13. Building Accessibility into Your Workplace

Accessibility lasts when it stops being a special task and becomes the normal way your office works — and when your own colleagues with disabilities can do their jobs without barriers.

Make it routine, not an afterthought

Create accessible templates for documents, slides, and emails, with heading styles, fonts, and contrast already set — so every new file starts accessible.
Add an “accessibility” step to your publishing and sign-off routine (use the master checklist and the Excel tool that accompanies this handbook).
Set sensible defaults: real heading styles, a readable font size, and a reminder to add alt text.

Support employees with disabilities

Ask about access needs — when people join and as an ongoing question — rather than assuming. Let them tell you what works for them.
Make sure the systems staff use every day (intranet, HR portal, shared drives, chat, time-sheets) work with a keyboard and a screen reader. If they don’t, raise it with your IT team or the vendor.
Provide internal documents in the format each person needs — accessible PDF, large print, or plain text.
Run accessible meetings: captions on, agendas and slides shared in advance (Chapter 9).

Buy accessible tools

You cannot make a tool accessible after you have bought it, so build accessibility into procurement:

When choosing software or a platform, ask the vendor for a VPAT / Accessibility Conformance Report, and prefer tools that support screen readers, keyboard use, and captions.
Pilot the tool with the people who will rely on assistive technology before you commit.

Questions to ask a vendor

Copy these into your tender, RFP, or purchase form, and weigh the answers — vague replies are a warning sign.

Standard & evidence: Which version and level of WCAG does the product meet — we require 2.1 / 2.2 Level AA — and can you share a current VPAT / Accessibility Conformance Report?
Real-user testing: How do you test for accessibility, and do you test with people who use assistive technology?
Independent audit: Has a third party evaluated the product’s accessibility?
Coverage by need: How well does it work for people who are blind or low-vision, Deaf or hard of hearing, or have limited mobility, dexterity, or speech — specifically, not just “it’s accessible”?
Mobile: Are your mobile apps built and tested for accessibility too?
The “accessible mode” trap: If there is a separate accessible mode or alternate interface, can a person using assistive technology turn it on independently? (One inclusive interface is better.)
Fix guarantee: If we find accessibility problems, will you fix them before go-live, on an agreed timeline? Put it in the contract.
Experience & roadmap: What accessibility experience does your team have, and do you have an accessibility roadmap?
References: Can you give reference customers who cared about accessibility, that we can contact?

Publish an accessibility statement

Tell people you are committed to accessibility and give them a way to reach you. A short accessibility statement — on your website, or pinned on your main channel — builds trust and is increasingly expected by law (the EAA, the ADA) and by funders.

State your commitment and the standard you aim for (WCAG 2.1 / 2.2 Level AA).
Note any known limitations you are still working on.
Give a way to report a barrier or request another format — an email, phone number, or form — and a timeframe for replying.

Give it an owner and keep going

Name an accessibility focal point (or a small group) responsible for templates, training, and questions.
Train new staff on these basics, and review your content periodically with the checklist — accessibility is ongoing, not a one-time fix.

Workplace checklist

Accessible templates exist for documents, slides, and emails.
Accessibility is a step in your sign-off routine.
Staff are asked about access needs; needs are met in the right format.
Everyday internal systems work by keyboard and screen reader.
New software is checked for accessibility (VPAT) before purchase.
Accessibility is a condition in the contract (a remediation guarantee before go-live).
An accessibility statement is published with a way to report barriers.
An accessibility focal point is named; reviews happen regularly.