Digital accessibility in the workplace
16 million people in the UK have a disability. Many of these disabilities are hidden, which means you are probably working with people who have a disability without knowing. Workplaces in the UK have a legal requirement to make reasonable adjustments for people with disabilities. There are easy changes you can make to ensure you’re not excluding anyone by following these simple tips.
Your language
Don’t assume that everyone has the same level of knowledge as you. Avoid using jargon. If you need to use a confusing term, explain what it means in plain English. If you are using an acronym, say it in full the first time you use it. This benefits everyone, not just people with disabilities.
Grammarly is a free tool that checks your content for readability and recommends improvements. Another great tool is this A-Z of plain English alternatives.
Find out more about accessible language.
Emails
Ensure you have set your emails to use a clear font in minimum size 12. Tahoma, Arial, Calibiri and Verdana are all good options. If you use any colours in your email, make sure there is enough contrast between the text and the background.
You should include an informative subject line so it is clear what your email is about. It also makes it much easier to search for at a later date. If your email is long, split it up with headings or lists to make it easier to digest.
Find out more about making your emails accessible.
Online meetings
If you’re arranging a meeting, always provide an agenda. It is important that attendees know what the meeting is about and if anything is expected of them.
Ensure you are in a quiet location and speak clearly. Zoom, Microsoft Teams and Google Meet all have automatic captions and transcripts for anyone that is struggling to hear. With participants’ permission, recording meetings can be useful for anyone who needs to refer back or needs more time to digest.
Find out more about making your meetings accessible.
Phone calls
Just because you may find it easy to pick up the phone and call someone, not everyone feels the same. Neurodivergent people often need notice and an agenda to prepare for phone calls. They can find unexpected calls distressing. People may also have accessibility needs that you aren’t aware of, such as hearing or speech impairments, which make phone calls more difficult.
Make sure you speak slowly and clearly and avoid making calls in busy places. You should be prepared to (politely!) repeat a phrase or explain a term if the person you are speaking to requests it.
Presentations
Your presentations need to follow the standard accessibility rules, such as sufficient colour contrast and readable fonts. It is good practice to ask participants if they have any needs first. For example, they may require subtitles or a transcript. We recommend having subtitles turned on for presentations anyway, in case anyone has any sound issues.
If your presentation has a quiz or tasks of any kind, make sure everyone is able to complete them. For example, you should not offer an image-based task if anyone in the training has a vision impairment. Try to make it as inclusive as possible or offer multiple options.
Find out more about making PowerPoint presentations accessible.
Reasonable adjustments
A reasonable adjustment means changes have to be made to enable someone with a disability to be able to do something. In the workplace this might include:
Providing screen reading software for someone with a vision impairment
Providing a special mouse for a person with arthritis
Allowing someone with a processing disorder more time to complete a task
Providing ramps and access for wheelchair users
Reasonable adjustments are specific to the individual person and can vary based on their needs. It is a legal requirement for workplaces to provide reasonable adjustments. It’s important to bear this in mind when you are interacting with people at work and have compassion to anyone who works in a different way to you.
