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Setting expectations

Creating a workplace where all employees thrive starts with clear and proactive communication. An inclusive approach to workplace expectations benefits everyone. Provide clear expectations to foster a more inclusive environment where employees can focus on their work rather than navigating uncertainty.

Why this matters

21% of youth with disabilities identified inadequate workplace training as one of the top barriers to employment.

Employment Strategy for Youth with Disabilities youth survey

Unspoken workplace norms and unclear expectations can create unnecessary barriers for youth with disabilities in a new role. Without explicit guidance, employees may struggle to understand workplace expectations or even how to request support when needed. By setting clear expectations, employers can remove these barriers and create a more inclusive and supportive work environment.

Expectations to communicate

Proactively setting expectations around shared spaces, schedules, attire, communication, and etiquette can minimize confusion and help employees thrive in their roles. Here are key areas to focus on when communicating expectations:

How to use workspaces and common areas

  • Explain office setup, desk assignments, and shared spaces (e.g., kitchen, meeting rooms, etc.)

  • Set expectations for maintaining a clean and organized workspace.

  • Highlight any accommodations available (e.g., adjustable desks, sensory-friendly areas, assistive technology).

💡 Example

“We operate on a hybrid desk system, meaning you will not have an assigned seat, but you can book a desk as needed. If you need any accommodations such as an ergonomic chair, a quieter workspace, or assistive technology, please reach out to me.” 

Many accommodations cost nothing, and those that do typically cost less than $500.

Scheduling

  • Communicate core working hours and recurring meetings.

  • Clarify flexibility options, such as remote work or flextime.

💡 Example

"Schedules are posted every Friday for the following week. If you need to swap a shift, please coordinate with your manager at least 48 hours in advance, and we’ll try our best to help. Breaks are scheduled based on shift length—if you need additional accommodations for breaks, please let your supervisor know."

Many accommodations cost nothing, and those that do typically cost less than $500.

Clear communication

  • Outline the process for requesting and approving leave, including vacation, sick leave, and other types of leave.  

  • Include information such as: 

    • Number of days allocated for each type of leave. 

    • Who to contact to request leave (e.g., manager, Human Resources (HR), etc.). 

    • How to request leave (e.g., email template, HR portal, etc.). 

    • Next steps, such as entering leave in a shared calendar. 

  • Ensure employees know how to request disability-related leave and accommodations, following company policies and legal guidelines.

💡 Example

“You have 10 vacation days per year. To request leave, please email your manager at least two weeks in advance for planned leave, such as vacation.  

 

You have eight paid sick days per year. For sick leave or unexpected absences, notify your manager as soon as possible by email or phone. 

 

If you need medical or disability-related leave, contact Human Resources directly. They will confidentially support you through the process and help ensure your needs are met according to company policies and applicable laws.” 

Many accommodations cost nothing, and those that do typically cost less than $500.

What to wear

  • Outline your company’s dress code expectations, whether formal, business casual, or casual.

  • Provide guidelines for industry-specific attire, such as uniforms or safety gear.

  • Offer examples of appropriate clothing to clarify expectations.

💡 Example

"You are required to wear your provided uniform and closed-toe shoes for safety. If you need any modifications to your uniform, please let your manager know."

Many accommodations cost nothing, and those that do typically cost less than $500.

Workplace communication

  • Outline primary communication tools used (e.g., email, Slack, Teams) and their intended purposes. 

  • Set expectations for responsiveness and checking in on messages.

  • Establish policies for after-hours communication to promote work-life balance.

  • Encourage professional and respectful communication across all platforms.

  • Lead by example by being mindful of when messages are sent and received.

💡 Example

“We use email for formal communication and Slack for quick questions and team collaboration. You are expected to check messages regularly during working hours and respond within a reasonable timeframe (usually within an hour or two). If a message requires a more detailed response, acknowledge it and provide a timeline for follow-up. 
  

I may send messages outside of usual working hours due to my schedule. I do not expect a response until your working hours.”

Many accommodations cost nothing, and those that do typically cost less than $500.

Workplace etiquette

  • Encourage respectful communication, such as active listening.

  • Outline policies or standards on noise levels, such as using headphones for virtual meetings in shared spaces.

  • Clarify meeting expectations, such as participation.

💡 Example

"While on shift, maintain a friendly and professional tone when speaking with customers and team members. If you need a break from customer interactions for accessibility reasons, let your manager know, and we will work with you to find a suitable accommodation."

Many accommodations cost nothing, and those that do typically cost less than $500.

Two workers in safety vests standing beside a tree, with one pointing and the other wearing ear protectors around his neck.

More resources

Setting clear expectations is a great place to start, but building an inclusive onboarding process goes even further. These resources provide additional learning and support to navigate the onboarding process.

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Further learning

For more information on inclusive hiring, explore the CanWork BC youth tool Employment Essentials and Employment Navigation workbooks. This resource can serve as a reference for further learning or be shared with youth to help them confidently navigate the hiring process.

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Employment support for youth

Want to support youth with disabilities in their employment journey? Share our CanWork BC youth resource, an interactive platform designed to help youth with disabilities navigate employment with confidence. This resource empowers youth with disabilities by providing self-guided information, activities, and support.

How to communicate expectations

Clearly communicating expectations sets employees up for success and ensures everyone understands their roles and responsibilities. Use these tips to communicate expectations clearly:

Allow additional time

  • Provide employees with sufficient time to process instructions and complete tasks.

  • Encourage regular breaks to maintain focus and well-being.

  • Promote a comfortable environment for asking questions and clarifying information.

💡 Example

“Hi [employee's name], take your time to understand the information and complete the task. If you need a break, let me know. Feel free to ask any questions.”

Many accommodations cost nothing, and those that do typically cost less than $500.

Be clear and transparent

  • Clearly outline expectations in an easy-to-access employee handbook.

  • Provide instructions that are concise, clear, and easy to follow.

  • Use plain language and bullet points to enhance clarity.

💡 Example

Task: Refill the sugar containers
 

  • Step 1: Visually inspect each sugar container to see if the sugar level is below half-full (less than 50%). 

  • Step 2: If a container is less than half-full, bring it to the storage area. Using the provided scoop, refill each container carefully with fresh sugar until approximately 90% full (leave some space at the top). 

  • Step 3: Securely close the container and wipe the outside with a clean, damp cloth or paper towel to remove any sugar residue. 

  • Step 4: Return the clean, refilled containers to their original location in the breakroom. 

  • Step 5: Ensure the storage area is tidy and the sugar bag/container is sealed tightly after use. 

Many accommodations cost nothing, and those that do typically cost less than $500.

Be consistent

  • Clearly communicate expectations and ensure consistent application of standards and policies.

💡 Example

“As a manager, I ensure I follow the same expectations we expect from you. For example, I’ll follow the same dress code and use our agreed-upon communication channels for workplace discussions.”

Many accommodations cost nothing, and those that do typically cost less than $500.

Be open

  • Actively invite employees to ask questions and provide feedback.

  • Regularly check in to identify opportunities for improvement or additional support.

💡 Example

“Hi [employee's name], please ask me any questions you might have. I'll check back in with you in [insert amount of time] to see how things are going and answer any questions you have.”

Many accommodations cost nothing, and those that do typically cost less than $500.

Ensure access to support and guidance

  • Clearly communicate where additional support and information can be found.

  • Implement a peer support or buddy system to ensure new employees have reliable contacts for questions and guidance.

💡 Example

“If you need help or have questions, please reach out to your peer support contact, who can help you or guide you to the right resources.”

Many accommodations cost nothing, and those that do typically cost less than $500.

Provide different formats

  • To accommodate different learning styles, offer instructions in multiple formats (e.g., digital, printed, audio, visual).

  • Provide training through a combination of individual, group, and hands-on methods.

💡 Example

“Your onboarding instructions are available digitally on the company portal or can be printed out if a physical copy is preferred. We also offer one-on-one training sessions if that is better for you.”

Many accommodations cost nothing, and those that do typically cost less than $500.

Disclaimer

The content above is not a substitute for professional legal advice. Please refer to the included links or consult official legislation and resources for current and accurate information.

This resource is intended to help employers understand their rights and responsibilities when hiring youth with disabilities. It provides information on key concepts and directs users to relevant resources.

Additional information to communicate

Clearly outlining information such as company benefits, payment procedures, and tax-related information helps employees feel informed, supported, and confident in their new role. Here are some key topics to communicate:

Benefits

  • Provide an overview of company benefits, such as health insurance, retirement plans, and other perks.

  • Ensure employees can access benefit information and know who to contact for questions.

💡 Example

At [example business], we offer the following benefits: 

 

  • Health insurance: Eligible employees can access comprehensive prescription and dental coverage after 90 days of employment. 

  • Paid time off (PTO): Employees have 10 paid vacation days per year. 

  • Employee discounts: Employees have a 20% discount on all food and beverages. 

 
For detailed information, refer to the Employee Handbook or contact your manager at manager@business.com. 

Many accommodations cost nothing, and those that do typically cost less than $500.

Payment procedures

  • Clearly outline how and when employees will receive their pay, including direct deposits and payment schedules.

  • Provide detailed instructions and contacts for support regarding payments.

💡 Example

“Employees are paid bi-weekly and receive their paycheques every other Friday. If payday falls on a public holiday, employees will receive their pay on the working day before the holiday. 

 

Complete the Direct Deposit Form provided during onboarding to set up direct deposit. Submit the completed form to your manager. If you need help or have questions about your paycheque, please email HR at hr@example.com.” 

Many accommodations cost nothing, and those that do typically cost less than $500.

Tax information

  • Clearly explain how tax deductions are managed.

  • Provide resources or contacts for further tax-related inquiries.

📄 Template

Consider providing this template to employees when discussing taxes or distributing T4s. 

 

There are several ways to file your taxes. These steps can help:  

 

Filing your taxes for employees 

 

  1. Choose a way to file your taxes, either:  

  2. Get support if you need it: 

  3. Submit your completed tax return:  

    • Submit to the CRA online, electronically, by mail, or over the phone.  

    • Get your Notice of Assessment (NOA): After filing, the CRA will send you the outcome of your taxes and any next steps, learn more about your Notice of Assessment.  
       

  4. Follow-up with your next steps:  

 

For more information about filing taxes check out the CRA’s free tax course. 

Many accommodations cost nothing, and those that do typically cost less than $500.

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