortable.

Flexible Break Policies

Pregnancy increases both thirst and the need for bathroom breaks—two biological realities that don’t align well with rigid meeting schedules. Simple policy adjustments include unrestricted water access at workstations and additional restroom breaks without tracking or penalties. Implementing flexible meeting protocols that allow discreet exits when needed and ensuring nearby restroom access where possible can make a tremendous difference in daily comfort.

These accommodations are specifically highlighted in the EEOC’s guidance as being “virtually always reasonable” under the PWFA, making them straightforward to implement.

Growing a human requires extra energy and sometimes additional breaks. Flexible meal timing accommodates morning sickness or the need for small, frequent meals. A designated quiet space for brief rest periods can prevent exhaustion, while permission for snacks at workstations helps maintain energy levels. The PWFA recognizes providing additional breaks to eat or drink as another accommodation that employers should generally provide without question, according to federal guidelines.

Hybrid and Flexible Work Arrangements

Not every job can be performed remotely, but when possible, this flexibility offers significant benefits. Working from home allows for morning sickness management in the privacy of home, eliminates commuting fatigue, provides greater control over the work environment, and makes it easier to accommodate prenatal appointments.

Even when in-person work is necessary, schedule flexibility helps immensely. Adjusted start and end times help pregnant employees avoid rush hour commutes, while compressed work weeks can create necessary recovery days. Some employees benefit from split shifts that work around peak energy periods, and when needed, reduced hours or job sharing arrangements can prevent burnout.

Temporary Task Modifications

Sometimes certain job functions become challenging during pregnancy. Temporary reassignment of physically demanding tasks, redistribution of travel requirements, and modification of high-risk activities can keep pregnant employees productive while protecting their health. Team-based approaches to share more strenuous duties demonstrate organizational support while maintaining productivity.

California’s Pregnancy Disability Leave law specifically addresses the option to temporarily modify work duties, and the PWFA now extends similar protections nationwide.

The Business Case for Accommodation

These accommodations aren’t just beneficial for pregnant employees—they make financial sense for employers. When pregnant employees can work comfortably, they’re less likely to take unplanned time off. Small ergonomic adjustments can prevent pain that might otherwise lead to sick days.

Comfortable employees are more focused employees. Something as simple as access to water and regular breaks can maintain energy levels and concentration throughout the day. Supportive policies during pregnancy significantly increase the likelihood of employees returning after maternity leave, preserving institutional knowledge and reducing recruitment costs.

Perhaps most importantly, when pregnant colleagues see their needs accommodated with respect and without stigma, it creates a positive ripple effect throughout the organization, enhancing company culture for everyone.

Implementing Effective Accommodations

The PWFA requires employers to engage in an interactive process to identify appropriate accommodations. This collaborative approach means open communication about needs without requiring excessive documentation, creative problem-solving with employee input, ongoing assessment as pregnancy progresses and needs change, and documentation of accommodations provided.

Legal experts recommend this interactive approach not only for compliance but for effectiveness.

Front-line managers need guidance on recognizing accommodation requests (even informal ones), responding appropriately without bias, understanding the benefits of accommodation, and implementing solutions consistently. With proper training, supervisors become allies in creating a supportive environment rather than gatekeepers.

Supporting the Transition to Parenthood

While this article focuses on pregnancy accommodations, it’s worth noting that supportive workplace practices should extend into the postpartum period. The transition to new parenthood brings its own challenges that require understanding and flexibility. For more on supporting employees during this critical time, see our article on early postpartum support and emotional needs during the first six weeks after birth.

Small Changes, Meaningful Impact

The accommodations discussed here share three important characteristics: they’re relatively low-cost to implement, they make a significant difference in employee wellbeing, and they contribute to organizational success through improved retention and productivity.

As legal protections strengthen and workforce expectations evolve, forward-thinking employers are recognizing that supporting pregnant employees isn’t just legally required—it’s a competitive advantage in attracting and retaining top talent.

By focusing on practical adjustments that address real needs, organizations can create workplaces where pregnant employees thrive, contributing their valuable skills and perspectives throughout pregnancy and beyond. The small adjustments we’ve explored don’t just make a difference for individual employees—they help build more inclusive, productive workplaces for everyone.