Transitioning Your Organization to Comply with the European Accessibility Act: Step 8 – Engaging with Stakeholders

In our series on transitioning to comply with the European Accessibility Act (EAA), we have covered understanding the requirements, conducting an accessibility audit, developing a plan, updating digital platforms, training your team, testing and iterating, and monitoring and maintaining compliance. Now, we turn to Step 8: Engaging with Stakeholders. This step focuses on involving all relevant parties in your accessibility efforts to ensure a comprehensive and effective approach. This blog post provides practical guidance on how to engage with stakeholders to enhance your organization’s accessibility compliance.

The Importance of Stakeholder Engagement

Engaging with stakeholders is crucial for several reasons:

• Comprehensive Insights: Stakeholders provide diverse perspectives and insights that can help identify and address accessibility issues more effectively.
• Shared Responsibility: Involving stakeholders fosters a sense of shared responsibility and commitment to accessibility.
• Enhanced Collaboration: Collaborative efforts lead to better solutions and more sustainable compliance.
• Improved User Experience: Direct input from users, including those with disabilities, ensures that accessibility measures meet real-world needs.

Key Stakeholders to Engage

1. Internal Stakeholders

Engage with various internal teams to ensure a coordinated approach to accessibility.

Key Teams:

• Leadership: Gain support and commitment from senior management to prioritize accessibility.
• Developers and Designers: Involve technical teams in implementing and maintaining accessible digital platforms.
• Content Creators: Ensure that content teams understand and apply accessibility best practices.
• Customer Support: Train support teams to assist users with accessibility issues and gather feedback.

2. External Stakeholders

External stakeholders provide valuable perspectives and expertise that can enhance your accessibility efforts.

Key Groups:

• Users with Disabilities: Engage directly with users who have disabilities to understand their experiences and needs.
• Accessibility Experts: Collaborate with accessibility consultants and experts to gain specialized knowledge and guidance.
• Advocacy Groups: Partner with disability advocacy organizations to ensure your accessibility initiatives align with broader accessibility goals.
• Regulatory Bodies: Maintain open communication with regulatory authorities to stay informed about compliance requirements and updates.

Strategies for Engaging Stakeholders

1. Regular Meetings and Workshops

Organize regular meetings and workshops to facilitate open communication and collaboration among stakeholders.

Meeting Types:

• Kick-off Meetings: Hold initial meetings to introduce stakeholders to your accessibility initiatives and goals.
• Regular Check-ins: Schedule periodic check-ins to discuss progress, challenges, and next steps.
• Workshops: Conduct workshops to provide hands-on training and brainstorming sessions.

2. Surveys and Feedback Forms

Use surveys and feedback forms to gather input from stakeholders, especially users with disabilities.

Feedback Methods:

• User Surveys: Create surveys to gather detailed feedback on user experiences and accessibility issues.
• Accessibility Feedback Forms: Provide accessible forms on your website for users to report accessibility problems and suggest improvements.

3. Collaborative Projects

Engage stakeholders in collaborative projects to address specific accessibility challenges and develop solutions.

Project Examples:

• User Testing Sessions: Involve users with disabilities in usability testing to identify and address accessibility barriers.
• Accessibility Audits: Partner with accessibility experts to conduct comprehensive audits and develop remediation plans.

4. Communication Channels

Establish clear and accessible communication channels for stakeholders to share their insights and feedback.

Communication Tools:

• Email Newsletters: Send regular updates on your accessibility efforts and progress.
• Discussion Forums: Create online forums where stakeholders can discuss accessibility topics and share ideas.
• Social Media: Use social media platforms to engage with stakeholders and promote your accessibility initiatives.

5. Reporting and Transparency

Provide transparent reports on your accessibility efforts and progress to keep stakeholders informed and engaged.

Reporting Strategies:

• Internal Reports: Share regular progress reports with internal teams to ensure alignment and accountability.
• Public Reports: Publish accessibility statements and progress reports on your website to inform users and external stakeholders of your efforts.

Clarification on National Implementation of the EAA

As previously discussed, while the technical standards for accessibility, such as EN 301 549, are harmonized at the EU level, the enforcement mechanisms can vary by country. Here are the key points to remember:

Key Points:

• Harmonized Standards: Ensure that your organization adheres to the unified EU standards, avoiding conflicting national standards.
• Implementation and Enforcement: Be aware of the specific implementation and enforcement mechanisms in each country where you operate.
• Withdrawal of Conflicting Standards: Understand that any national standard conflicting with EU standards must be withdrawn in favor of the harmonized approach.

Implementing Stakeholder Engagement

Step-by-Step Implementation

1. Identify Stakeholders: Create a comprehensive list of internal and external stakeholders relevant to your accessibility efforts.
2. Set Engagement Goals: Define clear goals for stakeholder engagement, such as gathering feedback, fostering collaboration, and ensuring compliance.
3. Develop Engagement Strategies: Plan and implement strategies for engaging stakeholders, including meetings, surveys, collaborative projects, and communication channels.
4. Monitor Engagement: Regularly review and assess the effectiveness of your stakeholder engagement efforts, making adjustments as needed.
5. Report Progress: Provide transparent and regular reports to stakeholders on your accessibility initiatives and achievements.

Engaging with stakeholders is a critical step in ensuring comprehensive and effective compliance with the European Accessibility Act. By involving internal teams, users with disabilities, accessibility experts, advocacy groups, and regulatory bodies, you can gain valuable insights, foster collaboration, and enhance your accessibility efforts. This approach not only helps you meet legal requirements but also improves the user experience and demonstrates your commitment to inclusivity.

Stay tuned for further insights and best practices to help your organization achieve and maintain full accessibility compliance.