How to Make Virtual Meetings Accessible

During the COVID-19 crisis, employees worldwide transitioned to working remotely. As a result, virtual meetings quickly became critical for business communication. Bernstein Research reports that virtual meeting software like Zoom gained more new users in the first four months of 2020 (2.22 million) than in all of 2019 (1.99 million).

That trend continues well into a post-pandemic world. Pew Research found that the total number of virtual meetings increased from 48% to 77% between 2020 and 2022. And according to The Business Research Company, the value of the video conferencing market grew from $6.62 billion in 2022 to $7.26 billion in 2023, a 9.7% annual growth rate.

Virtual meeting platforms continue to facilitate much-needed face time for millions who still work remotely. As such, it’s more crucial than ever for businesses to ensure all employees have equal access to the virtual workplace. A vital part of this is making virtual meetings accessible to everyone—including employees with disabilities.

This blog covers proven ways to make virtual meetings more inclusive, with tips you can apply before, during, and after each session.

How can you make virtual meeting platforms work for all?

People with disabilities interact with technology differently. The first step to ensuring equal access to video conferencing is to choose a virtual meeting platform with accessibility features.

During the procurement process, request that the vendors you’re vetting supply a completed Voluntary Product Accessibility Template (VPAT), which provides details on a product’s adherence with various accessibility standards and laws (typically WCAG and Section 508 in the U.S.). This documentation will equip you with a comprehensive understanding of whether the platforms you’re evaluating can be used by people with disabilities.

Ensure that the platform you choose offers:

• Support for CART (Communication Access Realtime Translation): CART refers to real-time captioning provided by a professional, typically for live events. These live captions, which capture words that are spoken or played, can be turned on and off by anyone on their chosen device. Selecting a platform that supports CART is critical because auto-captioning AI can misunderstand and misrepresent accents, speech disability, jargon, and acronyms.

• Support for keyboard accessibility: A platform must be navigable using only a keyboard (without using a mouse).

• Automatic transcripts: Transcripts of the captions provided during a session (whether automated or manual) should be generated and made available by the platform immediately following a meeting.

• Screen reader compatibility: Integration and compatibility with screen readers is critical for people who rely on this technology, which reads digital content to the user.

• Magnifiers: A platform should include capabilities that enable users to magnify on-screen content, including text and images, when necessary.

During online virtual meetings

Many of the decisions made by participants during a virtual meeting directly affect the accessibility of presentations and discussions. Here are some tips for ensuring the content of your meeting is accessible while it’s taking place.

Facilitating accessible presentations

To make presentations accessible, ensure the following actions are taken:

• Everyone must be able to participate in a relatively noise-free environment.

• Presenters should introduce themselves to the audience and speak slowly and clearly, so attendees with visual and auditory disabilities can effectively engage.

• If possible, speakers should enable video to show their face. This is particularly important for users who read lips, and helps all participants stay engaged.

• Only one person should be allowed to speak at a time.

• Visuals on shared screens must be clearly described for people with vision or cognitive disabilities, or those attending only on a phone. Avoid directional phrases like “right here,” which don’t translate well for those who can’t view the screen.

• Participants should use the “raise hand” capability in video conferencing platforms to indicate that they’re ready to contribute and unmute themselves to communicate.

• Users should have the option of posting questions directly through the platform’s chat or Q & A channel.

• Interment breaks should be provided to summarize key points and ensure all attendees comprehend the presentation.

• All meetings must be recorded and the recordings should be shared, along with additional notes and presentation materials, once meetings are complete.

• Auditory access through live captions and live sign language should be offered, based on the presented content or as requested through user accommodations.

Providing access when using collaboration features

Polling and whiteboard annotation

Zoom’s polling and whiteboard annotation features aren’t completely accessible to all people with disabilities. So, it’s essential to clearly describe all interactions and allow participants to express any challenges or barriers they face. Consider alternative ways to share polls and whiteboards, including offering another location to share notes that can be collectively added to the whiteboard.

Breakout rooms

Announce the time duration for each breakout session and let the participants know if the presenter will join any groups. Offer clear verbal and written instructions for asking general questions or requesting help and ensure these instructions can be reviewed during breakout sessions. Additionally, place attendees who request live captioning and / or sign language interpretation in the same breakout room as the person providing the captions and / or sign language interpretation.

After online conference meetings

Regarding accessibility, what you do after a virtual meeting is as important as what happens before and during the conference. In particular, the following two actions are critical:

• Make sure feedback surveys are accessible: Feedback forms, much like their RSVP counterparts, must be digitally accessible—not only for inclusion, but also to garner input from all attendees.

• Post a video recording of the meeting: Ensure all public-facing website videos and media players include accurate captions. Always ask for post-meeting feedback to continually improve the process.

Ready to make your virtual meetings more accessible?

Level Access offers the industry’s deepest bench of accessibility expertise. We can support you in ensuring that both internal and external digital experiences are accessible. Contact us to get started today.

FAQ

How do I start creating an accessible virtual meeting culture in my organization?

Start by prioritizing clear communication concerning digital accessibility that inspires companywide participation. Next, establish protocols for respectful interaction and accessible meeting practices. Then, partner with a reputable third-party provider to integrate accessibility features like closed captioning.

What actionable items make virtual meetings more inclusive?

Share agendas and materials in advance, and actively solicit feedback from attendees to continuously improve the meeting experience for all participants. Always be mindful of time zones and different communication styles. Consider facilitating check-in rounds that enable all attendees to share their thoughts when the meeting starts.