Making Online Conferencing Accessible
Accessibility Guide
Making Online Conferencing Accessible
When you set up remote working for staff and clients, accessible video conferencing should be part of your communication plan. Here are the features to look out for when choosing your software.
1 in 5Working adults have a disability
1 in 7Have a hearing impairment
8 featuresTo look for in your software
Some of our clients
Accessible video calls work better for everyone
When setting up remote working for your staff and clients, it is essential to consider accessible video conferencing in your communication plans. 1 in 5 working adults have a disability and 1 in 7 have a hearing impairment, so inclusive and accessible software is crucial. Even if you do not currently have team members who are disabled, accessibility features can be useful for everyone.
It’s unlikely that any piece of software will be perfect, but the more of the features below it has, the better. For a full review of your organisation, see our Disability Accessibility Audit.
- Helps disabled colleagues and clients take a full part
- Makes software quicker and easier for everyone
- Test features such as automatic captions before you subscribe
Physical Impairments
Keyboard shortcuts and tab navigation for anyone who finds a mouse difficult.
Visual Impairments
High contrast, font settings, magnifiers and screen reader support.
Hearing Impairments
Subtitles, closed captions and downloadable transcripts.
Dyslexia & Learning Disabilities
Adjustable fonts, colours and screen reader compatibility.
8 features to look out for
When choosing accessible video conferencing software, check how many of these features it offers – and test them before you commit to a subscription.
1. Keyboard Shortcuts
- Use the software without a mouse or other input device
- Quicker and easier to use for everyone
- Especially helpful for people whose physical impairments affect their dexterity
2. Tab Navigation
- Move through features using only the Tab key
- Helps staff who are unable to, or find it difficult to, use a mouse
3. High-Contrast Settings
- Higher contrast between background and text
- Easier reading for some people who are visually impaired
- Reduces eye strain for anyone who spends a lot of time at a screen
4. Font Size, Type and Colour
- Change the size, type and colour of text
- Improves accessibility for people who are visually impaired
- Also helps some people with dyslexia
5. A Magnifier
- Enlarge part or all of the screen
- Helps some people with visual impairments see words and images more clearly
6. Compatible with Screen Readers
- Screen readers convert text and images to audio or braille
- Used by people who are blind or visually impaired
- Also used by many people with learning disabilities
7. Subtitles or Closed Captions
- Automatic captions – quality depends on the voice recognition, so test before you buy
- Captions added by a meeting attendee or a third-party provider
- Useful for anyone dealing with background noise at home
8. Transcripts
- Download a transcript of the call afterwards
- Helps people who struggle to listen, watch and take notes at the same time
- Can be emailed to attendees and anyone who could not attend
Choosing your software – quick tips:
- It’s unlikely that any piece of software will be perfect, but the more of these features the better.
- Test automatic captions before purchasing a subscription.
- Check whether transcripts can be downloaded and shared after each call.
Who benefits from accessible conferencing
Physical Impairments
Keyboard shortcuts and tab navigation
Visual Impairments
Contrast, fonts, magnifiers and screen readers
Hearing Impairments
Subtitles, captions and transcripts
Dyslexia
Adjustable font size, type and colour
Everyone
Quicker controls and help with background noise
How we can help
Want to go further than your video conferencing software? We help organisations become more accessible and inclusive.
Consultancy
At Your Premises
Disability Accessibility Audit
A tailored review of your buildings, services and working practices
- Physical access, policies and recruitment
- Communications and accessible information
- Practical, reasonable recommendations
Training
On-Site or Live Online
Disability Awareness Training
Practical courses from a disability employment law expert
- Equality Act awareness and reasonable adjustments
- Confident, compliant communication
- Neurodiversity and mental health awareness
Who is this guide for
Anyone setting up remote working, online meetings or webinars for staff and clients – including IT, HR and facilities teams choosing video conferencing software.
Training created for every kind of brain
People don’t all learn the same way – and a great course shouldn’t assume they do. Every Keys Training course has been adapted for different types of learners, including neurodivergent attendees and people with disabilities, so everyone in the room gets the same value from the day.
Whether someone has dyslexia, ADHD, autism, a hearing or visual impairment, or simply prefers to learn by doing rather than listening, our trainers adjust the pace, materials and activities to suit the people in front of them.
Every course has been assessed by accessibility experts to make sure it’s accessible and beneficial for all.
Neurodiversity-aware
Clear structure, plain language and varied activities that work for dyslexic, ADHD and autistic learners.
Accessible materials
Handouts and slides designed for readability, with formats adapted on request for individual needs.
Adjusted to the room
Small groups mean the trainer can flex pace, breaks and delivery style around each attendee.
Expert-reviewed
Every course has been assessed by specialists to make sure it’s accessible and valuable for everyone.
Frequently asked questions
Why is accessible video conferencing important?
1 in 5 working adults have a disability and 1 in 7 have a hearing impairment, so inclusive and accessible software is crucial when setting up remote working for staff and clients. Accessibility features are also useful for everyone.
What features should I look for?
Keyboard shortcuts, tab navigation, high-contrast settings, adjustable font size, type and colour, a magnifier, screen reader compatibility, subtitles or closed captions, and downloadable transcripts.
Are automatic captions reliable?
It depends on how good the voice recognition is, so it is worth testing before purchasing a subscription. Some software also lets a meeting attendee type captions, or you can use a third-party captioning provider.
Why are transcripts useful?
Some people struggle to listen to or watch a Teams or Zoom call and make notes at the same time. Transcripts can be downloaded afterwards and emailed to attendees and anyone who could not attend.
Can Keys Training help my organisation become more accessible?
Yes. We offer a tailored Disability Accessibility Audit and practical disability awareness training, and every Keys Training course is adapted for different types of learners.
Want to make your organisation more accessible?
Speak with one of our team about a Disability Accessibility Audit or disability awareness training for your staff.
Or call us on 0345 450 0051 to speak with a training advisor today.