More than one billion people across the globe have a disability. In the US, that translates to around one in four adults.¹
Working from home has many benefits for workers with disabilities—but it also has its own challenges. Accessing digital content and resources remotely may be more difficult, and some workplaces may be equipped with tools like Braille displays that workers don’t have at home. This may leave employers wondering: how do I ensure accessibility and productivity for remote employees with disabilities through effective remote workforce accommodations?
Does the Employee Have the Right Tools?
Working from home usually requires remote access to electronic information systems – such as a common server or files – and communication tools. A laptop, cellphone, or other electronic devices may be required to do a job effectively.
What equipment is provided to a remote worker is determined on a case-by-case basis and often depends on whether working from home is considered a benefit of employment or a reasonable accommodation for an individual with a disability.² For instance, a laptop may be provided, but an office chair or desk may not.
The best way to determine whether your remote workers have access to the tools they need? Ask them. If you need extra help determining whether an accommodation request is reasonable or not, the Job Accommodation Network is a fantastic resource to consult.
Digital Accessibility
Here are a few digital accessibility products that can help ensure all members of your remote team have access to the necessary resources:
Apps for Visual Impairment
When employees who are blind or living with a visual impairment require a little extra assistance, apps like Be My Eyes and Aira can be invaluable. Both connect users to sighted volunteers who offer real-time assistance via live video calls. Microsoft’s Seeing AI app offers a similar concept, though it uses artificial intelligence to narrate and describe everything from currency to familiar faces.
Apps for Deafness or Hearing Impairment
Individuals who are deaf or hard of hearing can benefit from apps like Live Transcribe & Sound Notifications. This app performs real-time speech transcriptions, making it easier to follow conversations. Additionally, it alerts users to surrounding sounds like fire alarms or doorbells.
Apps for Mobility Limitations
Remote workers might find speech recognition software such as Google Voice Typing helpful. This feature is built into Google Docs and Slides, allowing users to dictate text instead of typing. Microsoft offers a similar option called Microsoft Dictation, which converts spoken word to text on a PC using Windows 10.
Online Communication Tools
When employees work remotely, effective real-time communication can become a hurdle. Thankfully, in the digital age, there are many tools to help.
Collaborating, even remotely, is still possible with Google Docs. Multiple users can access and edit a document at the same time using the application, allowing for real-time feedback and collaboration. The accessibility features include screen readers, braille display, and voice typing.
Zoom is one of the most popular video conferencing platforms out there. It’s easy to use and offers benefits like annotation and interactive whiteboarding. Most importantly, it offers accessibility features like closed captioning and keyboard shortcuts.
In the Google suite of products, Google Meet is another great video conferencing option. Screen sharing is one of the most popular perks of the platform, and live captions, screen readers, and keyboard shortcuts help make it accessible for all employees.
Virtual Meeting Tips
With more and more employees working remotely, virtual meetings have become the norm. Wondering how to make sure that the interactive process of these meetings is accessible to everyone? Below are a few pointers from DisabilityIN.³
Enable Captioning
Most platforms offer built-in captioning, but accuracy can vary depending on the complexity of the conversation and the technical language used. Integrate captioning with live transcription services when possible. This allows participants to follow the conversation in real time and have a text transcript they can refer to later.
Identify Yourself
Make a habit of identifying yourself consistently throughout the meeting, especially in larger groups or when multiple participants might be speaking in quick succession. This helps everyone, but particularly those using screen readers, keep track of who is speaking.
Avoid Idioms and Acronyms
Idioms and figurative language can be confusing for anyone, but especially for those who might not be familiar with the cultural context. Rephrase idioms using simpler language or explain their meaning within the context of the conversation. Don’t assume everyone is familiar with every acronym. Spell out acronyms the first time they are used and consider including a glossary of acronyms in the meeting agenda or shared materials.
Share Information in Multiple Ways
Virtual meetings rely heavily on audio communication, but incorporating other communication methods can significantly enhance accessibility for a diverse remote workforce. When sharing presentations, slides, or other visuals, describe the content verbally. This ensures everyone has access to the same information, regardless of their ability to see the screen. Consider offering them in multiple formats as well. This could include accessible PDFs with proper heading structures and alternative text descriptions for images, or editable document formats like Word or Google Docs for those who might require screen reader compatibility.
Provide Meeting Recording
Record the meeting session and make the recording available to all participants, along with the meeting notes and any shared presentations, in an accessible format. This allows individuals who might not have been able to attend the live session or require additional time to process the information to review the content at their own pace.
Creating an Accessible Workforce
Employers can help build more inclusive work environments by providing reasonable accommodation for remote workers, especially those with disabilities, through universal design.
Conduct regular training sessions to educate all employees about the importance of accessibility and how they can contribute. Training should cover the use of accessible technology, communication best practices, and the company’s commitment to inclusivity.
You can also promote disability awareness and etiquette programs to foster a more inclusive culture. These programs can help employees understand the challenges their colleagues might face and encourage more supportive interactions.
Establish a clear, streamlined process for requesting and implementing reasonable accommodations. Employees should feel comfortable and supported in making these requests without fear of stigma or reprisal.
LET GALT HELP YOU BUILD A STRONG WORKFORCE
If you have questions about accessibility or are in search of job applicants from various backgrounds, get in touch with the team at Galt. You can reach one of our qualified experts here or by calling us at 1-877-361-1277.
References
1. “1 in 4 US adults live with a disability.” CDC, 16 Aug. 2018, archive.cdc.gov/#/details?url=https://www.cdc.gov/media/releases/2018/p0816-disability.html.
2. “Accommodation and Compliance: Telework” JAN, Accessed 19 June 2024, askjan.org/topics/telework.cfm.
3. Clem, Alex. “COVID-19 Response: Digital Accessibility and Other Best Practices for Remote Work – Disability:IN.” Disability:IN, 9 Feb. 2022, disabilityin.org/resources2/covid-19-response-accessible-tools-and-content.
