Accessibility in the Digital Workplace

When designing a product, it is important to consider how to make a better user experience regardless of how a user is interacting with the product. Accessibility, or 'the ability to access', is a concept which is used when referring to an approach of designing or developing products in a way that anybody can use them, enabling access for people with disabilities.

Accessibility is present to assist people that have disabilities to make the product easier to use. The aim for accessibility is to ensure all types of users have an equivalent user experience. Inclusion and diversity are vital factors to incorporate in the workplace. A diverse and inclusive workplace is an environment which respects and includes everyone equally regardless of their age, race, gender, or disability. These factors are important to think about when designing an application as anybody should be able to access and use the product. The more diverse and inclusive a workplace is, the more perspectives are given which therefore aids in creating better and more inclusive products and heightens innovation.

It is important to ensure that accessibility is at the forefront when designing a product. The first thing to consider when working on accessibility are the issues and barriers that people with disabilities can face, being them:

• Visual (e.g., colour blindness)
• Motor/mobility (e.g., wheelchair-user concerns)
• Auditory (hearing difficulties)
• Seizures (especially photosensitive epilepsy)
• Learning/cognitive (e.g., dyslexia)

These barriers are important to consider when designing a product. Tackling these barriers will not only make it easier for people with disabilities to access a product or service, but also creates a better overall user experience for the product. Besides situations of a permanent disability, other situations can occur where people have temporary barriers, so inclusive products that are designed with accessibility built-in are able to help with this. Examples of temporary barriers include:

• Broken bones
• Temporary loss of hearing

User experience is dependent on how easy the product is to use, addressing the barriers and making the product more accessible will improve and increase the overall user experience. Designing a product keeping accessibility in mind brings many benefits, some of which include:

• Reaching a wider scope of audience
• Increasing Usability
• SEO (Search Engine Optimisation)

There are three levels of criteria for the WCAG (Web Content Accessibility Guidelines), which are written by the W3C. W3C is the organisation that manages web standards. The three levels of criteria are:

1. Level A
2. Level AA
3. Level AAA

Level A is the first level which outlines the minimum level of accessibility. This is when users with disabilities find it impossible to use or find the data in the product.

Level AA is the second level. This level outlines that fewer users find it problematic to use or find the data in the product. By achieving this level of accessibility, it allows for removal of substantial barriers to accessing content in the product. This level includes both level A and level AA.

The current guidelines around accessibility is under WCAG 2.1. The WCAG 2.1 was created with the purpose of improving accessibility strategies for users with disabilities on mobile devices, users with cognitive or learning disabilities and users with low vision.

There are four main principles which are vital when designing a product in line with WCAG 2.1, they are:

1. Perceivable – Ensure that users can adopt the product with the senses that they have.
2. Operable – Users must be able to access and use the product in any way they choose to use it.
3. Understandable – Users must be able to understand the content and how to use the product.
4. Robust – Ensure that the product and content can be understood by any version of browsers and assistive technology.
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WCAG 2.2 is a working draft and they have set out new proposed changes. The new proposed changes are:

• Guideline 2.4 Navigable ~ Deliver ways to help users transfer, discover content and know where they are.

• Guideline 2.5 Input Modalities ~ Providing easier ways for users to use functionality through inputs beyond the keyboard.

• Guideline 3.2 Predictable ~ Ensuring that the web pages appear in predictable methods.

• Guideline 3.3 Input Assistance ~ Guiding users to evade and rectify mistakes.

These changes are important for a better-quality product because these are the global industry standards that present as a scale for the level of accessibility.

There are several tools and technologies that tackle accessibility. Each of them can be used to help and make it easier for users when using the product. Let’s consider the different types of technology based on the barriers previously mentioned:

• Colour Filters

• Colour filters allow the user to customise their screen’s colour palette. This is used to help people with colour-blindness or light sensitivity. This is a great tool to boost the contrast or remove a colour completely.

• Tell Me

• Tell Me is Microsoft a tool which allows users to get assistance with formatting and other commands across the Office apps. This tool is available to be able to find elements more quickly.

• Seeing AI

• Seeing AI is a free Microsoft app which narrates the world around you, making it easier for people with visual disabilities in a number of languages.

• Recite Me

• Recite Me is a tool which allows users to customize the websites to make them easier to read, allowing users to create a unique website experience that suits their needs.

• Ipedis

• Ipedis is a start-up that has created a tool which formats PDFs into accessible HTML-like content. Once this has been converted, the content can be read by a program for blind people.

• Click with Your Eyes

• Click with your eyes is a technology which has been created for users that have trouble using the keyboard with their physical disability. The user can just use their eyes to navigate and use their PC. This feature has built-in support on Windows 10.

• Mono Audio

• Mono Audio is technology which is designed for users with partial hearing loss or deafness in one ear. When Mono Audio is enabled, the left and right speakers play the same sounds. This is available in Windows 10.

• Editor

• Editor is a tool which allows the user to see any misspellings, grammatical errors or writing style mistakes in Word and Outlook. Suggestions are also read aloud to avoid common word errors. This is available as one of Microsoft’s accessibility features.

Assistive technology is the creation of new tools for the purpose of assisting someone that would find the task impossible. Examples include:

• Screen Readers

• Hearing Aids

Adaptive technology refers to tools that already exist that are modified for the use of people with disabilities. Examples include:

• Altered wheelchair tires

• Lifts

The use of assistive and adaptive technology encourages people with disabilities to live more independently and gives them the ability to contribute more in activities that they wouldn’t have been able to do before.

Every user should make use of the accessibility features as using these features allow for everybody to understand the issues and obstacles users with barriers face. This will also allow for a better understanding and it promotes a more inclusive workplace. This would help with having the knowledge of accessibility tools and being able to provide support to users with barriers.

Everyone should consider the different barriers and obstacles that people with disabilities face at work and make use of accessibility features that products offer. As an example, by incorporating 'Alt Text' in presentations, one is allowing other people with visual impairments to understand pictures and other graphical content, as they can then use a screen reader to learn about the images. Being aware of the needs of others and informed about ways to include everyone is essential to creating a truly inclusive environment.

To prioritise accessibility, there are a few things to consider:

• Including people with accessibility needs when developing solutions, considering their perspectives and co-creating with them to find out how their needs can be addressed.

• Finding ways to capture feedback where people can report issues they are facing with products.

• Education and awareness about the topic, for example by organising monthly Insights sessions with the latest news and technology in the Accessibility space. This will help to address issues that people with disabilities face and promote awareness of the different tools that are available.

• Encouraging every user to use the available accessibility tools. More users will be able to provide support and this will provide them with knowledge on the different accessibility tools.

Leaders and people managers should be mindful that each person has different needs and actively promote an inclusive environment. They can do this by:

• Encouraging their team to use the accessibility features, internally and externally.

• Become aware of the needs of their team, learn about the available resources to support them to then provide the adequate support.

• When presenting in events, inform the audience of the different accessibility features that are available to them, such as live captions or Subtitles in PowerPoint.

Content creators should be aware of accessibility when creating any type of content, including PowerPoint slides or Word documents, considering:

• Font size

• Colours and contrast ratio

• White space

• Images

• Inclusion For All

To conclude, accessibility is a subject that needs attention and should be discussed in further detail.

Accessibility is often thought about to be present in web pages only. However, something that is important to also consider is how content creators and developers can make their content accessible. When creating documents or PowerPoint presentations, they can:

• Include alternative text with all images

• Colour contrast for text and background colours

• Using headings

"Accessible design is good design - it benefits people who don't have disabilities as well as people who do. Accessibility is all about removing barriers and providing the benefits of technology for everyone. " - Steve Balmer (Article Name: Improving accessibility for Firefly users)

Taking an 'Accessible by design' approach is key to enhance the user’s experience and to make user-friendly content that benefits everyone.