Accessibility in the workplace: more than just wheelchair ramps

I recently attended a major event that focused on diversity and inclusion. There were exciting discussions on many important topics and great exchanges between people who are committed to a more inclusive working world. But there was one thing that gave me pause: if you took a closer look, this event for inclusion was itself not very inclusive. Yes, there was ground-level access, an elevator and wheelchair-accessible toilets, and there was optional space for pronouns on the name badges - but unfortunately that was where it ended. Which raised the questions: What's the problem? And how could it be done better?

Accessibility is (also) a question of resources

A lack of accessibility is usually the result of either a lack of awareness or a lack of resources. Anyone who has ever wanted to organize an accessible event or make workspaces more accessible has probably noticed the latter: Many buildings simply cannot be redesigned to be properly accessible without investing a lot of time and money. Sign language interpreting, audio descriptions, translations into simple English and similar services to reduce barriers are not affordable for everyone. Be it additional seating, allergy-friendly catering, additional bathrooms - more costs more.

But even if the resources are available, there is often a lack of awareness about what accessibility can mean. This is understandable; people are diverse, and so are their needs. But that is precisely the core of accessibility: it is about ensuring that an event - or a workplace - meets as many needs as possible so that as many people as possible can attend without undue stress. However, many people still think of accessibility primarily in terms of some basic accommodations for people with physical disabilities - which is very important, but ignores that even small interventions can help to make a space more inclusive.

What to do for accessibility in the workplace and at events

So today we're sharing six less common things that I would have liked to see at the event mentioned at the beginning - and that you can do to accommodate diverse needs at your event or workplace, even on a budget.

• Check the furniture. Take a critical look at how the rooms are equipped. How long will participants have to stand and is there enough seating if this is not possible for everyone? Are the chairs wide and stable enough for large/heavy people to use without any problems? How high are the tables - are they suitable for shorter people or wheelchair users? Bar tables and wooden benches in particular present issues for many people because they are too high, narrow or unstable to use without difficulty. In other words: Anyone who has to ignore increasing back pain or stand in a corner at the only low table when networking is already at a distinct disadvantage.

• Share more information than you think you need. For many neurodivergent people and people with, for example, anxiety disorders, social occasions are often associated with a high level of stress. One of the reasons for this is that they may find it difficult to deal with unfamiliar situations in which expectations or procedures are not clear. Therefore, proactively sharing relevant information can make your event much more inclusive. Think about things that are very clear to you, your team or returning participants, but that someone else may not know. For example: What time do the doors open and what time does the event actually start? Which clothing is appropriate? What should participants bring? Will there be food/drinks and if so, what and when? What is the schedule? Who is responsible for what? What content will be covered? This way, participants can start the event well prepared and confident and focus their energy on the essentials. Incidentally, this not only applies to larger events, but also to job interviews, team events or training courses, to name just a few.

• Think about the timing. The timing of an event can also determine who can attend and to what extent - whether it's a team meeting or a conference lasting several days. Of course, this doesn't mean you have to analyze the calendars of all possible attendees, but it's helpful to keep an eye on the bigger picture. All-day events can make it difficult for parents to attend, for example, especially during school vacations. A team breakfast in Ramadan may exclude Muslim colleagues. You can reschedule the dates or ensure more inclusion in other ways - for example, you could offer childcare or, if an evening date is okay for everyone, invite the team to celebrate breaking the fast instead of having breakfast.

• Make spaces inclusive for all genders. People who are not female or male or do not clearly pass as either often face difficulties in public spaces, including in the workplace and at events. One thing is particularly important in order to be inclusive of these people: Make sure that there is at least one gender-neutral restroom and that it can be found, i.e. not in the basement with no signage. If there are no neutral toilets yet, you can rededicate one or more of them and label them accordingly. If this is not possible (e.g. in offices where gender-segregated toilets are mandatory), it can help if you at least make it clear that the rooms may be used by everyone according to what works best for their own identity. What else you can do: Don't ask for someone’s gender and don't divide by gender unless absolutely necessary (e.g. avoid gender-segregated dress codes or different gifts for men and women). Create a simple opportunities to share the correct form of address and pronouns, e.g. on the name badge or in the email signature. Use gender-sensitive language.

• Pay attention to sensory stimuli. Some people are very sensitive to certain sounds, smells, visuals, textures or touch. This can be distracting or even lead to physical discomfort and make work or participation more difficult. Therefore, take a look at your workplace or the event space and, if possible, eliminate typical “problem stimuli”: For example, the hum of electrical appliances, conversations or other noise in the background, flickering or very bright lights (e.g. neon tubes) and strong smells, such as perfume, are stressful for many people. If the stimuli cannot be eliminated, you may be able to offer accommodations such as allowing people to work with earplugs or headphones, or creating a room with low sensory stimuli for taking breaks.

• Make it clear who is responsible. As we already mentioned, in most cases you will not be aware of and/or able to cover all the needs of all participants or employees from the outset. That’s why it’s important that you create the opportunity to ask questions and make requests. This means that everyone needs to know who they can turn to if they need something or if something has happened. Within a company, this could be the equal opportunities officer, for example. At events, it makes sense not only to list and/or introduce contact persons, but also to make them visually identifiable, e.g. with an armband, a clearly visible badge or a lanyard in a special color. This lets participants know that this person is available to them, even when they don’t know everyone’s names or remember their faces.

Make it accessible and talk about it

As you’re starting to see, there are almost infinite ways to improve accessibility in the workplace or at events if you think about different dimensions of diversity. One thing to avoid, however, is the “If nobody expressed a need, then we don't have to offer accommodations" mindset. People who are confronted with a lack of accessibility on a daily basis are often tired of not being considered or having to make “annoying” requests . If no one says anything, this does not mean that no one has any accommodation needs; it can also mean that no one dares to disclose them and instead either resigns themself to struggling or simply does not participate at all. Both are wasted potential, for the person concerned aas well as for event organizers and employers.

That is why it’s important not only to provide accommodations, but also to share that you’re doing it. Include information about accessibility in the event description, job ad, invitation to a job interview or onboarding documents, and encourage participants, applicants and employees to share what would be helpful for them. This will help them be confident that they’re welcome in your company or at your event, and also helps to normalize accessibility and make our entire society a little bit more inclusive.

You want to create a more inclusive workplace, but don’t even know where to start? We’re happy to help, for example with our diversity beginner’s kit - take a look!