How can you design virtual workspaces that are accessible for all users and stakeholders?

1 Understand your users and stakeholders

The first step to design accessible virtual workspaces is to understand who your users and stakeholders are, what their needs and goals are, and what challenges and barriers they face. You can use various methods to gather user feedback, such as surveys, interviews, focus groups, usability tests, and analytics. You can also use personas, scenarios, and user journeys to represent your users and stakeholders and their interactions with your virtual workspace.

2 Apply accessibility principles and standards

The second step to design accessible virtual workspaces is to apply the principles and standards of accessibility to your virtual workspace. Accessibility means that your virtual workspace is usable by everyone, regardless of their abilities, devices, or environments. You can use the Web Content Accessibility Guidelines (WCAG) as a reference for accessibility best practices, such as providing alternative text for images, captions for videos, keyboard navigation, color contrast, and clear labels. You can also use accessibility tools and checkers to evaluate and improve your virtual workspace.

3 Choose appropriate tools and platforms

The third step to design accessible virtual workspaces is to choose the tools and platforms that suit your users and stakeholders and your virtual workspace objectives. There are many tools and platforms available for creating and hosting virtual workspaces, such as Zoom, Google Workspace, Slack, Moodle, and WordPress. You should consider the features, functionalities, costs, and compatibility of these tools and platforms, as well as their accessibility and usability. You should also provide training and support for your users and stakeholders on how to use these tools and platforms effectively.

4 Design for flexibility and customization

The fourth step to design accessible virtual workspaces is to design for flexibility and customization. This means that your virtual workspace should allow your users and stakeholders to adjust and personalize their settings, preferences, and options according to their needs and preferences. For example, you can provide options for changing the font size, color scheme, layout, language, and notifications of your virtual workspace. You can also provide options for enabling or disabling certain features, such as audio, video, chat, and feedback.

5 Test and iterate your virtual workspace

The fifth step to design accessible virtual workspaces is to test and iterate your virtual workspace. This means that you should continuously evaluate and improve your virtual workspace based on user feedback, data, and observations. You should test your virtual workspace with a diverse and representative sample of your users and stakeholders, using different devices, browsers, and networks. You should also monitor and analyze the performance, usage, and satisfaction of your virtual workspace, and make changes accordingly.

6 Communicate and collaborate with your users and stakeholders

The sixth and final step to design accessible virtual workspaces is to communicate and collaborate with your users and stakeholders. This means that you should involve them in the design process, listen to their opinions and suggestions, and address their concerns and issues. You should also provide clear and consistent information and instructions on how to access and use your virtual workspace, and how to contact you for help and feedback. You should also create a sense of community and engagement among your users and stakeholders, and encourage them to share their experiences and learnings with your virtual workspace.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?