Technology

Make remote/virtual/online meetings accessible

• 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 or 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, shared documents.
  • Repeat questions or comments from participants for clarity.
• Meeting Management & Inclusivity
  • Provide breaks and allow people to step away without judgment.
  • Allow anonymous feedback or a way to talk directly to the chair.
  • 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 virtual attendance for all meetings so people with mobility, transportation, or health challenges can participate.

• Inaccessible hybrid meetings
• Inaccessible virtual meetings
• Lack of training and support for chairs and facilitators
• Limited meeting times and time zone exclusion