How to Make Onboarding Accessible for People with Disabilities

Besides teaching new employees the ropes, onboarding is also about setting the tone for inclusion and belonging.

An accessible onboarding process is more than a convenience for people with disabilities. necessity for success. As an employer, you must ensure this stage is challenge-free and welcoming for everyone.

Challenges for Employees with Disabilities

Despite constant actions toward workplace inclusivity, employees with differences still face significant challenges.

The Bureau of Labor Statistics revealed that in 2023, only 22.5% of people with disabilities were employed, compared to 65.8% for those without disabilities. This gap is primarily due to systemic barriers and a lack of accessibility in the workplace.

Physical Inaccessibility

Imagine starting a job but struggling to even get into the building.

For many employees with disabilities, this is a daily routine. Entryways without ramps, narrow doorways or inaccessible restrooms create immediate obstacles. At first sight, these minor things send an unintended but clear message: "You are not welcome here."

Communication Challenges

It is important to ensure that your onboarding materials and processes cater to different communication needs.

For someone who is hard of hearing, missing captions or interpreters for training videos can create significant barriers. Similarly, written materials that are not compatible with screen readers or lack alternative formats can frustrate people who want to learn but are unable to do so.

Insufficient Accommodations

If accommodations are not in place, the new hires can easily feel excluded and even incapable of performing their roles effectively.

Ensuring that the right tools and support are available upfront shows employees they’re respected and that the workplace is ready to include everyone.

Providing assistive tech or a quiet space for focus is a basic and not optional need.

Lack of Disability Awareness

Many people don’t mean to offend or exclude, yet the lack of disability awareness can make onboarding and further work awkward for everyone.

Basic training among employees can result in understanding and accepting new hires. That's why we should build a workspace where everyone knows how to support and understand their colleagues (with or without disabilities).

Digital Inaccessibility

Having supporting tech is only half the job. It should also work properly and be accessible to everyone.

Even though many companies use digital platforms for communication and work, these tools are often not properly optimized to accommodate people with disabilities.

Best Practices for Onboarding Employees Living with Disabilities

Here are 10+ trusted practices for creating a smoother onboarding process, especially when working with people with disabilities:

1. Provide Information about Transportation Options

Getting to work is often stressful and full of unexpected delays. People with disabilities face double challenges when traveling to work than your other employees.

Thus, consider proactively providing clear, detailed information about transportation options and accessible public transit routes with rideshare services. It would be best to have nearby parking facilities with wheelchair access and reserved parking spaces for employees with disabilities.

2. Describe the Work Location and Conditions

Share details about your office, key facilities, and essential conditions. Include information about desk setups, meeting spaces, and amenities like restrooms and kitchens.

Let people know if there are elevators, adjustable workstations, or quiet rooms. Transparency about the work location and its conditions helps employees prepare and have a positive attitude from day one.

3. Make Your Space Accessible

Have ramps, wide doorways, and restrooms accessible for various types of disabilities. It would be best to make your workspace friendly for individuals in wheelchairs and those with mobility or vision issues.

People spend most of their daytime at work. Making the space cozy with ergonomic chairs and proper lighting options will also be a gesture showing you value their presence and right to work.

4. Provide Information About the First Weeks

Share a clear schedule or overview of what employees expect during this period. People with disabilities may need extra time to adjust to the new place. That's why including information about training sessions, introductions to team members, and any planned activities will help them feel more confident and adapt quickly.

Also, let them know who to approach for help or accommodations. Providing this clarity reduces stress and gives new hires the confidence to transition smoothly.

5. Ensure Digital Accessibility

In a world where most work depends on technology, ensuring your tools, software, and website are accessible and easy to use is non-negotiable. Auditing your website for accessibility will ensure your online platforms meet the standards.

You may also want to:

● Make digital documents accessible

● Provide captions for videos

● Ensure screen reader compatibility

● Add alt text to visual content

● Gather feedback and improve the systems constantly

6. Train Managers and Employees

Provide disability support training covering topics such as disability etiquette and recognizing bias. Your managers and employees should be prepared and willing to work and support their colleagues with disabilities.

Foster a culture of understanding and respect with managers who know how to discuss workplace adjustments respectfully and confidentially.

7. Ensure Easy Ways to Request Accommodations

Speaking of workplace adjustments, requesting one should never feel like a burden. Create a simple process for employees to request the support they need.

Provide clear guidelines on submitting requests, whether through a dedicated HR platform, an accessible form or a direct line to a designated contact.

Communicate this process early in the onboarding journey, ensuring employees know it’s a standard part of your workplace culture.

The first days can be challenging for employees with disabilities, so you need to provide a welcoming environment that ensures they feel empowered and integrated into the team.

8. Provide Reasonable Accommodations

Think of assistive technologies, such as screen readers, specialized keyboards or software that supports their work.

Remember that accommodating tools aren't one-size-fits-all. Keep your dialogue open with the employees to understand their specific needs.

9. Show the Employee Around the Space

A personalized tour of the workplace can make a significant difference. Walk the employee through key areas, such as their workstation, meeting rooms, restrooms, break areas, and emergency exits.

If the employee uses mobility aids, ensure your routes are fully accessible.

10. Offer Support

Assign a mentor who can assist the new hires during their first days. This person should be well-prepared for the role, having received diversity and inclusion training.

Encourage the mentor to check on their mentee regularly, address any concerns, and help them settle into their new role comfortably.

11. Set Expectations Early

Communicate clearly about their job responsibilities and the result you expect from them. Provide detailed information about their role, team objectives, and how their contributions impact the organization.

Be open to questions and provide examples or resources to help clarify their duties. Use accessible formats like written summaries, visual aids or one-on-one discussions to ensure clarity.

12. Offer Multiple Ways of Communication

Provide options like emails, instant messaging, video calls with captions or face-to-face meetings. Encourage the team to be mindful of these options, promoting a culture where information is shared in various formats.

This flexibility not only supports employees with disabilities but also enhances overall team communication and collaboration.

Employees with disabilities wait for a structured plan, including accessibility support, mentorship, and clear communication channels for any concerns or questions.

13. Discuss the Needs and Preferences

Onboarding doesn't end after the first few days, so it's important to maintain a friendly and comfortable environment for your employees. Schedule follow-up meetings to revisit accommodations and discuss their initial experience.

Such conversations allow employees to share what's working and what may need additional attention.

14. Make Sure Employees Are Getting What They Need

Pay attention to how accessible your workplace remains as their responsibilities evolve. For example, ensure that captioning or interpreters are available if their role involves more meetings. By showing ongoing commitment to their success, you create an environment where employees feel empowered and supported.

15. Provide Feedback About Performance

Constructive feedback is crucial to growth, and it’s no different for employees with disabilities. Be clear, specific, and inclusive when delivering feedback. Focus on their contributions and achievements while identifying areas for improvement.