Does your business represent an inclusive atmosphere for those with accessible needs?

Does your business represent an inclusive atmosphere for those with accessible needs?

In today's inclusive working environment, businesses must find ways to be able to support a wide range of requirements to allow their employees to work as effectively as possible.

In the average working environment, employees may manage wide-ranging conditions that can influence their daily activities and productivity. However, straightforward measures can remove or reduce common obstacles that your employees may be facing, helping everyone to perform at their best. Dyslexia, hearing impairments, visual impairments, mobility-related disabilities, mental health conditions, and autism spectrum conditions are some of the most frequently reported challenges that businesses support their employees with.

It is important that businesses research and adopt thoughtful, well-resourced adjustments for employees with these wide-ranging requirements, which demonstrate a commitment to inclusive practices and often lead to significant gains in productivity, as well as retention and staff wellbeing.

Dyslexia

It has been reported that approximately 10% of the UK population may have dyslexia, which can make reading and writing within the working environment more challenging than most. However, there are a range of tools that can be put in place to be able to support employees with this, Microsoft Windows and Apple Mac devices offer built-in tools to improve text legibility and reduce strain.

Windows users often rely on “Immersive Reader” within Microsoft Edge for spaced text and read-aloud functionality, while Mac owners can enable “Speak Selection” to hear highlighted text. Additionally, 3rd party tools are also available to convert typed text into free open-source font formats such as OpenDyslexic or Sylexiad. Our own Sam Cooper (Apprentice 1st Line Support Engineer) recommends a tool called Bionic which can be installed as a Desktop (PC/Mac) plugin, as well as a Browser Extension (Chrome).

However, for individuals who need more advanced support, solutions such as Grammarly, and even AI writing assistants can support users with their written language. AI-based platforms, including Microsoft 365 Copilot can generate concise summaries of lengthy documents, enabling people to process key information at a more comfortable pace, as well as generate accurate text based on a written or verbal prompt.

Hearing Impairments

Over 12 million adults in the UK experience some degree of hearing loss, emphasising the need for businesses to provide accessible audio and communication tools for those who require them.

Windows 11 introduced real-time captioning options and visual alerts on a system level, and MacOS includes live caption functionality in FaceTime video calls.

Additionally, amplified headsets or adapted telephones improve clarity for those who wear hearing aids or experience partial deafness. Our own Tony Houlihan (CTO) has experienced hearing loss and now uses phone headsets that are hearing aid compatible.

For business video calls, Microsoft Teams now offers a built-in transcription feature to produce real-time text feeds during meetings. Additionally, with the assistance of AI tools such as Microsoft 365 Copilot, you can see transcriptions and summaries (with tasks and key points) of the meetings.

Additionally, quiet meeting rooms, acoustically treated office spaces and now meeting pods reduce background noise, easing the strain on staff who rely on residual hearing or assistive devices.

Visual Impairments

It is estimated that around 2 million people in the UK live with a form of sight loss. Many affected individuals can benefit from screen readers or magnification utilities to be able to read text more easily. However, for many, these tools are still not suitable. Thankfully, both major operating systems offer built-in tools to assist with audio system navigation:

Windows Narrator reads text and interface elements aloud, and the “Magnifier” tool enlarges on-screen content.

Mac users can take advantage of built-in VoiceOver and Zoom features, as well as Text to Speech by highlighting text.

However, there are also 3rd party tools that can provide additional services. JAWS (Job Access With Speech) offers a robust screen-reading experience, in addition to Braille output with compatible devices, and remains a top choice in professional environments for those with heightened requirements.

Additionally, large-print keyboards, high-contrast display settings and extra desk lamps are additional aids that can help employees with mild to moderate vision problems.

Mobility-Related Disabilities

Mobility challenges are among the most commonly reported impairments among working-age people in the UK.

However, mobility should not be an issue; Windows Speech Recognition and Apple’s Voice Control reduce dependence on precise mouse and keyboard movements by allowing users to open applications, dictate and edit text, and even navigate devices completely vocally.

Additionally, businesses can provide specialised accessories depending on the mobility requirements. Such as; trackballs, split keyboards, foot pedals, shortcut keys for common repetitive tasks, and much more.

Providers are even now creating eye-tracking devices that enable users to operate computers through eye movement alone.

However, there can be other considerations built to be able to accommodate other requirements, such as; height-adjustable desks, step-free building access, lifts, and even the implementation of flexible hours to facilitate a more adaptable work environment and help those who need breaks to manage pain or fatigue.

Mental Health and Wellbeing

Current statistics indicate that one in four people in the UK experiences a mental health problem each year. Conditions such as anxiety and depression can affect mood, focus and energy levels, even burnout, and support often involves more than just hardware or software solutions.

We understand that the mental health of our employees is incredibly important to a successful team. This is why we offer DVDs... no, not Digital Versatile Disks, Duvet Days. If our team are having mental health difficulties, they can take a DVD and if they require further assistance, we can work with them to get the help they need. This is just one of the ways we work to support our team, including work-from-home Fridays, employee rewards and much more.

Similarly, businesses may offer counselling through employee assistance programmes, mental health sick days or the option to work from quieter areas of the office to help them focus.

Collaboration platforms, such as Microsoft Teams, can be configured to minimise distracting notifications, and AI tools such as Microsoft 365 Copilot can lighten the cognitive load by drafting emails or summarising large documents based on user prompts.

Encouraging open dialogue, as well as signposting resources and fostering a non-judgemental culture, can help your team feel comfortable discussing any challenges they may be facing so that you can accomplish them together.

These may not be tech solutions... but they are important considerations for any business.

Neurodivergence 

Autistic individuals, including those with Asperger syndrome, as well as others who are considered neurodiverse (such as ADHD), often have differences in social interaction, sensory processing, or even communication. But that does not take away from how highly capable these individuals are, including valuable members of our own team.

Approximately 700,000 individuals in the UK are considered to be on the autism spectrum, many of whom benefit from predictable environments, structured routines, and minimal overstimulation. Thankfully, everyday business technology can help with this.

Both Windows and MacOS can be set up to reduce animations at a system level, as well as limit distracting alerts for a user. Additionally, external tools such as Microsoft Planner, as well as Trello or Asana, present information in structured task boards that can be assigned to users to ensure they have a focused goal in mind.

Now, AI tools such as Microsoft 365 Copilot, ChatGPT and others can offer quick clarifications of complex instructions, even including auto task assignment in Teams Meetings, and note-taking apps are able to provide a concise method of capturing workflow details.

Additionally, quiet zones/pods, flexible seating arrangements and direct communication strategies can help employees meet their potential without feeling overwhelmed.

Business Adoption Strategies

When it comes to making your business devices more accessible for your users, it is important to remember that it is rarely a “one-size-fits-all" solution, with some employees requiring various levels of assistance. Or in some cases, a combination, or multiple types of assistance.

Businesses often build accessibility policies into their company handbooks and HR documentation that detail available tools, highlight the support available, and specify procedures for requesting adjustments in line with their requirements.

Additionally, training can help business employees understand different conditions, how to support their fellow colleagues, recognise assistive software features and feel comfortable guiding colleagues through setup.

It is also important to gain user feedback from your employees, as it can be an essential element of iterative policy improvements.

Many employees with assistive needs will often know which tools have best supported them in previous roles. However, it is also important to keep up to date with the latest developments in system solutions, AI-powered productivity tools, or even just investing in ergonomic workstations and solutions that can benefit all employees.

Providing your employees with flexible solutions can benefit teams by improving engagement, reducing sickness, and improving overall employee well-being. Since implementing our own ‘DVD Policy,’ we have seen a drastic decrease in absence in the workplace as the result of mental health.

Adjustments as simple as device wide text enlargement, or as cutting-edge as AI-driven productivity solutions, can make a tangible difference to your employee's daily activities.

You find that when an individual’s needs are considered, collaboration improves, and it promotes a sense of belonging and feeling of appreciation within the business. The availability of built-in operating system features, third-party solutions, and training resources, reflects a business’ commitment towards inclusive work environments that make a positive difference for people at every level.

How can we support your business?

At TwentyFour IT Services, we have over 20 years experience of successfully working within a range of industries and sectors.

Much like accessibility requirements, we understand that a business's needs are not always “one-size-fits-all". We work with businesses to understand who they are, what they do, how they operate, what their pain points are, and what their requirements are.

By doing so, we can tailor our solutions to ensure that they, and their team, feel supported and have the tools available to help them grow and succeed.

To find out more, book an appointment with our team today.