Meetings are a key part of collaboration and participation for any team or organization. However, they can present challenges for individuals with disabilities or accessibility needs if proper accommodations and universal design principles are not implemented. Making meetings more accessible should be a priority for any business or group that values inclusion, engagement and full contribution from all members.
There are many reasons why meeting accessibility matters:
Captions are essential for people who are deaf or hard of hearing to follow along during meetings. By providing captions, you ensure that these attendees can fully participate.
There are a few options to supply captions:
Whichever method you choose, letting attendees know captions will be provided gives them confidence in attending. Make sure to test the technology and quality beforehand. Proper set up results in an inclusive environment where everyone can engage.
When preparing printed meeting materials or presentations, avoid stylized fonts and instead opt for easy-to-read sans serif fonts like Arial or Helvetica. The lack of extra flourishes on sans serif fonts can make them easier to decipher for those who have visual impairments like dyslexia. Avoid light fonts, as well as font sizes below 12 point, as these can prove challenging for some to read.
For digital presentations and materials, ensure font colors have enough contrast from background colors. Dark text on a light background provides the most accessible contrast. Also check that your choice of colors does not cause issues for those who are color blind. Test your materials by printing in grayscale to identify any areas where contrast needs to be improved.
When organizing a meeting, it's important to provide options for how people can participate. Don't assume that everyone will be able to join in person or via video call. Offer at least 3 ways for people to join:
Providing multiple joining options makes your meeting more accessible and inclusive. It empowers attendees to choose what works best for their needs and circumstances. Don't make assumptions - allow flexibility.
Sending meeting materials in advance allows attendees to review them beforehand. This is especially helpful for people with disabilities that may need more time to process information.
Some tips for sharing materials early:
Providing materials well in advance allows for a more inclusive, productive meeting where all attendees can properly prepare. Following accessibility best practices removes participation barriers.
To make meetings more accessible for attendees who are blind or have low vision, make sure to describe any visual content. For presentations or documents, provide detailed descriptions of images, charts, and graphs. Read aloud image captions or long descriptions of visuals to ensure they make sense when heard rather than seen.
For live meetings, if you're using a whiteboard or showing objects, describe them in detail as you present. Say things like "On the whiteboard I've drawn a timeline showing our product launch plan. At the top it says 'Product Launch Timeline' in a large blue font. Below that there are 5 rows for each stage..." Describing visuals helps paint the picture for those who can't fully see them.
You can also ask attendees ahead of time if they need visuals described and how much detail is helpful. Some may want key descriptions, while others need very intricate details to fully understand visual information. Making meetings accessible means understanding various accessibility needs and being proactive in addressing them. Detailed visual descriptions allow everyone to get the most from meetings.
It's important to allow opportunities for people to ask questions or indicate when they need clarification during meetings. Consider periodically stopping during presentations or discussions and asking if anyone needs anything repeated or rephrased. You can also encourage attendees to use the chat, send a private message, or use hand raise features on video platforms.
Some other tips:
Actively checking for understanding helps create an inclusive environment where people feel comfortable asking for clarification. Build in natural opportunities for questions and feedback to keep all attendees on the same page.
Taking breaks during meetings is an important accessibility practice. Sitting for long periods can be challenging for some individuals with disabilities or health conditions. Scheduling regular 5-10 minute breaks gives people a chance to stand up, stretch, use the restroom, rest their eyes, etc.
When planning the agenda, build in natural break points every 60-90 minutes. You can also encourage attendees to take a break whenever needed. Make sure to announce when breaks will happen so people can plan ahead.
Providing flexibility shows you care about attendees' wellbeing. No one should feel forced to sit still for hours at a time. Breaks allow people to refocus and participate more fully. They also create opportunities for informal connection and networking.
With remote meetings, video call fatigue is real. Staring at the screen is tiring for many. Regular breaks let people step away and reset. You may wish to remind attendees to move during the breaks – stretch, grab some water, etc.
When accessible break times are offered, meetings become more welcoming to all. People can take part knowing their needs are supported. This simple adjustment enables better concentration, engagement and retention.
When hosting virtual meetings, it's important to test the technology ahead of time to ensure it works properly with screen readers, magnifiers, and other accessibility features. Here are some tips:
Taking time to test ahead of the meeting will help identify and resolve any issues in advance. A bit of preparation goes a long way in ensuring accessibility for all attendees. With some forethought, virtual meetings can be inclusive experiences.
In 2023, meetings should aim to be inclusive and accessible for all attendees. By providing captions, using clear fonts, offering multiple ways to join, sending materials in advance, describing visuals, checking for understanding, offering breaks, and testing technology, meeting organizers can create a more accessible environment.
The key points covered were:
By being proactive and intentional with accessibility, meetings can engage more attendees and enable equal participation for all. What steps will you take in 2023 to make your meetings more inclusive?