How can you make sure your online workshop is accessible to all participants?

1 Choose the right platform

When planning an online workshop, the first step is to choose the right platform for your content and audience. There are many options available, such as Zoom, Google Meet, Webex, and Microsoft Teams. Each platform has its own features, benefits, and limitations that you should consider; for instance, the number of participants that can join the workshop, the level of interactivity you want, the multimedia and tools needed to support your workshop, and how secure and reliable the platform is. Additionally, it's important to check the accessibility features of the platform, such as captions, transcripts, keyboard shortcuts, and screen reader compatibility. You can find more information on these features on the platform's website or help center.

2 Provide multiple formats

Different participants may have different learning preferences and needs, which is why it's important to provide multiple formats of your online workshop content. For example, you should offer video recordings with captions and transcripts, slides or handouts with clear and concise text and images, audio files with transcripts and summaries, text documents with headings, bullet points, and links, as well as interactive activities or quizzes with feedback and instructions. Furthermore, ensure that your content is compatible with various devices, browsers, and screen sizes. You can use tools such as Google Slides, PowerPoint, or Canva to create and convert your content to different formats.

3 Use clear and inclusive language

The language you use in your online workshop can have a big impact on how accessible and engaging it is for your participants. To ensure your workshop is successful, it's important to use clear and inclusive language that avoids jargon, acronyms, slang, and idioms. Additionally, explain any technical terms or concepts that may be unfamiliar to your audience. Make sure to use plain and simple words and sentences that are easy to understand and follow. Also, use gender-neutral and culturally-sensitive terms and examples that respect the diversity of your audience. Furthermore, employ an active voice and positive tone that convey your enthusiasm and confidence. Finally, include questions, prompts, and feedback that encourage participation and interaction. You can use tools such as Hemingway Editor, Grammarly, or Readable to check and improve the clarity and readability of your language.

4 Offer flexibility and support

Not all participants may have the same availability, bandwidth, or attention span for your online workshop. To make it accessible, you should offer flexibility and support. This might include allowing participants to join the workshop live or watch the recording later, providing breaks and pauses during the workshop, giving them options and choices for how they want to learn and participate, providing clear and accessible instructions and expectations for the workshop, and providing multiple channels and methods for communication and feedback. Additionally, you should be responsive and empathetic to the needs and challenges of your participants. Ask for feedback, suggestions, and questions before, during, and after the workshop to improve your accessibility and effectiveness.

5 Test and evaluate your accessibility

The final step to making your online workshop accessible is to test and evaluate it from the perspective of your participants, especially those with different abilities, backgrounds, and situations. You should test your platform, content, and language for accessibility and usability issues. Furthermore, you should ask for feedback and input from participants or other stakeholders on your accessibility and quality. Additionally, you can use tools and guidelines such as Web Content Accessibility Guidelines (WCAG), Universal Design for Learning (UDL), or Accessibility Checker to measure and improve your accessibility. Finally, review and reflect on your accessibility goals and outcomes and identify areas for improvement. Moreover, you can seek advice and support from experts or organizations that specialize in online learning accessibility, such as the Online Learning Consortium, the Association for Educational Communications and Technology, or the National Center on Accessible Educational Materials.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?