How do you ensure web conferencing is accessible for people with disabilities?

1 Choose an accessible platform

When selecting a web conferencing platform, it’s important to consider its compatibility with assistive technologies, availability of captions and transcripts for audio and video content, ability to adjust the size, color, contrast, and layout of the interface and content, as well as options to mute or unmute audio, turn on or off video, and control the volume and speed of the playback. Additionally, it’s wise to check the platform provider’s accessibility guidelines and documentation. Furthermore, you should also consult with your participants and ask them about their accessibility needs and preferences. Depending on their features and functions needed, you may need to use different platforms for different groups or situations.

2 Prepare accessible content

To ensure web conferencing accessibility, it’s important to prepare content that is clear, concise, and easy to follow. Use simple language, avoid jargon and technical terms, and explain them when necessary. Utilize headings, bullet points, and numbered lists to organize your content and highlight the main points. Make sure to use descriptive labels, titles, and alt text for visuals. Use high contrast colors and fonts, avoid using color alone to convey meaning, and provide alternative text or audio descriptions for color-coded information. Additionally, offer multiple formats for your content such as text, audio, video, and images; ensure they are synchronized and consistent. Finally, test your content for accessibility using tools such as WebAIM or WAVE; make adjustments as needed.

3 Set up an accessible environment

The third step to ensure web conferencing accessibility is to set up your environment in a way that minimizes distractions and maximizes clarity and quality. To do this, choose a quiet and well-lit location and use a headset or microphone for improved sound quality. Make sure your face is visible and not obstructed by shadows or objects, and use gestures and facial expressions to convey meaning and emotion. Additionally, inform your participants about the agenda, objectives, and expectations of the session, as well as provide them with any materials or resources they may need in advance. It is also important to use a clear and consistent naming convention for files, links, and documents, while avoiding URLs or email addresses as names. Finally, provide instructions and guidance on how to use the platform and its features, and offer technical support if needed.

4 Facilitate an accessible session

The fourth step for ensuring web conferencing accessibility is to facilitate your session in a way that engages and involves everyone. To do this, start by introducing yourself and your participants, and ask them to share their names, pronouns, and accessibility needs or preferences. Use captions, transcripts, or sign language interpretation for audio and video content, and encourage participants to do the same if they speak or share their screens. Speak clearly and slowly, use short sentences and pauses, and repeat or rephrase important information or questions. Check for understanding and feedback regularly, and invite participants to ask questions or share their opinions using chat, polls, or hand-raising features. Lastly, summarize the key points and action items at the end of the session, and provide participants with a follow-up email or message with the recording, notes, or resources from the session.

5 Follow up with an accessible evaluation

To ensure web conferencing accessibility, it is important to follow up with your participants and ask them to evaluate your session. Use a simple and accessible survey tool, such as Google Forms or SurveyMonkey, and provide various options for response. Ask specific questions about the content, delivery, interaction, accessibility, and satisfaction of the session. Utilize a rating scale or yes/no format for your questions to avoid open-ended or ambiguous questions. Analyze the results and feedback from participants to identify strengths and weaknesses of the session. Implement suggested improvements for the next session and thank participants for their participation and input. By making web conferencing sessions accessible, you can reach more people, improve communication and collaboration, and create a positive online culture – all of which are not only legal requirements but also moral responsibilities and business opportunities.

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?