WP3 – Disability Inclusion MOOC for HR Managers
Module 5 – Creating Accessible Workplaces
At the end of this module, learners will be able to:
- Define workplace accessibility and explain its importance for disability inclusion.
- Identify barriers to physical and digital accessibility in the workplace.
- Describe the principles of universal design and how they apply to workplace environments.
- Outline the process for conducting accessibility audits of physical and digital spaces.
- Suggest practical changes to improve accessibility using examples from best practice.
- Recognise the role of assistive technologies in supporting employees with diverse needs.
- Commit to ongoing review and improvement of workplace accessibility measures.
What is Workplace Accessibility?
The practice of making workplaces accessible to individuals with disabilities. It includes removing barriers to physical, digital, and communicative access.
Physical and Digital Disability – Best Practices
Digital
Web Content Accessibility Guidelines. These comprise a wide range of recommendations for making web content more accessible. This includes accommodations for blindness and low vision, deafness and hearing loss, limited movement, speech disabilities, photosensitivity, and combinations of these. Read more about it here: https://www.w3.org/TR/WCAG22/
EU Frameworks
What it is: The UN Convention on the Rights of Persons with Disabilities is an international treaty ratified by the EU and ist member states. Article 9 focuses on ensuring equal access to the physical environment, transportation, information and communication, and ICT. It creates a legal and moral obligation to remove physical, digital, social, and systemic barriers.
What it is: An EU directive that sets accessibility requirements for key products and services across all member states. It covers digital workplace tools (e.g. websites, software, self-service terminals), requiring companies to ensure employees with disabilities can access and use them. All EU member states must fully implement the EAA by 28 June 2025.
What it is: A harmonised European standard that defines detailed technical requirements for ICT accessibility (based on WCAG 2.1/2.2). It‘s the go-to reference for making websites, software, mobile apps, and digital documents accessible. Examples are keyboard-only navigation, screen reader compatibility, alt text for images, and high contrast and readable fonts.
Impact of Inaccessible Environments
- Lower retention, absenteeism, poor morale
- Lost productivity and legal risks
- “Silent exclusion”: when environments send unwelcoming messages
Compliance- or Exclusion?
According to WebAIM’s 2023 research, 98% of the world’s top 1 million websites do not fully comply with WCAG accessibility standards.
Since WCAG 2.x is embedded in EN 301 549 (and thus required under the EAA), this high non-compliance rate means a huge portion of companies aren’t meeting EU digital accessibility requirements.
The Real Cost of Inaccessibility
Did you know…
- 98% of websites fail to meet WCAG standards
- 71% of users with disabilities abandon inaccessible websites immediately
- Businesses lose an estimated $225 billion/year by ignoring accessibility
- Lawsuits for inaccessible websites have increased 75% in the last two years
- In 2023, 4,605 lawsuits were filed in the U.S. alone — that’s more than 1 every hour
- Bottom line: Accessibility isn’t just ethical—it’s smart business.
Vueling Airlines (Spain)
In Spain, the High Court issued a fine of €90,000 to Vueling Airlines for maintaining a website that was inaccessible to users with disabilities. The airline failed to comply with 26 out of 38 accessibility indicators mandated under national law aligned with EU standards.
Penalties were increased because this was a repeat offence, highlighting that non-compliance, even after inspection, results in escalating consequences
2. Universal Design in the Workplace
What is Universal Design?
Definition: “The design of products and environments to be usable by all people, to the greatest extent possible, without the need for adaption or specialised design”. – Ron Mace
7 Principles of Universal Design for Work
Present information in ways that ensures people with varying abilities can understand. This could mean offering content in multiple formats or using assistive tools like Read&Write.
Design tools and spaces so that they are accessible to everyone, regardless of ability.
Ensure that tasks can be carried out with minimal strain. This could include allowing remote work, or using digital tools that simplify tasks.
Make systems easy to navigate by choosing tools with features that clarify and simplify content.
Design environments and systems that anticipate mistakes and help users recover from them. This can include supportive training, clear feedback, and digital features like proofreading tools to minimise the impact of errors.
Offer flexible hours, varied workspaces, adjustable furniture, and beneficial tools
Make sure physical areas are spacious enough for people using mobility aids. Digitally, ensure websites and platforms are responsive and usable across different devices and screeen sizes.
Examples of Universal Design in the Workplace
- Captioned videos and transcripts for meetings or trainings
- Large, clearly labelled clickable buttons
- Screen reader-friendly intranet platforms
- Consistent page layouts with clear navigation
- Step-free access via ramps or lifts
- Automatic doors
- Wide corridors and adjustable-height desks
- Clear signage with large fonts and braille
- Flexible hours and remote/hybrid work options
- Extended onboarding timelines if needed
- Paid disability leave and return-to-work supports
- Regular training on inclusive practices
- Anonymous feedback channels for accessibility issues
Why Universal Design Works
- Anticipates variation instead of reacting
- Saves cost over time
- Reduces stigma of “special” accommodations
Inclusion as a Mindset
After watching this video, consider:
Which of your organisation’s current practices could benefit from an “inclusive-by-design” approach?
Quiz
What an Accessibility Audit?
A process that evaluates how inclusive your organisation is for employees with disabilities – across:
- Physical spaces
- Digital tools
- Workplace policies and systems
Types of Workplace Accessiblity Audits
Scope | Strengths | Limitations |
Office layouts, access routes, restrooms, signage | Easy to observe, clear fixes | May miss sensory or neurodiverse needs |
| Scope | Strengths | Limitations |
| Intranet, HR portals, internal software tools | Tests comptability with assistive tech | Tests comptability with assistive tech |
| Scope | Strengths | Limitations |
| HR policies, attitudes, training, recruitment | Reveals systemic gaps | Needs honest feedback & follow-through |
Physical Space Audit Focus Areas
Evaluate
- Step-free access throughout the building
- Desk and furniture adjustability
- Clear signage (large font, braille if needed)
- Lighting and acoustic environment (for sensory sensitivity)
- Emergency procedures inclusive of mobility impairments
Digital Accessibility Checks
Review
- Can all tools be navigated by keyboard?
- Are internal docs screen-reader friendly (PDFs, forms)?
- Are video calls captioned or transcripted?
- Do self-service HR tools meet accessibility standards?
Use Tools Like:
- Microsoft Accessibility Checker (built-in)
- WAVE or axe DevTools (for internal websites)
- Google Docs accessibility settings
Policy & Process Review
Ask:
- Are reasonable accommodations easy to request?
- Is accessibility covered in procurement and onboarding?
- Are flexible hours/location options equitably offered?
- Are managers trained on disability awareness?
What Happens After the Audit?
- Share findings internally with clear action steps
- Set realistic priorities and deadlines
- Assign responsibility for follow-up
- Build accessibility goals into strategic planning
- Plan to re-audit or follow up in 6–12 months
Why are Audits Important?
- Use audits to justify inclusive budgeting (e.g. equipment, software, training)
- Include accessibility in performance reviews for team leads
- Make accessibility part of induction for new hires
- Share success stories to build buy-in
The audit isn’t the end, it’s the beginning of culture shift.
Decision Tree Exercise
Scenario Setup:
You are part of an HR & Operations team preparing for a company-wide upgrade of both the physical office environment and internal systems. Your goal is to ensure your workplace is accessible and inclusive to current and future employees with diverse disabilities.
At each step, make a decision. Your answers will impact inclusivity, morale, legal compliance, and long-term productivity.
You are part of an HR & Operations team preparing for a company-wide upgrade of both the physical office environment and internal systems. Your goal is to ensure your workplace is accessible and inclusive to current and future employees with diverse disabilities.
At each step, make a decision. Your answers will impact inclusivity, morale, legal compliance, and long-term productivity.
Practical Activity
Activity 1: Spot the Barriers
Prompt:
Let’s start with observation. Accessibility gaps often go unnoticed until someone is directly affected. This activity invites you to reflect on everyday barriers (physical, digital, or procedural) in your workplace.
Task Instructions:
Think about your current (or most recent) work environment. Use the questions below to examine it through an inclusion lens.
Reflection Questions:
- What are two things in your physical workspace that could be challenging for a person with a mobility, sensory, or cognitive impairment?
- How accessible is your internal digital environment (e.g. intranet, training portals, meeting platforms)? Are there any procedures (e.g. onboarding, meetings, evaluations) that assume all employees engage in the same way?
Estimated Time to Complete: 8 minutes. Write your responses in a personal notes app or on a piece of paper.
Activity 2: Accessibility Action Check-In
Prompt:
Inclusion is built through small, intentional changes. This activity helps you connect what you’ve learned to realistic action, even if your role doesn’t have direct control over accessibility.
Task Instructions:
Reflect on your sphere of influence, whether in HR, project teams, management, or daily operations. Brainstorm one tangible improvement you could support or initiate.
Reflection Questions:
- What’s one tool, system, or policy in your area of work that could be improved for accessibility?
- Who could you talk to about making this change? What allies or departments might support you?
- What’s one low-effort change you could start tomorrow?
Estimated Time to Complete: 10 minutes. Write your responses in a personal notes app or on a piece of paper.
Case Study
Case Study – Reflection
Now that you’ve read the case study, take a moment to reflect on the following:
1.Which actions taken by Insurance Ireland do you think had the greatest impact on improving autism inclusion in the workplace? Why?
2.How could the Autism Inclusive Employee Lifecycle Model be adapted to fit your own organisation or sector?
3.If you were responsible for leading a similar programme, what would be your first step, and how would you measure its success?
Estimated Time: 10 minutes
Write your reflections in your notes app or learning journal.
Further Resources – Template
Title | Type | Link | Why it‘s Useful (1 sentence) |
European Union – Fundamental Rights Report (Accessibility Section) | Annual EU Report | Contains up-to-date data on accessibility and disability rights across EU member states. | |
Zero Project – Innovative Practices & Policies Database | International Good Practice Database | Showcases proven disability inclusion practices from around the world. | |
European Commission Disability Employment Package | EU Policy Initiative | Lays out EU-wide strategies for improving employemnt outcomes for people with disabilities | |
Practical Guide for Accessibility in the Workplace | Blog | Useful advice for creating workplaces that are accessible for people with disabilities, through someone‘s own lived experience. | |
What is Accessibility in the Workplace? | Video | First-hand perspecetives from disabled young people, offering authentic insights into practical ways workplaces can improve accessibility and inclusion |
Sources and References
- AllVoices. (n.d.). Accessibility. https://www.allvoices.co/glossary/accessibility
- European Commission. (2019). European Accessibility Act. https://ec.europa.eu/social/main.jsp?catId=1202
- European Telecommunications Standards Institute. (2021). EN 301 549 V3.2.1 (2021-03): Accessibility requirements for ICT products and services. https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf
- United Nations. (2006). Convention on the Rights of Persons with Disabilities (UN CRPD), Article 9: Accessibility. https://www.un.org/disabilities/documents/convention/convoptprot-e.pdf
- Netguru. (2024). Web accessibility: Why it matters and how to improve it. https://www.netguru.com/blog/web-accessibility
- Accessible EU Centre. (2024, April 26). Vueling Airlines fined for failing to make their website accessible. https://accessible-eu-centre.ec.europa.eu/content-corner/news/vueling-airlines-fined-failing-make-their-website-accessible-2024-04-26_en
- European Parliamentary Research Service. (2018). Disability in the European Union: Facts and figures. https://www.europarl.europa.eu/RegData/etudes/IDAN/2018/603218/EPRS_IDA(2018)603218_EN.pdf
- Insurance Ireland. (n.d.).Insurance Ireland Inclusion Taskforce. Retrieved from https://insuranceireland.eu/diversity-equity-inclusion-dei-hub/insurance-ireland-inclusion-taskforce/
End Of Module
Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the European Education and Culture Executive Agency (EACEA). Neither the European Union nor EACEA can be held responsible for them.