Creating an accessible workplace is a bit like building a custom suit. Sure, you could buy something off the rack, but it won’t fit everyone perfectly. In the same way, a one-size-fits-all approach to workplace accommodations might not meet the needs of every employee. For those with disabilities, it’s not just about finding any tools for the job, instead, you must choose the right assistive technology that empowers them to perform at their best.
How do you select these tools? How do you evaluate its potential to support employees with disabilities?
Understanding the Different Types of Assistive Technology
Understanding the various types of assistive technology helps you assess the needs of your employees and how the right tools can help address their challenges. Review these descriptions below and use it as a guide.
Vision Impairments
Some of the technology visually impaired individuals need includes screen readers, magnification software, and Braille displays that allow reading of text via touch with a headphone option to avoid disturbing other employees. Sometimes, even without Braille, convex or concave keyboards are useful in helping them identify what letter the key signifies without looking at it. Reading from screens might also be difficult, and popular tools like JAWS or NVDA help employees navigate digital content without needing to rely on sight.
Here’s some assistive technologies for visually impaired employees:
- Screen Readers (e.g., JAWS, NVDA)
- Magnification Software
- Braille Displays
- Convex or Concave Keyboards
- Text-to-Speech Tools
Hearing Impairments
For employees experiencing hearing impairments, hearing aids that amplify sounds would be great as it helps improve communication. Vibrating or flashing alerts can be used to notify them of important events. Since hearing from standard phones might also be difficult, organizations can invest in amplified phones to increase the volume of the conversation. You also want to make meetings inclusive and in this case, it would help to get a Real-time Captioning Tools. This would help employees with hearing loss follow along in real time ensuring everyone is fully involved.
Here’s some assistive technologies for employees with hearing impairments:
- Hearing Aids
- Vibrating or Flashing Alerts
- Amplified Phones
- Real-Time Captioning Tools
- Induction Loop Systems
- Sound Alert Systems
Mobility Support
Employees with mobility need tools that support that movement and increase productivity. While adjustable desks, chairs, and workstations help here in maintaining proper posture and reducing strain, other assistive devices like standing frames also contribute to a productive posture. And in situations where typing could be a problem, specially designed keyboards with larger keys or customizable layouts can assist employees with limited dexterity or fine motor skills in typing more comfortably.
Here’s some assistive technologies for employees with mobility challenges:
- Adjustable Desks
- Ergonomic Chairs
- Standing Frames
- Customizable Keyboards
- Large Key Keyboards
- Mouse Alternatives (e.g., trackball, foot pedals)
Cognitive and Neurodiversity Needs
Approximately 1 in 7 people exhibit some form of neurodivergence such as ADHD, autism, or dyslexia. And while many organizations are using a one-size fit approach, this won’t cut it as it may result in reduced productivity. The solution? Software like MindMeister helps organize thoughts, especially beneficial for those with cognitive processing challenges. Because of challenges staying focused sometimes, task management tools can help with organisation and digital reminders beneficial in setting up alerts for important tasks that keeps employees on track.
Here’s some tools that support employees with neurodivergence:
- MindMeister (for organizing thoughts)
- Asana (task management tool & project tracker)
- Todoist (simple to-do list app)
- Focus@Will (focus-enhancing music and productivity audio)
- Speech-to-Text Software (e.g. Dragon NaturallySpeaking, for those with dyslexia or difficulty typing)
How to Assess & Match Assistive Technology Your Employees’ Needs
Creating an accessible workplace is an ongoing process. Even if you’ve already incorporated accessibility into your organization, it’s important to regularly assess and identify areas for improvement in the tools that help employees thrive. Here’s how organizations we’ve worked with are doing it:
Needs assessment.
Don’t make the mistake of hiring an accessibility expert first. Instead, the first thing to do is talk to your employees and gather their feedback directly—through surveys, interviews, or open conversations about challenges with physical space, digital tools, or communication barriers. For example, someone with mobility challenges might struggle to move around the office. This feedback is the foundation for figuring out how to make the workplace more accessible.
Accessibility Barriers
Once you’ve gathered the feedback, take a closer look at the accessibility barriers. Are there physical obstacles, such as desks that don’t adjust? Digital tools that don’t work well with screen readers? Or perhaps communication gaps, like a lack of captions during meetings? Identifying these barriers will help you focus on the right tech solutions.
Incorporate Employee Input
It’s also important to include employee input throughout the process. After all, they know what works best for them. Ensure they’re part of the conversation when selecting technology so that the solution meets their specific needs.
Accessibility Experts
After you’ve taken the above steps, it’s time to consult with accessibility experts. They can help you select the best tools and guide you on how to implement them effectively. You can also have them interact with employees facing accessibility challenges, as they might identify issues you haven’t thought of yet. Ultimately, the goal is simple: choose the right tools. Make sure you work with a trusted supplier who understands your vision and is committed to supporting your organization.
Evaluating the Effectiveness of Assistive Technology
Once you’ve chosen the right assistive technology for your employees, you have to make sure the tools are actually working as intended. Here’s how to evaluate their effectiveness:
Pilot Testing
Before rolling out any assistive technology company-wide, it’s a good idea to run a pilot program. This allows you to test the tools with a smaller group of employees first. You’ll get a sense of how well the technology meets their needs and whether there are any unexpected issues. It’s a chance to work out the kinks before going full-scale.
Feedback and Adjustment
After the pilot, gather feedback from the employees using the technology. Ask them what’s working, what’s not, and what could be better. Maybe the screen reader needs to be faster, or the ergonomic keyboard needs a slight adjustment. The key here is to be open to making adjustments based on their input.
Long-Term Support and Training
Lastly, don’t forget about training and ongoing support. Even after the initial roll-out, employees may need time to fully get comfortable with their new tools. Offer training sessions and make sure there’s someone available for support if they run into any problems. Long-term support ensures that employees can continue using the assistive tech with confidence and without frustration.
Start Building an Inclusive Workplace
The steps we’ve outlined for selecting and assessing assistive technology are just the foundation, but they form an important part of the bigger picture. When you approach accessibility with intention and a strategic mindset, you’re not just ticking boxes, you’re building a truly inclusive environment that benefits everyone. Start evaluating your accessibility needs today and reach out to International Supply Partners, who can guide you through selecting and implementing the best tools for your organization.