Author: April Ogden, Founder and CEO, It’s Your Outcome

The Checklist Every Manager Needs for Disability Inclusion

Creating an inclusive workplace for employees with disabilities is about more than policies and annual awareness campaigns—it’s something you do every day. From ensuring software updates don’t disrupt assistive technologies to making meetings accessible, inclusion is built through everyday actions.

This checklist offers practical, actionable steps that you can integrate into your daily routine to ensure your team operates smoothly and inclusively. These simple adjustments can make a huge impact on the way your team performs and collaborates. Ready to create an inclusive environment that empowers every employee? Let’s dive into the must-read checklist that managers will want to share.

Section 1: Technology and Accessibility Checks

1. Have there been any software updates, and how will they impact staff using assistive technologies?

Every time there’s a software update, check for compatibility with assistive technologies like screen readers, voice recognition software, or keyboard shortcuts. Even small updates can disrupt the tools your employees rely on, so it’s important to stay ahead of these changes.

2. Are all digital platforms accessible after updates or new launches?

Whether it’s a new communication tool or a routine platform update, always verify accessibility. Employees with disabilities might encounter unexpected barriers, so evaluate new tools or consult with staff who use assistive tech to ensure everything works smoothly.

3. Have I ensured that team documents are accessible to all employees?

On a daily basis, ensure that any documents shared across the team are formatted for accessibility. Use proper headings, alt text for images, and clear fonts so everyone can access important information, regardless of their needs.

Section 2: Inclusive Communication and Meetings

4. Have I followed up with team members before meetings to ensure accessibility?

Before scheduling meetings, check in with your team to see if anyone requires accommodations to participate fully. This could involve providing captions, making physical spaces accessible, or sharing materials in advance.

5. Am I using multiple communication methods (written, verbal, visual) to reach all team members?

Not all employees process information the same way. By using written, verbal, and visual formats, you ensure that everyone can engage, including those with disabilities. This should become a natural part of your daily communication.

6. Did I check the accessibility features of virtual meeting platforms?

Ensure virtual meetings are accessible by turning on features like live captions, screen reader compatibility, or adjustable font sizes. This allows all employees to engage fully, no matter the platform.

7. Have I sent post-meeting summaries in accessible formats?

After each meeting, follow up with summaries in accessible formats such as tagged PDFs or well-structured Word documents. This ensures that all employees, including those who use assistive technologies, can easily review key points.

Section 3: Daily Support for Team Members

8. Am I proactively checking in with employees to ensure accommodations are still effective?

Don’t wait for employees to come to you—make checking in a daily habit. Ask whether current accommodations are still working well or if adjustments are needed. This shows you’re committed to supporting their success.

9. Have I ensured flexible work arrangements are available for employees with disabilities?

Make it a daily practice to remind your team that flexible work options—such as remote work or flexible hours—are available. This provides essential support for employees who need flexibility due to their disability.

10. Am I reminding the team that our workplace is inclusive, and accommodations are always available?

Set the tone for inclusivity by consistently reminding employees that accommodations are not just allowed—they’re encouraged. Reiterate that your door is always open for discussions about how to make the workplace more accessible.

Section 4: Leadership and Team Management

11. Am I factoring in accessibility when planning team projects?

Before launching any new project, consider accessibility from the start. This ensures employees with disabilities are included from day one, preventing the need for last-minute accommodations that could disrupt the workflow.

12. Are all communication tools and platforms used by the team accessible?

Regularly audit your communication tools—whether it’s Slack, Teams, or email platforms—to ensure they remain accessible for all employees. Technology changes quickly, so it’s important to stay on top of accessibility features.

13. Do I advocate for accessibility in every leadership conversation?

Every meeting and planning session is an opportunity to advocate for disability inclusion. Make sure accessibility is part of every discussion about team projects, policies, or new tools to ensure inclusion is built into the fabric of your team.

14. Have I created an open, safe environment for employees to give feedback on inclusion?

Encourage feedback and make it clear that you’re committed to continuous improvement. Employees need to feel safe raising concerns or sharing ideas on how to make the workplace more inclusive.

Conclusion: Make Disability Inclusion a Daily Priority

Disability inclusion isn’t a one-off task—it’s part of how you manage your team every day. By following this checklist, you’ll ensure that accessibility and inclusion are naturally integrated into your daily operations. These day-to-day steps will help your team function more smoothly, increase productivity, and foster a stronger, more inclusive work culture.

The impact of making inclusion a daily habit will be felt across your entire team, benefiting all employees—not just those with disabilities. Keep this checklist on hand, and revisit it regularly to make sure you’re providing the best environment possible for every team member.

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