Jun 28, 2025
Author: Ron Daniel
How To Make Internal Communication Accessible
Enhance internal communication by prioritizing accessibility and inclusivity, ensuring all employees receive vital information effectively.
Here’s a story for you. A few months ago, I was chatting with a colleague who said, “I missed that update about the new safety protocols. I didn’t even know it was sent out!” It wasn’t the first time I’d heard something like this, and honestly, it got me thinking. How often do we assume that just because we’ve sent a message, everyone’s received it, understood it, and acted on it? Turns out, that’s not always the case - especially when communication isn’t designed to reach everyone.
Here’s the deal: internal communication is more than just sending emails or posting updates on a platform. It’s about ensuring every single team member, whether they’re in the office, on the front lines, or working remotely, has equal access to critical information. And let me tell you, when communication falls short, the ripple effects are real - missed deadlines, safety risks, and frustrated employees who feel left out. That’s why, at Pebb, we’ve made it our mission to prioritize communication that works for everyone.
In this article, I’m sharing exactly how we’ve tackled this challenge at Pebb. From practical tips like using clear language and structuring content for easy reading, to leveraging tools that support assistive technologies, I’ll walk you through what’s worked for us - and what hasn’t. Let’s dive in and explore how we can make internal communication something that truly connects everyone on your team.
Review your internal communication (step by step)
Basic Principles of Accessible Communication
When it comes to making communication accessible, it boils down to a few key principles. These guideposts ensure that everyone on your team can stay informed and engaged, no matter their background or abilities.
Use Clear, Simple Language
Here’s the thing: communication works best when it’s easy to understand. That means ditching the jargon and corporate buzzwords. Too often, important updates get lost in a sea of overly complicated phrasing, leaving people scratching their heads.
Instead, aim for plain, straightforward language that connects with everyone - whether English is their first language or not. For instance, instead of saying, "We are initiating a comprehensive optimization initiative to improve operational efficiency", go with something like, "We’re making changes to help our team work better and faster." Simple, right? And when instructions are clear, people are much more likely to follow them correctly.
Structure Content for Easy Reading
The way you organize your content is just as important as the words themselves. Think about it: no one wants to wade through a giant block of text, especially if they’re skimming on their phone or relying on assistive tools.
Start by using descriptive headings that tell readers exactly what’s coming. Instead of a vague title like "The Road Ahead", try something more specific, like "New Safety Procedures Starting January 15th." It’s like giving your readers a map to navigate the information.
Break things down into smaller sections with bullet points or short paragraphs. This makes the content less overwhelming and easier to process. Plus, it’s a big help for people using screen readers, as it creates natural stopping points.
And don’t forget to use visual cues like bold text for emphasis and consistent formatting throughout. Just avoid relying only on color to highlight key points, since not everyone perceives color the same way. These small adjustments make a huge difference in how accessible your content feels.
Make Content Work with Assistive Technologies
Assistive technologies - like screen readers, voice commands, and live captions - are game-changers for employees with disabilities. But here’s the catch: they only work if your content is formatted correctly.
For example, if you’re using images, always include alternative text that describes what’s in the picture. Instead of a generic filename like "image1.jpg", go for something like "Team photo from the quarterly meeting showing 15 employees in the conference room." It’s a small step that ensures everyone gets the context.
Use proper heading tags, too. Stick to H1 for main titles, H2 for sections, and H3 for subsections. Screen readers rely on these tags to navigate content, so don’t just bold or enlarge text to make it look like a heading - use the actual heading elements.
When adding links, be descriptive. Forget "click here" or "read more." Instead, use phrases like "download the new employee handbook" or "view the updated vacation policy." This way, readers know exactly what they’re clicking on.
And don’t overlook keyboard navigation. Some users rely entirely on their keyboard to interact with content, so make sure buttons, links, and forms are all accessible via the Tab key and Enter.
The good news? Platforms like Pebb make all of this easier. They come with built-in accessibility features like support for screen readers, customizable font sizes, and proper heading structures. You don’t need to be a tech wizard to create content that works for everyone.
Tools and Features for Language Inclusivity
Let me tell you, finding the right communication platform is like finding the perfect pair of shoes - it has to fit just right. When it comes to accessibility and inclusivity, even the best intentions can fall flat without the right tools to back them up. That’s why having a platform that supports these efforts isn’t just nice to have - it’s essential.
Why Pebb Is a Game-Changer for Accessibility
At Pebb, we’ve built our platform with accessibility and language inclusivity baked into its DNA. Here’s the reality: today’s workplaces are more diverse than ever. Teams are made up of people speaking different languages, using assistive technologies, and preferring various ways to communicate. We knew we had to create something that worked for everyone.
With Pebb’s built-in translation tools, language barriers become a thing of the past. Messages and documents are instantly converted into multiple languages, so no one is left guessing or missing out on critical information. Forget the hassle of external translation services - everything happens right within the platform.
But we didn’t stop there. Our group chat is designed with inclusivity in mind. Think customizable font sizes, high-contrast color options, and seamless compatibility with screen readers. Whether you’re on a desktop or mobile device, the experience adapts to meet your needs.
Need quick access to important documents? Our centralized knowledge library has you covered. It’s not just organized - it’s accessible. Every document is available in formats that work for everyone, making it easy to find and use what you need without barriers.
And here’s the best part: Pebb delivers all this without breaking the bank. We offer a free tier for teams of up to 1,000 employees, which includes work chat, news feeds, a knowledge library, tasks, a calendar, and even unlimited clubs. If you need more, our premium plan is just $4 per user per month. It’s an affordable, all-in-one solution that doesn’t compromise on accessibility.
Having everything on one platform also eliminates the chaos of juggling multiple tools. From voice and video calls with live captions to user-friendly employee directories, we’ve made sure accessibility is front and center - not an afterthought.
Boosting Accessibility with Automation Tools
Even with a solid platform like Pebb, human error can still sneak in and create obstacles. That’s where automation tools come to the rescue, acting like a safety net for your accessibility standards.
Take the Microsoft Accessibility Checker, for instance. It scans documents and presentations for issues like missing alt text, poor color contrast, or confusing headings before they ever reach your team. It’s like having a second pair of eyes to catch those little details that make a big difference.
And then there’s Grammarly. While it’s known for catching typos, it also flags overly complex language and suggests simpler alternatives. This ensures that your messages are clear and easy for everyone to understand.
The trick here is to make these tools part of your daily routine. By running important communications through accessibility checkers before hitting send, you can catch potential issues in seconds. It’s a small step that ensures every team member has equal access to information.
Some companies even take it a step further by setting up automated reminders within their platforms. These prompts encourage users to double-check accessibility before sending out company-wide updates or policy changes. It’s a simple habit that builds consistency and keeps inclusivity at the forefront of every message.
Step-by-Step Guide to Creating Accessible Internal Communications
Making internal communications accessible isn’t just a checkbox exercise - it’s a thoughtful process that builds on itself. Let me walk you through how we’ve approached this at Pebb.io, step by step.
Conduct an Accessibility Audit
Before you can fix communication gaps, you’ve got to find them. That’s where an accessibility audit comes in. Think of it as shining a flashlight into every corner of your communication strategy.
The first question to tackle is whether to refine what you already have or start fresh. If you’re working with existing systems, pinpoint the gaps and barriers. Starting from scratch? Lucky you - you can bake accessibility into the process from day one.
When we did this at Pebb.io, we made sure to include voices from across the company - different teams, seniority levels, locations, and especially employees who rely on assistive tech. We combined interviews and focus groups with hard data from surveys and analytics. It gave us a clear picture of where we stood.
Leadership buy-in was non-negotiable. We laid out why the audit mattered, how it would work, and how poor communication impacts productivity. Once leadership saw the connection to business outcomes, they were on board.
We reviewed everything: platforms, document formats, video content, and even meeting structures. For example, during a major system rollout, one healthcare company created a “Transition Hub” on their intranet. It centralized updates, FAQs, and guides in one accessible spot. That inspired us to rethink how we share resources during big changes.
The audit wrapped up with a detailed action plan. We identified quick fixes, set measurable goals, and tied our findings to business priorities. From there, we built an accessibility checklist to keep us on track.
Create and Share an Accessibility Checklist
Once you know the problem areas, the next step is creating a checklist that everyone can use - a practical tool that turns insights into action.
Our checklist focused on five areas:
Content and structure: Clear headings, plain language, and alt text for images.
Design and visuals: High-contrast colors, readable fonts, and mobile-friendly layouts.
Links and navigation: Logical link placement and easy-to-use menus.
Testing and tools: Accessibility checkers and real-world usability tests.
Language and inclusion: Avoiding jargon and using inclusive phrasing.
Here’s the thing: the checklist wasn’t just a list of “nice-to-haves.” It was specific. Instead of saying “use clear language,” we wrote, “keep sentences under 20 words and avoid industry jargon.” Instead of “check accessibility,” we included steps like “run content through an accessibility checker before publishing.”
We also tailored it to our needs. For example, if your team works in tech, you might add guidelines for coding documentation. In healthcare? Include tips for simplifying medical terminology.
To make it stick, we asked teams to use the checklist for every newsletter or update. We even automated reminders in our communication tools to make accessibility as routine as spell-checking.
Train and Support Staff
A checklist is great, but it’s useless if people don’t know how to apply it. That’s why training is key. We started at the top, inspired by companies like American Express, which rolled out mandatory inclusion training for senior leaders.
Our training covered everything from visual and hearing accessibility to cognitive and mobile considerations. But we didn’t just talk about these concepts - we made it hands-on. For example, we had teams practice writing alt text and even try using screen readers themselves.
Instead of creating standalone sessions, we wove accessibility into existing programs. New hires got a crash course during orientation, and ongoing training included regular refreshers as standards evolved.
We also set up a central hub where employees could find resources, ask questions, and get help. It became a go-to spot for accessibility tips and updates. Practical skills like formatting accessible documents and using platform features made the training immediately useful.
"The sooner you begin educating your team about cultural nuances and raising multicultural awareness in the workplace, the cleaner your internal communications will be from stereotypical judgments and remarks." - Lifei Chen, Founder, buysmart.ai
Collect and Act on Employee Feedback
Here’s where the loop closes: feedback. We regularly collected input through surveys, focus groups, and one-on-one check-ins. The questions were specific - what’s working, what’s not, and where are the barriers?
We made sure employees with disabilities felt comfortable sharing their thoughts. Their insights were crucial, and we emphasized that their feedback would lead to real changes.
And we followed through. When someone pointed out that certain videos needed captions or a document was hard to navigate, we fixed it - and let the team know their input made a difference. This feedback loop built trust and encouraged more participation.
We also tracked metrics like platform usage, engagement with accessible content, and the reduction in support requests. These numbers gave us a clear picture of how far we’d come - and where we still needed to improve.
Building Accessibility into Company Culture
Here’s the thing: accessibility isn’t just a checklist item or a one-off training - it’s a mindset. At Pebb, we’ve learned that real, lasting change happens when accessibility becomes part of the everyday rhythm of work. It’s not just about audits or guidelines; it’s about embedding these principles so deeply into our culture that they become second nature.
Let me share a quick stat that really drives this home: 75% of employees have felt excluded at work, and 80% prefer to work at companies that prioritize diversity, equity, and inclusion. When accessibility is woven into the fabric of your company culture, those tools and trainings don’t just sit on a shelf - they come to life in ways that make inclusion a reality.
Include Accessibility in Onboarding and Training
We realized early on that if we wanted accessibility to stick, we had to start at the very beginning - onboarding. Think about it: new hires are like sponges, soaking up the company’s values and practices. So, instead of treating accessibility as an afterthought, we built it right into their first week.
For example, every new employee at Pebb learns about writing alt text and using inclusive language as part of their communication training. It’s not a separate module; it’s baked into everything else. By making it part of the norm, we’re setting the tone from day one.
And it’s not just about onboarding. We keep the momentum going with quarterly workshops and bite-sized micro-learning sessions. These focus on practical skills - like making meeting invites accessible or ensuring presentations work with screen readers. It’s all about keeping accessibility front and center without overwhelming anyone.
Here’s why this matters: Millennials working for inclusive companies are 1.4x more likely to be engaged at work. That early engagement sets the stage for everything that follows.
Recognize and Reward Accessibility Efforts
Let’s be real - everyone loves a little recognition. At Pebb, we celebrate accessibility wins just like we celebrate hitting sales goals or launching a big project. Whether it’s a shout-out in a team meeting or a feature in our company newsletter, we make sure people know their efforts matter.
We even tie accessibility into performance reviews. For example, when evaluating communication skills or teamwork, we look at how employees incorporate accessibility into their work. This sends a clear message: accessibility isn’t optional; it’s part of what makes someone great at their job.
And the results? They speak for themselves. Diverse teams are 87% more likely to make better decisions and 75% faster at launching products. When people feel valued for their efforts, they bring that same care and attention to everything they do.
Make Accessibility a Regular Meeting Topic
One of the biggest lessons we’ve learned is that accessibility isn’t a “set it and forget it” kind of thing. It needs to be part of the ongoing conversation. That’s why we’ve made it a standing agenda item in our meetings.
For example, when planning a company-wide announcement, someone might ask, “How will this work for employees who use screen readers?” Or when we’re evaluating a new tool, accessibility features are part of the discussion right from the start.
We’ve also opened up informal channels for accessibility feedback. In our monthly all-hands meetings, we dedicate a few minutes to updates and questions. This creates a space where anyone can bring up concerns or ideas, no matter how small.
Over time, this approach has completely shifted how we work. Teams now proactively consider accessibility in their planning, and managers build it into project timelines. It’s no longer an afterthought - it’s just how we do things.
At Pebb, we’ve seen firsthand how this cultural shift impacts not just communication but entire workflows. When accessibility becomes second nature, it stops feeling like extra work and starts feeling like smart work. And that’s the goal, isn’t it? To create processes that make everyone’s job easier - and more inclusive.
Embedding accessibility into company culture isn’t a quick fix, but it’s worth every bit of effort. It transforms your organization from one that meets standards to one that sets them, creating communication that works for everyone. And that’s a win we can all celebrate.
Conclusion: Key Takeaways for Accessible Internal Communication
At Pebb, we’ve discovered that making communication accessible isn’t just the ethical choice - it’s also a smart business move.
Here’s why: prioritizing accessibility doesn’t just check a box; it actively boosts engagement. Studies back this up, showing that companies focusing on accessibility create environments where employees feel more connected and valued. Clear, straightforward language helps everyone - regardless of their abilities, learning preferences, or backgrounds. And when your content is easy to read and works smoothly with assistive technologies, you’re creating a workplace where no one is left behind.
We’ve designed Pebb’s platform with these principles at its core. Whether it’s group chats, news feeds, knowledge libraries, or employee directories, our tools are built to work with screen readers, support keyboard navigation, and offer customizable display settings. Plus, with our free Standard plan and Premium at just $4 per user per month, accessibility doesn’t have to come with a hefty price tag.
But tools alone aren’t enough. Real change happens when accessibility becomes part of your company’s DNA. It’s about more than just a one-time training session - it’s about weaving accessibility into every aspect of your culture. From onboarding to performance reviews, regular discussions to feedback loops, making accessibility a priority transforms how teams work together. Simple steps like audits, checklists, and ongoing training can make all the difference in creating a workplace that’s genuinely inclusive.
At Pebb, we’re not just building tools - we’re shaping the future of internal communication. A future where inclusivity isn’t an afterthought but the foundation for everything we do.
FAQs
How can we make internal communication accessible for employees using assistive technologies?
Creating internal communication that works seamlessly for employees using assistive technologies isn’t just a nice-to-have - it’s essential. It all starts with making content clear, inclusive, and easy to navigate. And trust me, following accessibility standards like the Web Content Accessibility Guidelines (WCAG) makes a world of difference. These guidelines ensure that your communication is perceivable, operable, understandable, and built to last.
Here’s how we approach it:
Add alternative text to images so everyone knows what’s being shared, even if they can’t see it.
Make sure materials are compatible with screen readers, which are a lifeline for many.
Design everything to work with tools like speech recognition software and keyboard navigation - no one should feel left out.
These steps aren’t just about checking boxes; they’re about removing barriers and creating a workplace where everyone, regardless of ability, can thrive.
Now, let me tell you about how Pebb fits into this. Our platform isn’t just about connecting teams; it’s about doing so in a way that’s thoughtful and inclusive. With features like group chats, news feeds, and knowledge libraries, Pebb helps teams stay in sync while catering to diverse needs. It’s like having a toolbox that’s already stocked with accessibility in mind, making collaboration smoother for everyone involved.
How can we effectively audit our internal communication to ensure accessibility?
To take a closer look at how accessible your internal communication really is, it’s important to start with a clear plan. First, define your goals - what exactly are you trying to achieve? Then, pull together a team that’s ready to dig into the details and make meaningful changes. This isn’t a one-person job; it requires collaboration and input from different perspectives.
Once the team is in place, use a combination of automated tools and manual reviews to assess your communication channels. These tools can flag technical issues, but don’t stop there. A manual review helps uncover barriers that might not be obvious, especially for employees with disabilities. Think about things like screen reader compatibility, font size, color contrast, and even the tone of your messaging.
When the results are in, it’s time to prioritize. Which issues are the most pressing? Which changes will have the biggest impact? From there, create a step-by-step plan to address these barriers. And don’t treat this as a one-and-done effort. Accessibility isn’t static - it evolves. Regular monitoring and re-audits are key to staying on track.
If you’re looking for tools to help, Pebb can be a game-changer. It’s designed to streamline communication while keeping accessibility front and center, making it easier to ensure everyone in your workforce stays connected and included.
How does Pebb make internal communication accessible and inclusive for diverse teams?
Pebb makes communication seamless and inclusive by providing tools that cater to multiple languages, allowing team members to interact in the language they’re most comfortable with. This means no one feels left out because of a language barrier, and everyone can contribute fully to the conversation.
What’s more, Pebb is designed with accessibility in mind. It includes features tailored for employees with disabilities, like auxiliary aids and services that make the platform easier to use for everyone. These details aren’t just nice-to-haves - they’re essential for creating a space where every voice can be heard.
By building an environment where inclusivity is at the forefront, Pebb empowers teams from all walks of life to collaborate smoothly and feel genuinely connected, regardless of their background or abilities.
