Insights
all insightsReturning to Office: Accessibility Considerations for Deaf and Hard-of-Hearing Employees
The onset of 2020 brought forward the worldwide outbreak of coronavirus and consequently a new age of professional practices and accessibility considerations. While safety and productivity continue to be the primary focuses for small and large businesses nationwide, today, office homecomings are spreading like wildfires.
“According to a new survey by Resume Builder, 9 in 10 companies will have returned to office by 2025. The survey results are based on data from 764 companies that transitioned to a fully remote work model during the pandemic. Resume Builder found that 64% of companies say that they have already mandated RTO and those who haven’t plan on increasing required days in-office by next year,” says PropertyCasualty360. In other words, returning to office, whether full-time or in hybrid structures, is under high consideration by companies nationwide. While motivations for returning to office display great opportunity for company morale boosting and collaboration, it cannot come without the necessary accessibility considerations that may have otherwise been alleviated by work from home mandates.
According to Forbes, “once seen as the future of work, completely flexible policies exist within only 25% of companies, down from 31% in Q1 2023. Companies aren’t just suggesting office time — they’re mandating it. The average days required in office have crept up to 2.78 days weekly, marking a steady increase over six months.” The growing trend of returning to office has been predicted and confirmed. Is your company prepared with accessibility accommodations for your Deaf and hard-of-hearing employees as they return to office? The following considerations, resources, and services have been specially curated for your organization to foster an inclusive and accessible return to office.
Communication Accessibility in the Office
Providing Qualified Interpreters and Captioning Services
The Office of Accessibility Employment clarifies reasonable accommodation requirements under the Americans with Disabilities Act as follows, “a reasonable accommodation is a modification or adjustment to a job, the work environment, or the way things are usually done during the hiring process. These modifications enable an individual with a disability to have an equal opportunity not only to get a job but successfully perform their job tasks to the same extent as people without disabilities. The ADA requires reasonable accommodations as they relate to three aspects of employment: 1) ensuring equal opportunity in the application process; 2) enabling a qualified individual with a disability to perform the essential functions of a job; and 3) making it possible for an employee with a disability to enjoy equal benefits and privileges of employment.” In other words, communications in the office including meetings, impromptu announcements, staff events, etc. must be made accessible for Deaf and hard-of-hearing employees to have equal privileges and necessary information.
This is possible through the use of qualified ASL interpreters and CART captioning services. ASL interpreters translate spoken English into American Sign Language and provide voicing for American Sign Language users. These services are especially useful for one-on-one conversations, project meetings, or large staff meetings including Deaf employees.
Another communication access service available is CART captioning. CART is the transcription of spoken English into written English for reading in real time via web browser or overlayed onto public screens. Differing from auto-captions, CART captioning involves a real, qualified writer tuning in to ensure top-quality and accuracy of transcription of what is being communicated. CART captioning is a great access solution for Deaf and hard-of-hearing employees for communications in settings like corporate seminars, conferences, or lectures. These services also include complimentary transcriptions for captioned content for each request, so the information is easy to look back on.
These services only provide accessibility if they are executed with intention and planning. Here are a few questions to consider when planning for accommodations services in your office:
- Who are we using as a communication access provider? Does this provider offer ASL interpreting and CART captioning?
- Who is responsible for requesting accommodations services from your provider?
- How will Deaf and hard-of-hearing employees let you know when services are needed?
- What procedure will your staff follow to ensure services are provided when needed?
If communication access services are new for your office, check out our free-to-download Request Procedure written specifically to be included in your SOPs. These services are the bread and butter of DSU, so if you have any questions, don’t hesitate to reach out to our team.
Office Enhancements
It’s important to take into consideration practicalities of accessibility within your office space. Below are a few simple considerations and potential enhancement options when planning for your Deaf and hard-of-hearing employees.
- Is your conference space equipped with an adequate audio system?
- Enhancement: Hearing loops or FM systems installation allows for increased volume when necessary and can also aid the use of other communications access systems like CART, as it allows for a direct input into the audio source for presentations.
- Are company communications systems equipped for video conferencing?
- Enhancement: Work with your phone provider to ensure your system is compatible with Video Relay Services and captioning.
- Are spoken messages also relayed in a text-based format such as email or chat?
- Enhancement: Encourage the use of text-based communication (email, chat platforms) for everyday workplace interactions.
- Is the office visually accessible?
- Enhancement: Sign language communications are only successful with clear, well-lit line of sight. Review the lighting in your office with this in mind to update to brighter systems where necessary.
- Enhancement: Review the layout of your conference room with access in mind. Rearrange your layout for easy seating that can see both the screen and an interpreter when needed with light visibility in mind.
- Enhancement: Close spaces such as cubicles can easily lead to missed information because sight is limited. Mirrors are a simple accessible addition to any space that allows indviduals to see staff coming and going. This enhances the ability to capture attention visually, especially when something can’t be heard but can be seen.
Hybrid Meetings and Remote Collaboration
Making Virtual Meetings Accessible
In hybrid work environments, it is essential that all video conferencing platforms offer reliable captioning to ensure accessibility for Deaf and hard-of-hearing employees. Captioning provides real-time access to spoken content, allowing employees to fully engage in discussions without barriers. Companies should prioritize platforms that offer high-quality captions and ensure that these features are enabled by default whenever possible. While many platforms offer automated captioning, these have tested inconsisten with message integrity. Be sure to review your captioning solutions for ADA compliance when choosing your access services.
Beyond captioning, meeting hosts should take proactive steps to make virtual meetings inclusive. This includes turning on captions, incorporating ASL interpreters when needed, and following best practices such as speaking clearly and minimizing background noise. Additionally, providing transcripts for recorded meetings allows Deaf and hard-of-hearing employees to review key information at their convenience, ensuring they don’t miss important details and can participate equally in workplace communication.
Emergency Preparedness and Workplace Safety
Ensuring Deaf and Hard-of-Hearing Employees Are Included in Safety Plans
Ensuring emergency preparedness for Deaf and hard-of-hearing employees requires a multi-layered approach to communication accessibility. One critical step is implementing visual and vibrating alarm systems for fire drills and emergency notifications. Traditional auditory alarms are ineffective for those who cannot hear them, making it essential to integrate flashing lights, vibrating alert devices, and other visual cues into workplace safety systems. These tools ensure that all employees, regardless of hearing ability, receive timely warnings in the event of an emergency.
Beyond alarm systems, staff must be properly trained in accessible emergency communication protocols. Employers should educate all employees, particularly safety personnel, on best practices for communicating with Deaf colleagues during drills and real emergencies. This includes using clear visual cues, written instructions, and designated emergency contacts who can assist with relaying information effectively. Consistent training helps create a workplace culture where accessibility is embedded into every aspect of emergency response planning.
Additionally, providing Deaf employees with clear, accessible instructions for emergency exits and shelter locations is essential. While live interpreters may not always be available during an emergency, post-production ASL interpreting can be used for pre-recorded emergency training videos, safety briefings, and digital materials. These resources ensure that Deaf employees have access to the same critical information as their hearing counterparts before an emergency occurs. By integrating both real-time and post-production accessibility solutions, businesses can create a safer and more inclusive workplace for all.
Creating a Deaf-Friendly Workplace Culture
Encouraging Disability Awareness and Inclusion Training
Fostering an inclusive environment is not only about providing a space for adequate productivity but also creating a landscape of value and belonging. Providing Deaf culture training for your hearing team members equips them to connect and communicate with their peers and address the unfamiliarity in their communication differences. Learning basic ASL greetings and phrases for in office use promotes value and inclusion between employees. One example of this training is our Deaf Culture Training Solutions. This interactive, digital training is available to complete as a group or as individuals. Covering basic ASL, Deaf history, and basics of Deaf culture, this training offers in-depth insight to encourage team connection and understanding.
Allowing Employee Input in Accessibility Planning
Including Deaf and hard-of-hearing employees in accessibility planning is essential for creating an inclusive workplace that truly meets their needs. Employers should actively seek input from these employees when developing policies, implementing new technology, or updating communication strategies. By involving them in discussions and decision-making processes, organizations can gain valuable insights into the challenges they face and the solutions that would best support them. Regular feedback sessions, accessibility audits, and open forums allow employees to voice concerns and suggest improvements, ensuring that accessibility measures are practical and effective. When employees feel heard and included, it fosters a more collaborative and equitable work environment where accessibility is not just a compliance requirement but a shared commitment to inclusivity.
These accessibility resources will equip you to posture your organization’s return to office movement as gain rather than loss. These intentional and inclusive efforts promote cultural buy in of your return to office by displaying true equality and value for all employees alike while recognizing differences they find in the office versus at home.
This equitable environment fosters not only employee presence, but participation. These proactive steps are the result of intentional planning and reflect the true underlying organizational values. The return to office movement offers a unique opportunity for companies to display whether their accessibility is born out of proactive inclusion or reactive compliance. How will your organization approach this movement?
For more resources on accessibility and inclusion, visit www.deafservicesunlimited.com!
Sources:
https://www.dol.gov/agencies/odep/program-areas/employers/accommodations