Why is this a problem?
When access needs are not considered, many people will have trouble getting or understanding information. Some things to consider include:
- Language is often too technical and full of jargon.
- Documents and materials are often not shared early enough to allow people to prepare.
- PDFs, videos, or online content are not always accessible (e.g., screen-reader friendly, captioned, or transcribed).
- In fast or large group discussions, many people get left behind, especially when they are new to the subject matter. This is magnified for D/deaf and Hard of Hearing people who rely on sign language/interpretation.
- Blind or low-vision people often can’t see body language, facial expressions, or visual cues that clarifies information being communicated.
- Visual content like slides, diagrams, or infographics are often not described clearly.
- Using multiple channels at once, such as chat, email and verbal discussion, can be confusing and often does not work well for people using screen readers.
People may also have trouble sharing their thoughts or participating. Some things to consider include:
- Meetings that lack structured ways to take turns or contribute often leave out neurodiverse people who require clear structures. This can also be a disadvantage for people who depend on sign language/interpretation, such as D/deaf and Hard of Hearing people.
- Without clear cues, new members often worry about interrupting and miss opportunities to contribute.
- Lack of quiet or low-stimulation options can make participation harder for people with sensory sensitivities.
- Poor audio, video, or caption quality in remote meetings can prevent people from fully participating.
- People are less likely to continue sharing when they don’t get feedback on whether their contributions were received or understood.
Ways to address the barrier
Host onboarding meetings before committee work begins
Quick Actions
Co-chairs should meet with new members individually to:
- Introduce the structure and goals of the committee
- Clarify roles, expectations, and responsibilities
- Explain workflows, working culture and norms, and decision-making processes
- Identify any initial access needs and come up with a plan to meet them
Barriers these actions address
- Difficulty receiving and communicating information
- Dominant “expert” culture
- Lack of clear and accessible onboarding process
- Lack of training and support for committee members
- Lack of training and support for chairs and facilitators
- People don’t start at the same place
- Unclear participation information
Make communications multi-modal and consistent
Quick Actions
- Distribute information through multiple channels such as websites, social media, newsletters, community spaces, partner networks, mailing lists and community radio to reach people where they are.
- Use a mix of communication formats such as recorded videos, written guides, infographics, visual diagrams and print materials to make content as widely accessible as possible
- Provide materials in alternative formats (large print, braille, plain language, screen-reader compatible documents, audio/video).
- Offer synchronous (live), asynchronous (on-demand), and hybrid options to support different time zones, learning styles, and access needs.
Long-term Actions
- Maintain clear, consistent communication across multiple modalities, channels and platforms.
- Share opportunities in many different places and in different ways. This helps reach people who may not realize that standards development is open to them, or who do not see themselves represented in these spaces.
Barriers these actions address
- Recruiting for diversity
- Communication styles default to Western norms
- Difficulty receiving and communicating information
- Unclear participation information
Plan what to do if goals aren’t met
Long-term Actions
- Decide ahead of time what you will do if participation goals are not reached.
- Consider extending the comment period, changing your outreach approach, or building new relationships with groups that were not well represented.
- Set clear “minimum” targets, for example: number of participants, or key groups that must be included.
- Check progress early so you still have time to adjust.
- If you’re missing key voices, pause and fix the outreach instead of moving forward anyway.
- Ask community partners why people didn’t participate and what would make it easier next time.
- Add new accessible engagement options, like phone calls, short sessions, or one-on-one interviews.
- Extend timelines if needed, especially for reviewing documents.
- Document what didn’t work and what you changed, so the process improves over time.
Barriers these actions address
- Difficulty receiving and communicating information
- Inaccessible digital collaboration tools
- Lack of clear and accessible onboarding process
Provide a welcome package for new members
Quick Actions
Welcome packages can include the following:
- Committee member list and roles (who to go to for what)
- Overview of timelines and workflows
- Tools and platforms being used
- Key documents to read first
- Contact points for accessibility supports
Long-term Actions
- Provide documents, materials and technologies based on roles and responsibilities
- Provide information in flexible, small, digestible parts by using multiple shorter orientation sessions instead of one long session. This will give new members time to process the information and ask questions
Barriers these actions address
- Difficulty receiving and communicating information
- Lack of clear and accessible onboarding process
- People don’t start at the same place
- Unclear participation information
- Too much background information for new members
Provide translation and interpretation for everyone
Quick Actions
- Offer translation and sign language/interpretation support from the start and make it normal for everyone to use.
- Test whether transcripts are working in advance.
- Use the automated transcript feature in video conferencing applications and save transcripts to share after the meeting. Check the saved transcripts for any errors or discrepancies after every meeting has ended.
- Give extra time for discussions and allow follow-up later, especially in international groups.
- Rotate meeting languages based on members’ needs, and provide interpretation when needed.
- Support smaller working groups in members’ native languages so they can participate more fully.
Barriers these actions address
- Inaccessible hybrid meetings
- Inaccessible in-person meetings
- Lack of training and support for chairs and facilitators
- Lack of training and support for committee members
- Difficulty receiving and communicating information