How to Make Onboarding Accessible for People with Disabilities

Nine-to-five schedules can turn the company into a second home. Employees need to feel a strong sense of community and belonging to thrive in such an environment. Ideally, work should feel effortless and convenient. So, how can establishments foster a positive approach with their employees? 

Our article today focuses on accessible onboarding for people with disabilities, covering all aspects from start to finish. 

How to Make Onboarding Accessible for People Living with Disabilities

Creating a welcoming and accessible onboarding experience sets the stage for successful employee engagement. Let’s dive into practical tips for making the onboarding process genuinely inclusive.

Assess Your Physical and Digital Accessibility

To maximize onboarding success, companies must address all aspects of the work environment, including physical and digital accessibility; here’s how: 

Physical Accessibility

1. Companies should ensure that individuals can easily manage establishments using wheelchairs and assistive devices. Offices should have wide spaces, including ramps and accessible restrooms. 

2. Consider lighting and acoustics; ensure they are adjustable and suitable for people with visual and auditory impairments.  

Digital Accessibility

1. Make sure your website complies with website accessibility standards in Canada.

2. Documents should be  WCAG-compliant PDFs with proper tagging, easy-to-read, and accessible features such as braille language and screen readers.

3. Consider implementing Learning Management Systems (LMS)

4. Video and Audio Content should have closed captions and transcripts.

5. Test websites or partner with accessibility specialists to identify issues with the onboarding portal.

Offer Disability Etiquette Training for Managers and Coworkers

There are two primary components to comprehensive disability etiquette training:

Content

1. Educate participants about common disabilities and their potential workplace impacts.

2. Educate participants to recognize and address behaviors that can be unintentionally offensive or exclusionary.

3. Educate participants on accessible formats, like Braille, large print, captions, and assistive technologies.

4. Discuss lighting and noise levels and address their importance for individuals with sensory sensitivities.

5. Discuss how coloring and Fonts Impact Accessibility for Individuals with Visual Impairments.

6. Emphasize offering assistance and encourage participants to ask before assisting.

Delivery

1. Allow participants to engage in discussions and role-playing scenarios relevant to onboarding.

2. Consider cooperating with individuals with disabilities to share their experiences and answer questions. 

3. Provide pre-training materials like a glossary of disability terms or a short video on inclusive communication.

4. Offer online modules and follow-up resources with flexible learning options.

Involve Employees with Disabilities in Accessibility Audits

To ensure a truly inclusive environment, involve employees with disabilities in your accessibility audits:

1. Form an accessibility committee that includes employees with various disabilities.

2. Conduct regular walk-throughs of the physical workspace with these employees to identify potential barriers or areas for improvement.

3. Ask employees with disabilities to test digital platforms and provide feedback on their usability and accessibility.

4. Implement a feedback system where employees report accessibility issues they encounter in their daily work.

5. Invite employees with disabilities to review and provide input on new accessibility initiatives or changes to existing ones.

Provide Easy Ways to Request Accommodations

To assist new hires and ease their transition, provide a pre-employment form for candidates within the application to disclose any disability-related accommodations they might need. 

1. Consider an easy-to-find point of contact, like a specific email address or a designated phone number for accommodation inquiries. 

2. Reassure candidates and new hires that all accommodation requests are confidential. 

3. Implement a company culture where open communication is encouraged.

Understand All the Needs Related to Specific Disabilities or Differences

While it’s ideal to have a comprehensive understanding of all disabilities, focusing solely on specific needs can be overwhelming. Instead, follow general accessibility best practices: 

1. Provide communication materials in accessible formats on platforms compatible with assistive technologies.

2. Ensure the workspace meets accessibility standards for both physical space (ramps, wide doorways) and technological needs (adjustable desks, screen reader compatibility).

3. Conduct comfortable and considerate interviews of people with disabilities, providing accessibility features as needed.

4. Involve designated HR personnel or a third-party service to ensure smooth accommodations.

5. Maintain a solutions-oriented approach and collaborate with new hires to find the best way to support their success.

Set the Right Expectations

Before the first day, contact new hires to outline activities, training methods, and the physical work environment.

1. Encourage open communication about accessibility needs.

2. Allow new hires to identify potential accessibility concerns and request accommodations.

3. Be transparent and mention the company’s existing accessibility features and support systems.

Consider involving new hires in shaping their onboarding experience

1. Offer new hires the opportunity to provide input on the onboarding materials.

2. Discuss a flexible onboarding timetable.

3. Involve new hires in decisions about their workspace setup.

Offer Different Modes of Communication

Convert written materials to audiobooks for individuals with visual impairments or reading difficulties.

1. Provide captions on onboarding videos and ensure all platforms allow live transcription.

2. Ensure all onboarding materials, online forms, and company portals are compatible with screen readers.

3. Consider having an open-door policy where new hires can request alternative communication methods.

4. Consider hiring a mentor who can answer questions and provide guidance during onboarding.

Offer Flexible Scheduling

Allow employees to discuss onboarding tasks, break down activities into smaller sections, and consider longer timeframes to manage fatigue or attend medical appointments. 

1. Plan shifts and onboarding sessions to accommodate therapy sessions, medication schedules, or childcare needs.

2. Consider remote onboarding for some employees who may prefer working from home or cannot relocate temporarily.

Add Captions to Videos

Visual aids can be a great way to start the onboarding process, but remember to implement captions: 

1. Most platforms have built-in captioning tools; remember to edit captions and check for clarity before uploading them. 

2. Employers can use a third-party app or SRT files to add manual captions to ensure content accuracy. 

3. Make sure that all captions are clear and have the proper color contrast. 

Add Text to All Visuals

Individuals with visual impairment might have trouble with small images or certain graphics. Here’s how to avoid issues: 

1. Use screen readers that can convey the content of all materials. 

2. Use “ALT text” on images and graphics, test screen readers beforehand, and ensure they read all the descriptions clearly with zero mistakes. 

3. Go the extra mile and ensure descriptions involve the chart’s data and trends.

Be Clear about Expectations

Before onboarding, send employees a welcoming email containing a briefing on the onboarding process with ALT text and captions for videos.

1. On the first day of the onboarding process, ease the employees into the transition and consider familiarizing with employees before initiating the process. 

2. Keep schedules brief, avoid overbearing the employees with tasks, start slowly, and build from there.

3. Provide a section for questions, address issues calmly, and be open to all ideas. 

4. Focus on results and outcomes, and support employees by ensuring that flexibility is a key policy. 

Create a Supportive Environment

To create a supportive work environment, employers should recognize that onboarding extends to all team members; this ensures everyone feels welcome and valued while minimizing discrimination and actions that might unintentionally highlight disabilities.

1. Train managers and educate them about proper conduct, effective communication at the workplace, and handling issues diplomatically. 

2. Communicate with new hires and discuss their preferred choice of communication, whether personal guide or online tech support. 

3. Train managers and employees on assistive technologies. 

4. Ask new hires what to avoid, what could be problematic or considered insensitive or stereotypical, and the best way to approach issues. 

Have Accessible Emergency Procedures

Ensuring that all emergency procedures are accessible and clearly communicated is crucial for the safety and well-being of all employees, especially those with disabilities. Here's how to make your emergency procedures more accessible:

1. Plan evacuation routes that support staff who have mobility impairments, such as predetermined safe zones and evacuation chairs if necessary.

2. Ensure that the emergency exits are distinctly marked with both visual and tactile indicators.

3. Offer instruction on emergency protocols in accessible formats, including sign language if needed.

4. Lead regular drills involving all employees, using them as opportunities to identify and resolve any accessibility issues within procedures.

5. Keep an updated list of personnel who may require special help during emergencies, while respecting privacy.

6. Routinely evaluate and update emergency plans utilizing input from employees with disabilities.

Create a Buddy System

Pairing new hires with disabilities with a colleague who can offer support during the onboarding process can greatly enhance their experience and integration into the workplace. Here's how to implement an effective buddy system:

1. Select buddies who are empathetic, patient, and have a good understanding of the company culture and processes.

2. Provide training to buddies on disability awareness and effective communication strategies.

3. Clearly define the buddy's role and responsibilities, which may include:

   1. Helping the new hire navigate the physical workspace

   2. Explaining company policies and procedures

   3. Introducing the new hire to team members and key contacts

   4. Being available to answer questions and provide support

4. Ensure that the buddy-new hire relationship is voluntary and comfortable for both parties.

5. Establish a timeframe for the buddy system, typically lasting through the onboarding period and potentially beyond.

6. Provide a mechanism for both the buddy and the new hire to give feedback on the process.

7. Be flexible and willing to adjust the buddy system based on individual needs and feedback.

Provide Feedback about Performance

Effective communication works best both ways; don’t be afraid to address issues. Employees are eager to learn and would appreciate constructive criticism.

1. Don’t set standards too low or too high, which could be offensive; instead, focus on actionable steps that fulfill employees’ and company goals. 

2. When providing feedback, use different methods, such as personal feedback, email, or written documents, that sustain employees’ privacy. 

Collect Feedback from Employees

Schedule confidential meetings with new hires and employees with disabilities. 

1. Questions should be open-ended and focus on their experience.

2. Reassure employee and state that responses won’t affect their evaluation or onboarding.

Some employees may hesitate to respond, so consider an anonymous survey to gather broader feedback. 

Make Inclusive Hiring a Policy 

Create an accessible job post that adheres to all accessibility guidelines on accessible platforms to reach a diverse talent pool. 

1. List all details concerning work conditions, what kind of assistive technology the company provides, work requirements, and all relevant issues. 

2. Provide different methods for interviewing, such as video calls with captions or in-person interviews in accessible locations. 

3. Provide materials in accessible formats (screen reader compatible).

Lastly, remember that onboarding is more than a transition. It is the setting stone for a working environment, so get the tone right for a harmonious collaboration.

At Adecco Canada, we’re committed to fostering workplaces that welcome and empower everyone. By making onboarding accessible for people with disabilities, companies can create inclusive environments where all employees can thrive. We’re here to support you in building a workplace that respects diversity and meets the needs of every team member. Connect with us today to explore resources and strategies for a more inclusive onboarding process. Let’s work together to make accessibility a core part of your company’s success story.