Creating Accessible Meetings – Online and In Person

People often think of the physical needs of people when planning for accessibility but very rarely are other accommodations taken into consideration.

We recognize that when meeting with a new client, it is hard to assess what accommodations they may need, especially if their disability is an invisible one.  Here are some tips on creating an accessible office space which can decrease anxiety and increase participation in the meetings.

(Printable Version)

How to Create an Accessible Office Space

• If you have an opportunity beforehand, ask your client if they have any accessibility needs to prepare for the meeting. Eg. Physical, mental or emotional triggers or sensitivities.  Sensitivity to smells is becoming increasingly prevalent – having a scent-free space is recommended.
• Be aware that fluorescent lighting can be very harsh on the eyes and can trigger headaches for persons with brain injury.  Allow the individual to wear sunglasses or a hat if they have light sensitivity, or offer to turn off the fluorescent lights if this is an issue.
• If curtains/blinds are open, ask the individual if they prefer them to be closed.
• Consider the set-up of the room, being behind a desk can be seen as intimidating and imposing – is there a way to arrange the space to be beside the individual?
• Also consider that they may be coming with accessibility devices (wheelchair/cane), and may require additional space.  Please note – do not attempt to push someone’s wheelchair without their explicit permission.
• Have sensory items available to decrease anxiety and tension
• Investigate adding smart technology where possible (motion lighting, automatic access – door operators, motion faucet, automatic flushing toilet, automatic soap and paper dispensers).
• Limit distractions by silencing your phone, turning off any background music and asking co-workers not to interrupt the meeting
• Limit the number of people in the space to avoid overstimulation and reduced focus and concentration.
• Ensure there is proximal access to supplies/areas specific to their need
• If you are storing their belongings, ensure they are able to quickly access them
• For individuals with PTSD, loud sounds can be especially triggering.  If you work in an area which is prone to EMS sirens, let the client know beforehand.
• Ensure that there is a clear view of your face and mouth throughout the meeting.
• Encourage breaks throughout the meeting time, invite the individual to stand up and move around if needed.
• Ask the client what time of day works best to address fatigue. For some individual’s morning may be their ideal time as increased fatigue sets in during the afternoon.  However, some fare better in the afternoon if they have difficulty waking up in the morning.
• Offer water to encourage hydration
• Offer candy or mints to reduce anxiety or agitation.
• Have snacks available

Things to Consider During the Meeting

• See the link on cognitive communication strategies
• If possible, provide a simple summary ahead of time to the client of what to expect at the meeting
• Keep the meeting brief and focus on pertinent information only.
• Ask the client throughout the meeting if they understand and can repeat back the information to ensure they understand.
• Provide a written or recorded log of information for the client to take with them.
• Highlight keywords with a highlighter so that the client can understand the information given more clearly
• Try printing information on colored pastel paper
• Make font big and clear on documents
•  Ask if there is anyone else in their circle of care who should have this information.
• Assist in setting up a reminder/calendar prompt for the next scheduled meeting or court date.
• Assist in setting up a reminder/prompt of what is required before or at the next meeting
• Ask if they have access to an electronic method of storing information (google drive, email, etc.) and offer to help them upload this information onto their device.