Clear and open communication is the vital lifeblood flowing through any successful organization. When done well, it informs, aligns, and inspires employees. But communications break down when they are inaccessible – excluding team members, breeding frustration, and preventing diverse perspectives from being shared. 

As companies increasingly strive to support diversity, equity and inclusion, ensuring accessible internal communication for all employees has become a crucial yet often overlooked need. Creating an environment where every team member can smoothly access information and make their voice heard fosters belonging and propels an organization forward.  

In this comprehensive guide, we’ll take a deep dive into what accessibility truly means, what common barriers exist, and most importantly – what practical strategies organizations of all sizes can implement to make internal communications genuinely inclusive. With thoughtfulness and commitment, you can nurture an atmosphere where each employee is informed, heard, appreciated and able to reach their full potential. Let’s get started!

What is Accessibility and Why It Matters

At its core, accessibility refers to intentionally designing environments, products, services and communications so they can be readily understood and utilized by people with a diverse range of abilities and learning styles. 

For internal communications, this means conveying organizational information in a way that seamlessly reaches all employees – including those with physical, sensory or cognitive disabilities, employees still gaining fluency in the language used, remote team members with technology constraints, neurodiverse thinkers who process details differently, older staff with visual challenges, and many other groups. 

Accessibility is ultimately about inclusion – proactively removing barriers and providing options so all employees can engage with, understand, and contribute to communications, rather than erecting obstacles that exclude.

Some companies still view accessibility as just a compliance issue to check off. But truly accessible communication provides multidimensional benefits for an organization:

\- Increased employee engagement – Employees want to feel connected to their company’s mission and colleagues. When communication is confusing or difficult to access, it breeds disengagement. Accessibility signals to employees that their participation is valued.

\- Higher productivity – Employees need clear, timely internal communication to excel at their jobs. Without it, frustrated employees operate in silos, fail to collaborate, and see performance suffer. 

\- Greater innovation – Diversity of perspectives and experiences fuels innovation. Excluding portions of the employee population from seamless information sharing and ideation limits an organization’s creative potential. Accessibility means tapping into more voices.

\- Improved talent retention – Inaccessible communications that alienate employees or make their work lives more difficult lead to higher turnover as team members leave for more inclusive organizations. Accessibility demonstrates respect for employees as individuals.

\- Enhanced morale and motivation – When employees feel consistently informed, heard, and able to digest organizational communications easily, engagement and morale rise. Lack of accessibility does the opposite, breeding isolation and apathy. Proactive accessibility signals that every employee matters.

\- Stronger connections and understanding – Truly accessible communication builds bonds between colleagues with diverse backgrounds, abilities, needs and communication styles. It enhances empathy, collegiality and knowledge sharing throughout an organization.

At a fundamental level, ensuring accessibility is simply the right thing to do to treat all employees with dignity, empathy and equal opportunity. But it also pays dividends for workers and the organization as a whole – accessibility is a rising tide that lifts all boats.

Barriers to Accessible Internal Communication  

While most well-intentioned companies aim to communicate openly, barriers often hinder full accessibility:

Physical disabilities – Employees with blindness, hearing loss, mobility limitations or dexterity issues may be unable to access information shared only in written, verbal and certain digital formats. Providing communication in multiple modes ensures inclusion.  

Cognitive or neurodiverse disabilities – Conditions like dyslexia, ADHD, autism or Tourette’s can make consuming dense written information difficult. Sensory overload triggered by too much visual or auditory input is also a common barrier. Patience and alternate communication approaches help.

Language fluency – Non-native speakers or employees still gaining command of the language used in the workplace may struggle with jargon-heavy communication and nuanced vocabulary. Important details are lost. Simple, clear language and defined terms aid accessibility.

Geographic barriers – On-site or office-centric information flow can exclude remote and field employees. Time zone differences also complicate access. Digital information sharing and collaboration tools can bridge the gap.  

Technology barriers – Tools not optimized for mobile, assistive technologies like screen readers or speech to text pose challenges for some. Legacy technology systems frequently have the most gaps. Prioritizing inclusive design is key.

Resource barriers – Lack of staff, budget and in-house expertise devoted to accessibility initiatives stifles progress at some organizations. Getting buy-in to allocate resources for the long-term is essential.

While barriers can initially seem intimidating, recognizing where they exist is the critical first step toward addressing them through greater inclusive communication awareness.

Strategies for Improving Accessibility

Here are some pragmatic best practices any organization can implement to make communication more seamlessly inclusive:

Offer Communication in Multiple, Multimodal Formats 

Rather than just sending a standard email or printed memo, share the same information across diverse channels to give employees options and increase comprehension. These can include intranet postings, brief text summaries, explanatory videos with captions, live or recorded audio, in-person meetings, discussion groups and more. 

Provide Closed Captioning, Transcripts and Summary Notes

For any pre-recorded or live video and audio communication like company meetings, all-hands calls, training seminars, or conference presentations, always offer closed captions and post-hoc transcripts. This assists those with hearing difficulties while also helping non-native speakers follow along and absorb information. Share post-event summary notes covering key points. 

Use Clear, Simple, Jargon-Free Language  

Avoid complex academic vocabulary and convoluted sentence structures. Take the time to define any necessary industry or organization-specific terms, phrases and acronyms. Use active voice and emotional intelligence. This makes communication easily digestible for non-native speakers, employees with cognitive conditions, remote staff trying to quickly absorb updates, and really all employees attempting to consume a deluge of information daily.

Make Documents and Content Digitally Accessible

Follow web accessibility best practices like using Arial 12 point sans-serif font, employing heading styles and hierarchies, using alt text for images, ensuring color contrast, and testing usability without a mouse. Choose inherently accessible formats like HTML for documents. Produce PDFs with accessibility features enabled. Design all content in a logical, consistent manner.

Actively Test Accessibility 

Have a diverse cross-functional group of employees regularly test communication and provide confidential feedback on what poses challenges or could be improved. Utilize online accessibility checkers to catch issues in documents, emails, websites or tools. Don’t make assumptions – testing shows what actually works.

Train Employees on Inclusion

Provide resources like writing guides and examples along with empathy training to help all employees create accessible, inclusive communications. Set organization-wide standards and expectations around accessibility. Promote disability etiquette through modeling respectful language. Make accessibility awareness part of your organizational culture.

Check for Understanding   

After communicating complex new information or policies, follow up one-on-one with employees to see if they have any clarifying questions. Gauge comprehension levels – don’t just assume a message was fully and clearly received by all. Offer additional context where needed.

Accessibility Considerations for Meetings and Events 

In-person gatherings bring additional accessibility needs to consider:

\- Choose spaces accessible to all physical abilities – with ramps, nearby priority parking and seating choices. Confirm needs proactively.  

\- Offer ASL interpreters, live captioning services or assistive listening devices for larger meetings and auditorium events.  

\- Share slides, agendas and presentations ahead of time to help attendees prepare, follow along and post questions. 

\- Provide multiple ways to actively participate such as real-time chat features, anonymous question boards and reaction polls.  

\- Record meetings and promptly share post-event transcripts, summaries and notes to increase access.

\- Avoid sensory overload factors like loud ambient noise, visually distracting space design, overly strong scents or lengthy, dense presentations without breaks.  

\- Offer dedicated quiet rooms for sensory breaks. Follow Universal Design principles to choose inclusive spaces.

With empathy and forethought, meetings and events can engage and accommodate every employee. Accessibility support should become standard operating procedure.

Ensuring Accessibility for Remote Employees  

Hybrid and fully remote work environments pose new potential communication barriers that need to be proactively addressed:

\- Ensure chosen video conferencing platforms are screen reader accessible, that captions can be added live or after the fact, and sign language interpretive features are available. Test accessibility features thoroughly.  

\- Provide call-in numbers so employees can join meetings by phone if needed. Share recordings post-meeting.

\- Summarize meetings, decisions and action items clearly for remote staff who could not attend or had issues participating. Don’t make assumptions.

\- Set organization-wide standards for accessibility best practices from all employees – for example, always captioning videos or describing visuals.  

\- Survey remote employees regularly to understand what accessibility barriers or comprehension issues they face and solicit suggestions for improvement. Don’t just make assumptions.

\- If remote workers come into offices periodically, ensure the physical space is accessible and any tech provided includes accessibility features. 

Remote employees have unique needs but deserve fully inclusive communication. Put practices in place to make this attainable.

Evaluating Internal Tools and Technology

The platforms and software tools an organization chooses for communicating and collaborating play a major role in accessibility. Consider:  

\- Intranet – Select a modern accessible system. Ensure all posted documents meet accessibility standards. Provide features like text sizing customization, color contrast options, alt text for visuals and full keyboard navigation.

\- Email – Choose a system that easily integrates with assistive technologies like screen readers. Set organization-wide standards for accessibility best practices in email communications.   

\- Productivity software – Opt for modern inclusive options like Office 365 that bake in accessibility checkers and screen reader capabilities. 

\- HR systems – Prioritize cloud-based systems that meet security standards like WCAG 2.1 AA and offer robust accessibility features. Confirm they work seamlessly with assistive tech.

\- Project management tools – Choose tools like Asana designed using universal design principles with built-in features like color blind mode.

Set standards to only use technology enabling inclusion, not acting as barriers. Continuously evaluate existing and new tech.

Gathering Employee Feedback on Accessibility  

Rather than making assumptions, go directly to employees to get confidential input on what barriers they face and what specific accommodations could aid comprehension. Then act upon this invaluable feedback.

Anonymous surveys are great for candid responses. Ask questions like:

\- What aspects of our current communication seem unclear or are difficult to consume and understand?

\- What alternative formats or approaches like audio, video, simpler language or illustrations could help increase comprehension?

\- What assistive technologies do you utilize in your workflow and how could we integrate with them better? 

\- How can we modify and improve physical spaces, events, tools and platforms to be more accessible and usable based on your needs?

\- Do you have suggestions on how leadership, managers, internal groups or individual employees could help increase accessibility in your opinion? Please share any thoughts.

By removing stigma and truly listening, you gain priceless insights to inform tangible improvements that work for actual employees.

Leading by Example With Inclusive Messaging 

Executives and managers should exemplify accessibility best practices in their own external and internal communication:

\- Use respectful, person-first language like “employees with disabilities” – avoid outdated, offensive or clinical terms. Set the standard.  

\- Share personal stories and experiences that highlight diverse backgrounds and abilities. Build understanding.

\- Caption videos, provide transcripts and summaries for all presentations and meetings. Make this a routine expectation, not an exception.   

\- Call out accessibility as an organizational priority in speeches and messaging. Articulate its importance and role in future plans.

\- Thank those giving confidential feedback and highlight improvements driven directly by employee input. Credit their courage.  

\- Admit areas where you still have more to learn as an inclusive leader – then seek out knowledge. Take accessibility trainings alongside employees.

When leaders consistently role model accessibility, it powerfully reinforces organizational commitment and priorities.

Continuously Improving Accessibility

Meaningful accessibility progress takes sustained, ongoing effort across an organization. Some tips:

\- Dedicate staff time and budget specifically for accessibility evaluations and initiatives. Seek external expert input as well. 

\- Create an employee advisory group to share lived experiences, surface gaps, steer improvements, weigh in on tools and provide valuable perspectives.

\- Hold regular cross-functional meetings to assess current communication practices and find areas lacking accessibility. Brainstorm innovative approaches and share learnings.

\- Stay on top of emerging technologies like auto-captioning and trends that could provide cost-effective ways to boost accessibility. Pilot new tools.  

\- Set specific organization-wide goals and metrics around improving communication accessibility and inclusion to drive ongoing progress and accountability.

\- Develop a simple process for employees to request accommodations or report issues. Then address requests with urgency. 

\- Share success stories internally when accessibility barriers are addressed. Celebrate progress to build momentum.  

\- Provide ongoing training to equip all employees to be inclusion ambassadors and create accessible, empathetic communications. Expand awareness.

With sustained focus and care from all team members, accessibility becomes an integral part of how an organization communicates, not an afterthought.  

Conclusion

The path forward to making internal communication truly accessible for all requires collaboration, commitment and care across an organization. But it leads to immense rewards: a workplace where every employee can contribute fully and feel valued for their individual talents and perspectives.  

While this guide provides a blueprint to get started, listening closely to your employees’ needs and embracing accessibility as an ongoing journey is crucial. When employees of all abilities can smoothly access information, engagement, innovation and belonging thrive. What steps will you take today to champion accessibility? Make inclusive communication a strategic priority now, and reap dividends for years to come. Let’s share progress and knowledge. Internal communications done accessibly strengthen the humanity of any organization.