February 12, 2018

How to Prepare your Workplace for a Transgender Employee

By now all companies should have an adequate equal opportunities policy in place which includes sexual orientation and gender reassignment, two of the ‘protected characteristics’ under the Equality Act 2010.

But is having an equal opportunities policy enough?

Just because you may have such a policy tucked away in your handbook, this doesn’t mean that everyone in your place of work has read it, understands it, or even knows it exists!

And even if they have read it, do they really understand the implications of not following your guidelines?

As an employer you have a legal duty to ensure that people with any of the protected characteristics are not discriminated against by fellow employees.

Employees and managers all know that discrimination regarding race or disability, for example, are illegal; but are they aware that treating a transgender person differently also constitutes discrimination?

This may be because not every company has someone who is transitioning from one sex to the other. It’s not something which is the norm, so people tend to shun or shy away from things they haven’t dealt with before and which, in some cases, can make them feel uncomfortable.

Many companies see transgender individuals as a problem which is likely to cause disruption to their day-to-day activity, mainly because they are concerned that other employees may be upset by such an individual.

So how should you deal with such a situation?

The first thing to remember is that this person is an employee who should receive the same respect and fair treatment as any other employee.

All employees are different, which should clearly indicate that all transgender people are different. You should respect these differences and try to create a supportive environment for all employees.

Where you have an employee who is transitioning, they will have to ‘live’ as their chosen sex for between one or two years prior to having any surgery. This means that the person will come to work as their chosen gender.

In such a case, you will need to speak with the individual to ascertain:

  • how they would like to be addressed – will they prefer he or she for example?
  • which toilet facilities they would prefer to use
  • how they would like this to be communicated to their colleagues – would they prefer a meeting conducted by their manager, information sent by email, or would they prefer to speak to their colleagues face-to-face?

This is the danger zone for employers.

Hopefully most employees will accept the situation, and perhaps some will want to be as helpful as they can. However, there is a big risk that some employees may snigger, deliberately turn away from the individual, make derogatory comments or laugh as the individual passes, or generally make fun of the individual and/or make up jokes about them.

This is harassment and must be stopped immediately.

Predict and prepare for these circumstances and reactions


You may need to run a short training session on equality and diversity to get the message across.

Toilet facilities

With regards to toilet facilities, the law states that anyone can use any toilet providing they are not causing a public nuisance.

However, the problem you may come across is that another employee may not feel very comfortable about having to share the toilet facilities with a transgender colleague.

If this is the case, do not ask the transgender person to use alternatives such as the disabled facilities, toilets on another floor, or do anything else which may single them out – this could be claimed to be discrimination on the grounds of gender reassignment.

Speak to the other employee and work out a temporary alternative for them. This, of course, may feel unfair to this employee so you may need to monitor the situation to avoid any unnecessary conflict, harassment or bullying.

A happy, well-adjusted environment is the goal

The aim is to create, with maybe a few minor adjustments, a tolerant environment which is acceptable to all, and one where all employees feel comfortable to be themselves.

A big spin-off from this is a happy workforce, and a happy workforce normally leads to better morale, better communication and better productivity.

Further advice and support for Moorepay customers

Please contact your account manager if you feel your management team would benefit from a short training session on equal opportunities, and of course you can discuss any concerns by calling the Advice Line on 0845 073 0270.

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About the author

Elaine Pritchard

About the author

Elaine Pritchard

Elaine has a wealth of knowledge in producing contracts, training materials and other documentation as well as training other consultants. She piloted a scheme whereby she went on-site to act as a client’s HR Manager two days per week, whilst the post-holder was on maternity leave. Elaine also previously ran her own retail business for seven years, employing four people. Elaine is a field based consultant for Moorepay and provides on-site HR and Employment Law advice, consultancy and training services to our clients.

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