Accessibility

Accessibility Quick Tip: Creating Accessible Online Meetings

By Regan Harper: Published on
Accessibility

It’s important to plan meetings so that they are inclusive of people who have vision, hearing, mobility, cognitive and other disabilities. Creating accessible online meetings is essential to ensure that everyone, regardless of disabilities or specific needs, can fully participate in your meeting or event. Here are steps and best practices to make online meetings more inclusive and accessible:

Pre-Meeting Preparation

  • Include a section in the meeting invitation for attendees to request accommodations, such as live captions, sign language interpreters, or other accessibility services.
  • Share the meeting agenda, presentation slides, or other materials ahead of time in accessible formats (e.g., screen reader-friendly PDFs, large print, or Braille). Make sure documents are tagged for screen readers and offer alternative text for any images or charts.
  • Use an online meeting platform that supports accessibility features like keyboard navigation, screen reader compatibility, and integrated closed captioning.
  • Make sure the platform you use offers features like automatic live captions, transcription, and screen reader compatibility. Common platforms such as Zoom, Microsoft Teams, and Google Meet have accessibility options that can be enabled.

Accessible Meeting Setup

  • Enable live captioning if the platform allows, and consider providing a Communication Access Real-time Translation (CART) service for more accurate captions. Make sure participants know how to turn captions on or off.
  • If requested, provide sign language interpreters for participants who are deaf or hard of hearing. Ensure the interpreter is always visible on the screen. You can also “pin” their video so it remains prominent.
  • Make sure video content is well-lit, and the speaker’s face is visible for those who may rely on lip-reading. Use high-contrast visuals in any shared presentations and avoid relying solely on color to convey information.
  • Ensure that the chat feature is accessible to participants who use screen readers or have other disabilities. Encourage speakers to repeat important points that are mentioned in the chat so all participants can follow.

During the Meeting

  • At the beginning of the meeting, inform participants about the available accessibility features, such as live captions, interpreters, or how to access meeting materials. Let them know how they can request further assistance during the meeting.
  • When presenting slides or visuals, verbally describe the key points of any charts, graphs, or images so that participants with visual impairments can follow along.
  • Be mindful of the time it may take for participants using assistive technologies or those with cognitive disabilities to respond. Pause between key discussion points and give everyone a chance to contribute.
  • Encourage all speakers to talk at a moderate pace and enunciate clearly. This is especially helpful for participants who are using captioning or sign language interpreters.
  • Ensure that participants can fully engage using only a keyboard (without needing to rely on a mouse). Test if the meeting platform supports full keyboard navigation for people with mobility impairments.
  • Encourage participants to mute their microphones when not speaking to reduce background noise, which can be distracting for people using hearing aids or listening through assistive devices.

Post-Meeting Accessibility

  • Share meeting notes, recordings, and transcripts afterward. Make sure these are provided in accessible formats (e.g., screen reader-friendly digital files). If live captions were used, provide a transcript of the captions.
  • If the meeting was recorded, ensure that the recording is available with closed captions. Some platforms allow you to add or edit captions before sharing the recording.
  • Send a follow-up email asking for feedback on the meeting’s accessibility and how it can be improved for future meetings. This allows you to continually improve the accessibility of your online meetings.

Use of Inclusive Language

  • Use inclusive and respectful language during the meeting. Avoid jargon or complex language that may be difficult to understand. When addressing the group, avoid using gendered terms like “guys” and opt for inclusive terms like “everyone.”
  • Encourage speakers to identify themselves when speaking, especially in meetings with large numbers of participants or those who cannot see the screen.

Training and Support for Accessibility

  • Ensure that meeting hosts and moderators are trained on how to manage accessible meetings. They should know how to enable captions, pin sign language interpreters, and ensure that all accessibility features are functioning.
  • Offer participants a technical support contact in case they encounter accessibility issues with the platform or features during the meeting. Have someone available to troubleshoot any problems related to accessibility.

Breaks and Timing

  • In longer meetings, schedule regular breaks to allow participants to rest, especially those with health conditions or those who may need extra time for assistive technology setup.
  • Be mindful of the pace of the meeting. Avoid rushing through content, and check in regularly to make sure everyone is following.

By following these guidelines, you can create a more accessible and inclusive environment for all participants in your online meetings, ensuring that everyone can engage and contribute meaningfully.

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Regan Harper
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