Make online meetings accessible

Quick Actions

Platform & Tools

Use reliable platforms with accessibility features (e.g., Zoom, Microsoft Teams).
Ensure platforms work with screen readers, braille displays, hearing aids, and other assistive technologies.
Encourage the group to choose collaboration tools together and decide how they will use them to best accommodate everyone. For example, many screen reader users prefer to have the chat feature disabled in a video conference or used very sparingly so that they aren’t listening to a speaker and the chat at the same time.
Allow flexibility and customization so tools can work with individual needs and assistive technology.

Documents & Materials

Share all documents before the meeting in accessible formats.
Avoid live editing that screen readers or translation tools cannot follow and make sure to read out and describe all changes that are being made.
Use screen sharing consistently and describe visual content for people who are blind or have low vision.

Speaking & Participation

Remind participants to say their name before speaking.
Make sure only one person speaks at a time; raise hands before speaking and avoid talking over others.
Use inclusive language.
Explain jargon and abbreviations.
Keep captions on for everyone.
Ask participants to mute themselves if not speaking to reduce background noise.
Offer ways to participate without speaking such as chat, email and shared documents.
Repeat questions or comments from participants for clarity.

Meeting Management

Provide breaks and allow people to step away without judgment.
Allow anonymous feedback or a way to talk directly to the chairperson.
Share clear meeting rules so everyone knows how to take turns and ask questions.
Check in with quieter members to make sure they are included.
Offer online attendance for all meetings so people with mobility, transportation, or health challenges can participate.

Remote Co-design Guide - Community-Led Co-Design Kit explains how to run co-design work when people are not all in the same place. It covers ways to plan sessions, choose activities, and use technology so people can still work together well from a distance.
Facilitation for Flexibility and Accessibility - Community-Led Co-Design Kit focuses on how facilitators can adapt meetings and activities so more people can participate in ways that work for them.
Captions, Transcripts, and Audio Descriptions explains the different accessibility supports used in audio and video. It covers captions, transcripts, and audio descriptions, and when each one is helpful.

India – Bureau of Indian Standards (BIS) uses open-source, screen-reader-friendly platforms and shares offline document packages. Members can also vote or comment via email, reducing reliance on restricted tools like Google.
Europe European Committee for Standardization (CENELEC) audits tools for accessibility before use. They switched to WCAG-compliant platforms and include accessibility in procurement to ensure long-term inclusivity.
South Africa – South African Bureau of Standards (SABS) uses low-bandwidth tools like WhatsApp, email, and SMS for collaboration and voting, making participation easier in areas with limited internet access.
Japan – The Japanese Industrial Standards Committee (JISC) prioritizes thoughtful input over frequent speaking. Meetings allow time for quiet reflection and written feedback. Silence is seen as respectful, not passive. Roundtable formats ensure equal speaking time, minimizing dominance by assertive voices.