Posts

Accessibility Best Practices for Remote Workplaces

/ /by

The sudden rapid transition to remote work has brought about many benefits for employers. Among these benefits are happier employees, greater cost savings, and access to a more diverse talent pool. However, remote work also comes with its own set of challenges, one of which is digital accessibility.

In the United States, one in four adults lives with a disability. The Americans with Disabilities Act (ADA) requires that businesses make reasonable accommodations for employees with disabilities, and these laws extend to remote workspaces.

The following accessibility best practices for remote workplaces, while not exhaustive, will help you create a work environment where everyone can benefit equally from digital products, services, and content.

Choose accessible remote work products

Audit the tools you currently use for remote work and become familiar with their accessibility features. The following remote work tools are a good place to start:

  • Audio and video conferencing (Zoom, Microsoft Teams, etc.)
  • Document management (SharePoint, OneDrive, etc.)
  • Email (Google Workspace, etc.)
  • Project management and collaboration (Slack, Microsoft Teams, Google Hangouts, etc.)
  • Office suites (Microsoft Office, etc.)

When evaluating a new remote work product, confirm that the tool supports commonly used assistive devices, including screen readers and refreshable braille displays. Also, look for built-in accessibility features; for instance:

  • Keyboard accessibility
  • Display preferences, such as resizable text and color filters
  • Speech-to-text capabilities, such as real-time captioning and live or automatic transcription

Many top vendors, like Zoom and Google Workspace, provide documentation about native accessibility features, as well as how to integrate their products with third-party accessibility tools.

If you need a feature that isn’t built into the software you currently use, check to see if there’s a compatible third-party app. For example, Krisp is an AI-powered app that removes background noise during virtual meetings.

Host accessible virtual meetings

Virtual meetings, while convenient, come with their share of technical challenges. A bit of preparation can go a long way in ensuring that your meetings adhere to accessibility best practices.

Before the meeting, determine what your staff needs to participate equally. For example, will you need an ASL interpreter? Some conferencing tools, such as Zoom, can be configured so that interpreters are always visible.

Also, provide instructions to staff on how to adjust conferencing settings, including video, sound, chat, and display options. Let employees know who to contact if they have any technical difficulties during the meeting.

Limit meeting attendance to key stakeholders and give staff the option to call in instead of using their computer. The moderator should ensure that only one person speaks at a time, that all other mics are muted, and that everyone identifies themselves before they begin speaking.

If you’re sharing your screen, describe the content on the screen for people who are blind or visually impaired.

Instruct staff on how to access closed captions, live transcripts, and/or subtitles during the meeting. If your conferencing solution doesn’t provide for real-time captioning or live transcription, consider using a third-party app like Web Captioner, which offers free real-time captioning in over 40 languages.

Always record live events and have them professionally transcribed afterward so you can share the recording and transcript with your team.

Create accessible content

Use the following tips for accessibility best practices.

Documents

Use heading styles in Microsoft Word to create subheads (instead of bolding text and increasing the font size, for example). This helps screen reader and braille display users understand the hierarchy of the document and navigate it more efficiently.

Microsoft provides an Accessibility Checker tool for making sure your Office content, including Word documents, spreadsheets, and email, is accessible to people with disabilities.

Video and audio

When creating audio and video content, use professional recording equipment and record in a quiet location. If you must have background music, keep it at a low volume for the benefit of people who are hard of hearing.

Transcribe, caption, and/or describe audio and video content. Poorly done captions are just as frustrating as no captions at all: For audio with multiple speakers or any background noise, it’s best to hire a professional typing company instead of using an auto-transcription tool.

Images, graphics, and presentations

Alternative text should be provided for descriptions of images, which can be read using screen readers.

Use good color contrast for the benefit of visually impaired and colorblind users. Make use of whitespace and proximity to help users understand the relationship between elements of the content. Ensure that the text in charts and graphs is large and clear enough to read.

Avoid the use of flashing, strobing, or flickering content, which can trigger seizures in people with PSE.

Social media

The major social media platforms are continually evolving to make sure their platforms align with digital accessibility best practices. For example, Twitter, Facebook, and LinkedIn all have an option for adding alternative text to your images.

Additionally, many social media sites now let you caption video content by uploading captions as a sidecar file (that is, separate from the video itself).

Website and email

Use a responsive design for your website and emails and test them to make sure they function as intended on mobile devices and screen readers. Choose clean, easy-to-read fonts of adequate size and line spacing, and use good color contrast throughout for the benefit of people who are colorblind or have other visual impairments. Provide plaintext versions of emails for people who use screen readers.

On your website, make use of HTML markup like headers, which can be read by screen readers, instead of simply styling the content–for instance, by bolding text or increasing the font size. Whenever possible, use HTML to create charts and lists instead of posting them as images. If you use images to complement the text, provide alternative text using the HTML alt attribute. Choose semantic HTML elements that describe the content (e.g., <table>) instead of non-semantic elements (e.g., <div>).

For more information on how to make web content accessible, review the Web Content Accessibility Guidelines (WCAG) 2.1, which is the universal standard in web accessibility.

Accessibility best practices will evolve along with your business and workforce. You can streamline the process by creating a simple system for your employees to put in requests or give feedback on your current tools and procedures, as well as by providing digital accessibility training to staff. As more software developers and vendors adopt accessible technologies, businesses will encounter fewer challenges when creating an accessible remote workplace.

Nathan Anderson

How Future Workplaces Will Work Better for People with Disabilities

/, /by

Today, we feature this post, originally published in February 2019, in recognition of National Disabilities Employment Awareness Month.

According to a major study by Accenture, 29 percent of all people were appropriately employed, compared with 75 percent of those who listed disability. Furthermore, that study made a direct link between a company’s overall profitability and its inclusiveness of people with disabilities. In fact, organizations that stand out for leadership in areas related to disability inclusion performed better in several key financial metrics.

The study directly addresses one of the basic drives in any business: Return on investment. It’s part of a growing body of literature that highlights the importance of a strong focus on inclusivity when it comes to hiring, continuous development, and the makeup of a company’s workforce. The ethics of inclusion programs and a push for more diversity within any organization are clear. But this study makes the case for disability inclusion’s value as a direct driver of profit.

Including people with disabilities in your company culture is not only a moral imperative. For most companies, it is a financial incentive.

Disabilities Accommodations: Bottom Line No Longer King

In business, the bottom line is often king at the expense of other considerations. As such, simply adhering to laws such as the U.K.’s Equality Act by providing reasonable adjustments for staff with disabilities can sometimes be thought of as a hindrance to profits. But these attitudes have changed a lot in recent years. We’re at a stage now across industries where employers aren’t looking to work out how to dodge their responsibilities. Instead, employers are going above and beyond in providing for as many people as possible.

Here are some key considerations when it comes to making sure your place of work is catering to as broad a pool of talent as possible, whether that’s prospective employees or those with disabilities already working within your organization.

Hiring Using Algorithms Is the Future — but Be Careful

HR decision making is increasingly automated, and with the proliferation of readily available data about potential job candidates through public platforms such as LinkedIn, this trend is surely here to stay. The use of algorithms to filter out unsuitable candidates helps cut costs and contributes to a streamlined and efficient recruitment process. AI and machine learning will only further improve this kind of activity as technology continues to develop.

There are, however, limits to the powers of this process. It’s important to understand just how fallible algorithms are. No matter how complex an algorithm gets, existing biases are always embedded within. Therefore, in an ideal world, hard screening decisions should not be made solely by algorithmic processes, at least for the foreseeable future.

Algorithms are Imperfect

Does your organization filters candidate lists using AI-based processes, with human oversight coming at a later stage? Do you routinely get a high volume of applications that limits human participation?

If yes, it’s important to be aware of the fact that your algorithms are imperfect. This should naturally lead to a culture of continuous auditing, modification and improvement to your selection processes. By enlisting a member of HR staff to evaluate a random sample of applications, spot checks can be carried out on decisions made by your preferred algorithm. Do those spot checks. Then see if there’s a difference in results. When doing this, it’s important to heavily focus on potential biases on both sides — machine and human.

The ‘Reasonable’ in ‘Reasonable Adjustments’

The U.K.’s Equality Act 2010 sets out legal protections against discrimination in the workplace. It describes the “reasonable adjustments” that must be made to facilitate employees who may face obstacles in the organization. The definition of “reasonable” here is key, as well as ambiguous. And it’s this ambiguity and businesses’ attitudes toward it that are crucial.

A lot depends on how big the business is. Larger organizations will find it easier to afford the resources to make expensive adjustments for staff members.  Smaller organizations, of course, need not go bankrupt to make accommodations. For example, buying land to create closer parking spaces for employees unable to walk long distances is not a requirement.

Seek Out Partners

However, companies must understand the provisions available from the government. They should also seek to work with local schemes and charities. Primarily, this means engaging with the U.K.’s Access to Work program. Through this, staff can gain grants for equipment, aids, adaptations or support worker assistance. The program can also provide additional assistance to employees in getting to and from work.

Instead of seeing this exercise as a means to tick a box, the best employers will have HR practitioners who have a deep knowledge of and working experience with the Access to Work scheme, and will know how to present a compelling case for their staff who require or would flourish with adaptations that can be sourced through these means.

Examples of Disabilities-Friendly Practices

When it comes to welcoming a diverse workforce, there are a number of practical points most organizations can focus on. Regular feedback from employees, pulse surveys and engendering an open and honest environment can help decide where focus belongs. The state of your staff as a whole is a factor in deciding which to actually implement.

  • Make physical adaptations and remove physical barriers.
  • Provide training and information in accessible formats.
  • Offer specialist training.
  • Invite inclusion-focused guest speakers at in-work functions or meetings.
  • Encourage flexible working patterns and remote working where possible.

For profiling your staff so your organization can be proactive in determining which adaptations are required and implemented, consider using a digital tool like Clear Talents. Actively seeking out case studies in related fields is also excellent practice.

In addition, the Business Disability Forum is an excellent resource for this type of activity and can signpost important initiatives.

Make the workplace work better with people with disabilities. Starting today.

#WorkTrends: How to Make Your Organization Accessible for Everyone

/, /by

If you want to keep your company away from the wrong side of a lawsuit, you need to work on creating both an application process and a workplace that are truly accessible. In news from the world of HR: DISH Network just settled a lawsuit for $1.25M regarding an inaccessible online job application process. The company will have to work to make its application process much more accessible. One of the key lessons in this lawsuit is that the ADA (Americans with Disabilities Act) isn’t just for employees. It’s for applicants as well.

So I’m thrilled we have a terrific guest on #WorkTrends this week, Neil Milliken, to speak about how to make your organization accessible for everyone. Neil is the global head of accessibility at Atos and the cofounder of AXSChat, an online platform focused on disability, inclusion, and accessibility.

Listen to the full conversation or read the recap below. And don’t forget to subscribe so you never miss an episode.

[00:32] Accessibility is something a lot of us in HR are thinking about
[05:54] Actually, disability is not a dirty word.
[13:01] Providing assistive technologies benefits the entire organization
[16:32] Two sides to the future of work: The human side and the technology side.

What does it truly mean to have an accessible workplace?

We talk a lot about diversity and inclusion lately, but we don’t talk enough about one key area, which is accessibility. What does it truly mean to have an accessible workplace? It means a lot more than physical changes like a wheelchair ramp or having a sign language interpreter on hand, though both of these are certainly important. It’s more a total approach to ensuring that everyone is included in the candidate and the employee journey — whatever their state of disability. It has to do with anyone you interact with, actually, from customers or visitors to colleagues to new hires. And as the DISH settlement makes clear, this is of legal as well as ethical importance.

Disability is Not a Dirty Word.

Neil Milliken has some terrific strategies to pay attention to, and first off that means changing our entire attitude towards the nature of disability. He’s experienced it firsthand. He describes himself as dyslexic and talks about how technology has transformed his life, enabling him to do things he hadn’t been able to do before, making his life easier and sparking a lifelong passion for sharing that passion with others. And as he says, “disability is not a dirty word.”

Talk to most people who experience life with a disability, he reminds us, and they’re happy to talk about their disability. But here’s a good practice: always ask the person, “How do you wish to be addressed, and tell me about whether you need help and, if so, how you want me to help you?” Milliken believes it best to ask upfront, be open, be friendly, and treat people as people.

We’ve Made Progress in the Last Ten Years.

Milliken points out that we’re doing better in the past ten years than we ever had. In the last decade, while we are not where we need to be yet, we are making headway. In the UK, for instance, the disability employment gap is still at around 30%. In Canada, it’s 31% and as Neil said, it’s “something similar” in the US. There is definitely a challenge in terms of accommodating people at work who actually don’t disclose their disabilities, but keep them hidden. But as we become more aware and open about issues of accessibility, that is starting to change. And businesses are starting to have conversations about disabilities and accessibility issues.

Providing Assistive Technologies Benefits the Entire Organization.

Providing assistive technologies isn’t just about helping a select group with disabilities. As Neil pointed out, it benefits the entire organization. In addition to making the workplace disability-inclusive, it may also help a whole range of other employees. For those who are not native speakers, assistive technologies can help them be more productive.

And diversity is a valuable mindset shift: As Milliken says, “If you see the value in diversity, if you can see the richness in having lots of different types of people, then can’t you understand how important it is also to have diversity of thought? With people whose brains are different, you’re going to reduce groupthink. You’re going to introduce creativity and different perspectives on life.” And we know more creativity and more perspectives create a far more innovative workplace.

Predictions for the Future of Work.

None of us have a crystal ball on the future of work. But Milliken imagines that the future of work will have two sides: human and technology. In the rush toward technology, AI and process automation will likely create certain disruptions but will also create new roles and jobs.

On the human side, Milliken notes that aging will have a significant impact on the future of work. We have five generations in the workforce now, and people are getting older and retiring later. Older employees with age-related disabilities will certainly populate the workforce in greater numbers. That means there will be a massive number of people with disabilities in the workforce. It’s going to be increasingly important to continue making workplaces accessible for everyone. So, as Milliken says, “Let’s be sure that we’re going to roll our sleeves up and get it done.”

Resources Mentioned in This Episode:

Photo by Carl Heyerdahl on Unsplash

How Could Future Workplaces Work Better for People with Disabilities?

/ /by

According to a major study by Accenture, a direct link can now be drawn between a company’s overall profitability and its inclusiveness of people with disabilities. The data found that people with disabilities are underemployed — in the U.S., 29 percent were employed, compared with 75 percent of those without a listed disability — and that organizations that stand out for leadership in areas related to disability inclusion performed better in key financial metrics.

The study directly addresses one of the basic drives in any business: return on investment. It’s part of a growing body of literature that highlights the importance of a strong focus on inclusivity when it comes to hiring, continuous development and the makeup of a company’s workforce. The ethics of inclusion programs and a push for more diversity within any organization are clear, but this study makes the case for disability inclusion’s value as a direct driver of profit. This makes it clear that it’s not only a moral imperative to cater to as broad a pool of potential staff as possible, but also that it actually pays to do so.

In business, the bottom line is often king at the expense of other considerations. As such, simply adhering to laws such as the U.K.’s Equality Act by providing reasonable adjustments for staff with disabilities can sometimes be thought of as a hindrance to profits. But these attitudes have changed a lot in recent years, and we’re at a stage now across industries where employers aren’t looking to work out how to dodge their responsibilities but are going above and beyond in providing for as many people as possible.

Here are some key considerations when it comes to making sure your place of work is catering to as broad a pool of talent as possible, whether that’s prospective employees or those already working within your organization.

Hiring Using Algorithms Is the Future — but Be Careful

HR decision making is increasingly automated, and with the proliferation of readily available data about potential job candidates through public platforms such as LinkedIn, this trend is surely here to stay. The use of algorithms to filter out unsuitable candidates helps cut costs and contributes to a streamlined and efficient recruitment process. AI and machine learning will only further improve this kind of activity as technology continues to develop.

There are, however, limits to the powers of this process. It’s important to understand just how fallible algorithms are. No matter how complex an algorithm gets, existing biases are always embedded within. Therefore, in an ideal world, hard screening decisions should not be made solely by algorithmic processes, at least for the foreseeable future.

If your organization filters candidate lists using AI-based processes, with human oversight coming at a later stage — for example, if you routinely get a high volume of applications — it’s important to be aware of the fact that your algorithms are imperfect. This should naturally lead to a culture of continuous auditing, modification and improvement to your selection processes. Spot checks can be carried out on decisions made by your preferred algorithm by enlisting a member of HR staff to evaluate a random sample of applications and see if there’s a difference in results. When doing this, it’s important to heavily focus on potential biases on both sides — machine and human.

Pushing the Boundaries of ‘Reasonable’ in ‘Reasonable Adjustments’

The U.K.’s Equality Act 2010 sets out legal protections against discrimination in the workplace. It describes the “reasonable adjustments” that must be made to facilitate employees (prospective or current) who may face obstacles in the organization. The definition of “reasonable” here is key, as well as ambiguous. And it’s this ambiguity and businesses’ attitudes toward it that are crucial.

A lot depends on how big the business is. Larger organizations will find it easier to afford the resources to make expensive adjustments for staff members. Smaller organizations are not obliged to bankrupt themselves to make accommodations — for example, by buying land to create closer parking spaces for employees unable to walk long distances.

However, companies should better understand the provisions available from the government, and always seek to work with local schemes and charities. Primarily, this means engaging with the U.K.’s Access to Work program. Through this, staff can gain grants for equipment, aids, adaptations or support worker assistance. The program can also provide additional assistance to employees in getting to and from work.

Instead of seeing this exercise as a means to tick a box, the best employers will have HR practitioners who have a deep knowledge of and working experience with the Access to Work scheme, and will know how to present a compelling case for their staff who require or would flourish with adaptations that can be sourced through these means.

Examples of Disability-Friendly Practices

There are a number of practical points that most organizations can take action on when it comes to welcoming a diverse workforce. Deciding which are actually implemented depends on the state of your staff as a whole, and finding out which areas to focus on can be done through regular feedback from employees, pulse surveys and engendering an open and honest environment.

  • Make physical adaptations and remove physical barriers. This could mean straightforward changes like the installation of a wheelchair ramp.
  • Ensure training and information is provided in accessible formats.
  • Offer specialist training.
  • Invite inclusion-focused guest speakers at in-work functions or meetings.
  • Encourage flexible working patterns and remote working where possible.

A digital tool like Clear Talents can be used as the foundation for profiling your staff so that your organization can be proactive in determining which adaptations are required and implemented. Actively seeking out case studies in related fields is also excellent practice.

The Business Disability Forum is an excellent resource for this type of activity and can signpost important initiatives