How can you make shared files and documents more accessible for team members with disabilities?

Most laptops now have speech tools, so i usually have documents named with numbers, and create an excel file with numbers and description of shared files content. so it would be easy to search using only numbers.

I am hearing impaired. While I do wear hearing aids in both ears, it is difficult in group settings with all the "noises" in the room to make out what others are saying. People also tend to talk low. I do best if I can see the mouth of the person talking or I do not mind telling people I am hearing impaired and asking them to speak up. This is why I like Teams for meetings and they should be recorded and shared. Puts the main person talking out front on my screen so I can read their lips. Then I can be more comfortable engaging and participating.

I have witnessed first hand where a client was having hearing issues and as such communication via a call wasn't an option. Many of such cases exists with it's own peculiarity. Accessibility is very key if people are to participate fully regardless of their abilities, equal opportunities to everyone. Setting up measures to tackle each of these would go a long way. For example, Enabling Transcript and Live recording captions , setting up Text-Speech / voice typing functionality, Ability to zoom in and out of of documents (magnification) , Hear Text Read aloud, Contrast modification functionality amongst many others

It is essential that all workers are given equal access to rightful information that will assist them in carrying out their daily activities. There should be no segregation, discrimination and prejudice. Everyone should be given equal opportunity at work for maximum productivity.

Accessibility is important in order to create an inclusive working environment. Providing training on accessibility in any organisation is the first step in ensuring a supportive and conducive environment. Team members need to be made aware of the value of accessibility and how it boosts productivity as well as encourages a positive organisational culture.

I disagree with PDF file format being more accessible than DOCX, PPTX, or XLSX. I took an E-Learning course in Graduate school which taught me how to make file formats like DOCX, or PPTX. I agree with the naming of the files should be easy for page readers to read to the patron or client. If you ever want to take a lesson on the accessibility features within Word or PowerPoint, I highly recommend going on YouTube or taking a course around this since I found mine helpful! I am also willing to be reached out to for any questions or concerns on this.

Ensuring the accessibility of shared files and documents is a crucial aspect of promoting inclusivity in the workplace. By adopting accessible document formats, providing alt text for images, organizing content clearly, and using user-friendly collaboration tools, teams can empower all members, including those with disabilities, to participate fully and contribute effectively to the organization's success. This not only fosters a more equitable work environment but also enhances teamwork and productivity.

I recommend that if you're in college still take a course like I took called E-Learning. If you are out of college and don't have the funds to pay for classes through Library Juice Academy or LinkedIn Learning, then maybe ask your Public Reference Librarian if they would be willing to programs around accessibility in these pieces of software. Also, YouTube is another great place that you don't have to pay for, just have to deal with ads. Accessibility shouldn't be a secondary item when making documents it should be automatically integrated into the documents so all patrons or clients can feel included.

To delve deeper into accessibility, start by exploring online resources and courses. Websites like W3C's Web Accessibility Initiative (WAI), WebAIM, and Coursera offer comprehensive materials. Familiarize yourself with the Web Content Accessibility Guidelines (WCAG) and assistive technologies. Attend webinars, conferences, and workshops focused on accessibility, and consider joining professional organizations like the International Association of Accessibility Professionals (IAAP). Practice by auditing websites or documents for accessibility issues, and engage with the disability community to gain valuable insights. By combining theory, hands-on experience, and ongoing learning, you can become proficient in accessibility.

I agree that accessibility requires continuous learning ang improvement. Training team members will educate them about the tips and tools needed to ensure the documents will be accessible for everyone. In today's office setup, of remote work, employees with disabilities are given equal opportunities to work from home and become more productive. Technology has also provided user-friendly tools that makes it possible for everyone to have access to files and documents.

Shared documents should have options to cater for differing disabilities. Each disability has different challenges, from hearing and sight difficulties, which would benifit from tailored changes like text to speech or visual aids, to more unseen things like dyslexia, adhd or autism that would benefit from background colour changes, different screens or even lighting or information seperated into smaller blocks or pages like a PowerPoint. There is no accessible for everyone format. A more beneficial approach is to ask the employee how they receive information best and have a template format filed to use for that staff member specifically. I do this with my son (ASD). Small changes make big impacts.

With all great contributions already shared from which I have learned a lot, I do think it will be great if someone or a team is put in charge of accessibility related issues. This will ensure higher accountability rather than just relying on the many technologies that can be used - which may or may not work depending on the circumstances.