In today’s fast-paced, technology-driven work environment, creating an accessible digital workspace is more important than ever.
This goes beyond convenience—it’s about ensuring equal access and participation for all employees, including those living with an injury, illness or disability.
An accessible digital workspace not only fosters inclusion, but also enhances overall productivity and compliance with legal standards.
What is digital accessibility?
Digital accessibility refers to the design of digital tools and environments in a way that is usable for everyone of all abilities.
This encompasses a range of elements, from website design to software applications and digital documents.
By prioritising this, businesses with a digital workspace can create a more inclusive and equitable place to work.
Best practices for creating accessible digital content
To make sure your digital workspace is as accessible as possible, audit your current systems and implement the following best practices where needed:
- Clear and understandable language:
- Use plain language and avoid complicated jargon to ensure all employees can understand the content.
- Explain acronyms and industry-specific terms.
- Readable text:
- Choose easily readable fonts and appropriate sizes for internal documents and emails.
- Use high-contrast colour schemes in all digital interfaces to enhance readability.
Logical structure with headers:
- Organise internal documents and web content with clear headers and subheaders.
- Utilise bullet points or numbered lists for instructions and policies.
Alt text for images in documents and presentations:
- Include descriptive alt text for images in digital documents, presentations, and websites.
- Ensure the alt text conveys the image’s purpose or context.
Captions and transcripts for internal multimedia:
- Provide captions for internal training videos and webinars.
- Include transcripts for audio content like podcasts or recorded meetings.
Keyboard-friendly navigation:
- Ensure all internal digital tools and platforms are navigable using a keyboard.
- Test websites, tools and software for keyboard accessibility.
Descriptive hyperlinks:
- Use clear, descriptive text for hyperlinks in digital communications and on websites.
- Avoid non-descriptive phrases like “click here.”
Accessible forms for internal use:
- Label all fields in digital forms clearly, such as “for HR” or “IT requests”.
- Provide easy-to-understand instructions and error messages.
Screen reader compatibility:
- Test all internal digital content and tools with screen readers.
- Ensure compatibility and logical content flow.
Simplify tables in digital documents:
- Use table headers for clarity in digital reports and data presentations.
- Avoid using complex or nested tables.
Integrate accessibility in digital development:
- Consider accessibility from the start when developing or procuring new digital tools or platforms.
Ongoing updates and compliance Checks:
- Regularly update and review internal digital content for accessibility.
- Stay informed about the latest accessibility standards and best practices.
By adhering to these practices, you can ensure that your digital environment is accessible and inclusive for all employees, including those living with a disability.
This not only creates a more inclusive workplace but also helps in meeting legal and ethical standards for accessibility.
Tools and technologies for enhancing accessibility
While there are many ways to make your digital workspace accessible when creating it, there are also many tools and pieces of technology that can assist you, and your employees, with additional accessibility requirements.
Some of these include screen readers and speech recognition software. Additionally, various software and plugins can make standard office tools, software and websites more accessible, like text-to-speech tools.
When considering your workplace’s accessibility, be sure to keep in mind these tools that are available.
Training and awareness
In order to truly cultivate an accessible digital workspace, it’s essential to provide training and education to all employees.
This includes raising awareness about digital accessibility best practices and providing resources for creating accessible content.
By empowering your employees with the knowledge and tools to prioritise accessibility, your business can foster a culture of inclusivity and ensure that all digital content meets accessibility standards.
Ongoing education and training can also help to keep employees informed about advancements in digital accessibility and new tools or techniques for enhancing inclusivity in the digital workspace.
Need help improving your business’ digital accessibility?
Digital accessibility within a workplace is not only very important, it can also be a big task to undertake, which is why there are professional services out there that can help you.
For example, if you have any employees who are currently using Disability Employment Services, you can work with their service providers to gain guidance on how to best modify your digital landscape to suit the needs of your employees.
There are also many online courses you can do to upskill in accessibility.
An accessible digital workspace is key to an inclusive, productive work environment.
By understanding and implementing these best practices of digital accessibility, you can ensure that all your employees, of all abilities, have equal access to your digital resources and opportunities.