Jul 20, 2025
Author: Ron Daniel
Checklist for Accessible Employee Communication
Learn how to enhance workplace communication by prioritizing accessibility, ensuring everyone can participate and thrive.
Let me tell you about a conversation I had with a colleague last week. We were brainstorming ways to improve how our teams communicate, and she said, “You know, it’s not just about sending a message - it’s about making sure everyone gets it.” That stuck with me. Because here’s the thing: communication isn’t one-size-fits-all. And when it comes to workplaces, making communication accessible isn’t just a nice-to-have - it’s a must.
Did you know that 12% of the U.S. population identifies as having a disability? That’s one in eight people. Now think about your team. Odds are, someone you work with depends on accessible communication tools to do their best work. But this isn’t just about ticking a compliance box. Companies that prioritize accessibility see real results - like 30% higher employee engagement and 28% higher revenue. The numbers don’t lie: accessibility drives better outcomes for everyone.
In this article, I’m breaking down what I’ve learned at Pebb about creating accessible communication. From simplifying language to using tools that work with assistive technologies, I’ll share actionable steps you can take to make your workplace communication more effective for everyone. Ready? Let’s dive in.
Core Principles of Accessible Communication
At Pebb, we believe accessible communication can transform workplace interactions. These guiding principles shape how we approach inclusivity in every aspect of our communication strategy.
Use Clear and Simple Language
Here’s the truth: plain language makes a world of difference. When information is straightforward, everyone has a better shot at understanding it - whether it’s safety protocols, job instructions, or company policies. This isn’t just about supporting employees with cognitive or intellectual disabilities; it helps everyone work smarter and faster.
Think about it: would you rather read, “One must endeavor to ensure that simplicity is stringently upheld in order to facilitate comprehension,” or just, “Keep it simple”? It’s a no-brainer. Replace complex phrases like “in order to come into possession of” with “to get,” and stick with active voice and short paragraphs. Sprinkle in transition words to keep your ideas flowing smoothly. It’s all about making communication feel effortless.
Offer Multiple Communication Formats
Not everyone processes information the same way - and that’s okay. Some people learn best by reading, others by listening, and some through visuals. That’s why offering content in multiple formats is so powerful. Research even shows that inclusive communication practices can boost employee engagement by 39% and collaboration by 29%. Plus, organizations prioritizing accessibility are 2.5 times more likely to outperform their competitors.
At Pebb, we’ve seen the impact firsthand. Whether it’s charts, infographics, video summaries, or audio versions of key updates, providing options ensures everyone gets the message in a way that works for them. And don’t forget about language! Offering content in multiple languages ensures non-native speakers feel included and can fully participate in discussions and decisions.
Ensure Assistive Technology Compatibility
Digital accessibility isn’t optional - it’s essential. Your communication tools need to play nice with assistive technologies like screen readers and voice recognition software. That means paying attention to details like proper heading structures, alt text for images, keyboard navigation, and captions for videos.
At Pebb, we’ve designed our platform with these needs in mind from the start. Features like real-time transcription, screen reader support, and voice navigation aren’t just nice-to-haves; they’re must-haves for breaking down barriers. When technology works seamlessly, employees can focus on their work instead of wrestling with tools that don’t meet their needs.
Up next, we’ll dive into actionable ways to bring these principles to life in your day-to-day operations. Stay tuned!
Accessible Communication Checklist
This checklist focuses on three essential steps to create more inclusive workplace interactions. Let me walk you through it.
Review Current Communication Channels
Start by taking a close look at your communication channels. Ask yourself: What’s the purpose of each channel? For instance, is it meant to boost teamwork within your company or connect with customers? Also, identify who’s using these channels - employees, management, external partners, or customers.
Next, evaluate the tools you’re using - email, instant messaging, intranet portals, social media, or even in-person meetings. Make sure your tech setup can handle these tools effectively. This means having enough bandwidth, solid security measures, and ensuring they work seamlessly across different devices.
But don’t stop there. Go straight to the source - your stakeholders. Use surveys, focus groups, or one-on-one interviews to understand their experience with these tools. As Susan Mango, a leader in customer-centric business strategies, wisely points out:
"One thing I've found helpful is meeting people where they are. So this means considering accessibility beyond devices, and considering the abilities of your audience."
Dive into metrics like email open rates, response times, and social media activity to see how well your channels are performing. Compare your results with industry benchmarks to pinpoint areas for improvement. With this data in hand, you’ll be ready to establish clear and accessible communication guidelines.
Create Clear Communication Guidelines
Once you’ve reviewed your channels, the next step is setting up guidelines that everyone can follow. These should focus on accessibility and clarity. For example:
Use plain language that’s easy to understand.
Choose accessible fonts, colors, and layouts for written materials.
Include transcripts, captions, and audio descriptions in multimedia content.
It’s not just about writing the rules - it’s about making sure your team knows how to apply them. Offer training and support so your employees feel confident in creating accessible content. This creates a culture where accessibility isn’t an afterthought but a shared responsibility.
Deliver Accessibility Training
Here’s where the magic happens - training. Accessibility training isn’t just a box to check; it’s an opportunity to make a real difference. These programs should cover both legal requirements and practical ways to meet the needs of people with disabilities.
Tailor training to specific roles. For instance:
Designers can learn about universal design principles, color contrast, and structuring content for screen readers.
Developers might focus on WCAG 2.1 guidelines, semantic HTML, ARIA attributes, and creating accessible audio or video content.
The importance of this can’t be overstated. In Massachusetts alone, 26% of adults have some type of disability. That’s a significant portion of both your workforce and customer base. Accessible communication isn’t just inclusive - it’s essential.
Leadership support is key here. When executives champion accessibility, it sends a clear message: this is a business priority, not just a compliance task. Equip leaders with practical tools, like how to make accommodations and communicate effectively.
Make training an ongoing effort. Regular updates, refresher courses, and interactive exercises keep accessibility top of mind. Collect feedback after each session and measure how it’s impacting workplace inclusion. Partnering with advocacy groups and experienced trainers can help you keep your program relevant and impactful.
Gary Moss, Director of Internal Communication at Gallagher, sums it up perfectly:
"Years of conducting audits have shown us how invaluable they can be - one client even described their audit as 'gold dust' in resetting their internal comms approach. It allowed them to have a completely different conversation with leadership - one that furthered their internal comms transformation strategy."
How Pebb Supports Accessible Employee Communication
At Pebb, we’ve made accessibility a cornerstone of everything we do. Our mission is simple: to provide a communication platform that’s not only effective but also inclusive for all employees. Here’s how we’re making that happen.
Bringing Accessibility to Every Feature
Imagine having all the tools you need for communication in one accessible platform. That’s what Pebb offers. From group chats and news feeds to voice and video calls and employee directories, we’ve designed every feature to work together seamlessly while meeting accessibility standards. No need to juggle Slack, Teams, or other tools - Pebb keeps it all in one place, making it easier for everyone, including employees with disabilities, to connect and collaborate.
One feature we’re particularly proud of is our knowledge library. It’s a centralized hub where teams can store communication guidelines, accessibility resources, and training materials, all easily searchable. On top of that, our tasks and calendar features help keep accessibility efforts organized, while private clubs give employee resource groups a space to share experiences and support one another.
We don’t stop at designing accessible features - we test them rigorously. Our team regularly evaluates the platform using assistive technologies like screen readers and magnifiers. What’s more, we bring in users with disabilities to ensure we’re addressing real-world needs. The result? A platform that simplifies communication and makes it more inclusive for everyone.
Accessibility That Doesn’t Break the Bank
Here’s the thing: accessibility shouldn’t come with a hefty price tag. That’s why we’ve made Pebb both powerful and affordable. While competitors like Slack, Teams, and Staffbase charge $15–25 per user per month, Pebb offers a free plan for up to 1,000 employees and a Premium plan at just $4 per user per month.
This approach stems from our belief that inclusivity should be within reach for every organization. As one Gartner Peer Insights user put it:
"It combines everything - chat, tasks, news feed, knowledge, library - into one place and it's affordable".
Our free Standard plan covers all the essentials: unlimited chat history, a news feed, a knowledge library, tasks, a calendar, and unlimited clubs. For larger teams, the Premium plan adds advanced features like analytics, voice and video calls, enterprise SSO, and more - all for just $4 per user monthly.
We’re proud to have earned a 5/5 rating on Gartner Peer Insights, with 100% of users recommending us. One user shared:
"I found it to be the perfect communication platform for remote teams. Pebb helped us unify communication in one place without the cost or complexity of bigger tools".
Designed for Assistive Technology
Accessibility isn’t just a feature - it’s a responsibility. That’s why Pebb is built to work seamlessly with assistive technologies like screen readers, magnifiers, and voice recognition software. We follow UI and WCAG (Web Content Accessibility Guidelines) standards, ensuring that employees using these tools can navigate and use Pebb effectively.
Our parent company, Embright, collaborates with accessibility consultants to make sure we’re meeting these standards head-on. Assistive technologies enhance communication, mobility, hearing, and vision, and we’ve designed Pebb to support them from day one.
If you ever run into accessibility challenges while using Pebb, we want to hear about it. Your feedback is invaluable, and we’re committed to making continuous improvements so that everyone on your team can have a smooth, inclusive experience. Let us know how we can help - because accessibility isn’t just a goal; it’s a promise.
Maintaining and Improving Accessibility Over Time
Creating accessible communication isn’t a one-and-done task - it’s a continuous process. As your organization grows, technology advances, and employee needs shift, keeping accessibility front and center requires ongoing attention. Let me walk you through some practical steps that can help you stay on track.
Track Accessibility Metrics
Here’s the deal: you can’t improve what you don’t measure. Tracking accessibility metrics allows you to see what’s working, where gaps exist, and how you can adapt. Without this data, you’re essentially flying blind.
The Gallagher State of the Sector 2024 report shows that internal communicators are making strides in measuring their impact. For instance, reach measurement has jumped over 14%, hitting 77%, while understanding metrics have climbed more than 6% to 69%. This same diligence can be applied to accessibility. Start by including disability-related questions in engagement surveys, tracking how many employees self-identify as having a disability, and monitoring the speed and effectiveness of accommodation requests. Combine this with qualitative insights - think focus groups and one-on-one chats - to uncover the stories behind the numbers.
Grace Murray Hopper, a pioneer in computing, said it best:
"One accurate measurement is worth a thousand expert opinions".
Set clear goals around disability inclusion, and use these metrics to chart your progress. It’s not just about collecting data - it’s about using it to drive meaningful change.
Update Tools and Practices Regularly
Technology doesn’t stand still, and neither should your accessibility efforts. What worked last year might already be outdated today. Regular audits of your communication tools - both physical and digital - are essential to ensure you’re keeping up with the latest standards. For example, follow the Web Content Accessibility Guidelines (WCAG) and stay updated on new assistive technologies during quarterly reviews.
Feedback from employees is another goldmine for improvement. Gary Moss, Director of Internal Communication at Gallagher, shared a story that stuck with me:
"Years of conducting audits have shown us how invaluable they can be - one client even described their audit as 'gold dust' in resetting their internal comms approach. It allowed them to have a completely different conversation with leadership - one that furthered their internal comms transformation strategy".
Make it a habit to test your content regularly using both automated tools and human evaluations. And don’t forget training - your team needs to stay sharp on accessibility best practices. Whether it’s updating policies or tweaking procedures, keep everything aligned with the latest insights and regulations. Even federal agencies are advised to periodically review their guidelines, so why shouldn’t we?
Work with Employees
Here’s something I’ve learned firsthand: the people who experience accessibility challenges often know best how to solve them. Engaging employees - especially those with disabilities - brings invaluable perspectives to the table. They can highlight barriers that no tool or audit could ever catch.
One approach we’ve found effective at Pebb is building an employee champion network. This group includes individuals with diverse communication needs who can test communications for accessibility before they’re rolled out. Think of them as your quality assurance team. And when it comes to crafting policies, involve these employees directly. Policies created with people are always better than policies made about people.
The team at Mitratech put it perfectly:
"Leveraging employee feedback for accessibility is a strategic approach that enhances the usability of digital content and fosters a culture of inclusivity within an organization".
Gather feedback through surveys, user tests, and open communication channels. But don’t stop there - act on what you hear. Be transparent about the steps you’re taking, including timelines and specific actions. And most importantly, involve employees in the process so they feel empowered and see their input leading to real change.
Prakash Dogra, a strategist I admire, summed it up like this:
"The key is considering accessibility from the start, getting user feedback often, and giving your team the guidelines and tools to sustain access for all. Reviewing periodically also keeps systems optimized".
At Pebb, we’ve made this philosophy part of our DNA. Engaging with users to understand their accessibility needs isn’t just a box we check - it’s how we ensure our platform works for everyone. It’s not about meeting minimum standards; it’s about creating solutions that genuinely make a difference.
Conclusion: Building a Culture of Accessibility
At Pebb, we’ve always believed that accessibility isn’t just a box to check - it’s a mindset that shapes how we connect, communicate, and collaborate. From the very beginning, we made sure accessibility was baked into our platform, not tacked on as an afterthought.
Here’s the thing: a checklist is a great starting point, but the real magic happens when accessible communication becomes second nature. It’s about creating an environment where every employee feels seen and heard, no matter their needs. That’s the standard we hold ourselves to every single day.
Our platform reflects this commitment. Designed with accessibility and affordability in mind, Pebb integrates assistive technologies and supports multiple formats, earning a glowing 5.0/5 rating on Gartner Peer Insights. One user summed it up perfectly:
"Pebb is by far the best all-in-one communication platform that works out of the box on web and mobile, we moved our team in one day..."
But here’s what’s even more exciting: accessible communication doesn’t just help those with specific needs - it benefits everyone. Using clear language, offering multiple formats, and ensuring easy navigation makes communication smoother and more effective for the entire team. When you prioritize accessibility, you’re actually prioritizing better communication for all.
Of course, this isn’t a one-and-done effort. Building a culture of accessibility means staying committed - tracking progress, refining practices, and, most importantly, listening to your people. And you don’t have to do it alone. Whether you’re using Pebb’s platform or another tool, the key is to take that first step. Start small, build momentum, and watch the impact grow.
Empowering every team member through accessible communication doesn’t just strengthen inclusion - it drives better performance across the board. So why wait? Pick one item from the checklist, put it into action this week, and see for yourself how inclusive communication can transform your workplace.
FAQs
Why is using clear and simple language important for workplace communication, even for employees without disabilities?
Using straightforward and easy-to-understand language at work makes life simpler for everyone. When information is clear, it’s easier to digest, leading to less confusion and a noticeable boost in productivity. It means that no matter someone’s role or background, they can quickly pick up on the key points and stay on track with the company’s goals.
What’s more, clear communication creates a workplace where everyone feels comfortable jumping in. It encourages collaboration and gives employees the confidence to engage with what’s being shared and contribute meaningfully. Plus, it helps teams avoid those frustrating (and often costly) misunderstandings that can throw projects off course.
How can we make sure digital communication tools work well with assistive technologies?
Making sure our digital communication tools are accessible is more than just ticking a box; it’s about creating an environment where everyone can participate fully. That’s why we stick to WCAG guidelines to keep things inclusive. Here’s what we focus on:
Alt text for images: This ensures screen readers can describe visuals to users who can’t see them.
Readable color contrast: We choose color combinations that are easy on the eyes and meet contrast standards.
Clear headings and links: Headings are structured logically, and links are descriptive enough to make sense on their own.
Video captions and transcripts: Every video we share includes captions or a transcript for accessibility.
On top of that, we regularly test our tools with assistive technologies like screen readers and magnification software. We also check compatibility across various devices and browsers to make sure nothing gets overlooked. Accessibility isn’t just about compliance - it’s about building a workplace where everyone feels included and empowered.
Why is it important to offer multiple ways for employees to communicate and collaborate?
Providing a variety of ways to communicate is a game-changer, especially when you're working with a diverse team. Everyone has their own preferences, needs, and even comfort levels when it comes to staying connected. Some folks thrive in group chats, others shine in video calls, and then there are those who prefer scrolling through a news feed to stay in the loop. By offering these options, you're not just making communication easier - you’re making sure everyone feels included and heard.
But that’s not all. Having multiple channels boosts collaboration too. It allows teams to share ideas, troubleshoot issues, and keep everyone on the same page without skipping a beat. Take Pebb, for example - it’s a free, all-in-one tool that makes this whole process streamlined and budget-friendly. Whether you’re managing a frontline team or office staff, tools like this ensure communication flows smoothly without adding extra stress.
