Digital Communication

Enable Live Captions

Enabling live captions in virtual meetings is crucial for accessibility and inclusivity. Live captions provide real-time transcription of spoken content, making it accessible to participants who are deaf or hard of hearing. They also benefit non-native speakers and those in noisy environments by providing a text version of the audio1. This feature enhances comprehension and ensures that all participants can follow the discussion.

• In Zoom, you can enable live captions by going to the meeting settings. Under the "Accessibility" section, toggle on the "Closed Captioning" option. You can assign a participant to type captions or use Zoom's integrated live transcription service.

• To use Zoom's live transcription, click on the "Live Transcript" button during the meeting and select "Enable Auto-Transcription." This will provide real-time captions for all participants.

Provide Transcripts

Providing transcripts of meetings ensures that all participants have a record of what was discussed. This is particularly useful for those who may have missed parts of the meeting or need to review the content later. Transcripts also support better information retention and can be used for reference, documentation, and compliance purposes. They help bridge communication gaps, especially in remote teams across different time zones.

• During the Zoom meeting, click the "Record" button to capture the session. Ensure that you have enabled cloud recording, which supports transcription.

• After the meeting, go to the Zoom web portal, navigate to "Recordings," and find the recorded session. Zoom automatically generates a transcript for cloud recordings. You can download and share this transcript with participants.

Visual and Audio Clarity

Clear audio and visuals are essential for effective communication in virtual meetings. Poor audio quality can lead to misunderstandings, decreased engagement, and frustration among participants4. Similarly, good lighting and clear visuals help maintain attention and ensure that non-verbal cues are conveyed effectively. High-quality audio and visuals contribute to a professional and productive meeting environment.

• Position yourself in a well-lit area, preferably with natural light. Avoid backlighting, which can create shadows on your face. Use additional lighting if necessary to ensure your face is clearly visible.

• Invest in a good-quality microphone to ensure precise audio. Position the microphone close to your mouth and minimize background noise. Zoom also offers noise suppression features that can help improve audio clarity.

• Before the meeting, test your audio settings in Zoom. Go to "Settings," then "Audio," and ensure your microphone and speaker levels are set correctly.

Describe Visuals

Verbally describing visual content during virtual meetings ensures that all participants, including those with visual impairments, can understand the presented information. This practice enhances inclusivity and ensures that no one misses out on important details.

• When sharing your screen or presenting slides, take the time to describe the visual elements. For example, if you are showing a chart, explain what the chart represents, the axes, and the key data points.

• Zoom's annotation tools can help highlight specific parts of the visual content. Use these tools to draw attention to important areas while providing verbal descriptions.

Use Chat Features

The chat feature in virtual meetings provides an additional channel for communication, allowing participants to ask questions, share links, and provide feedback without interrupting the speaker. It encourages participation from those who may be hesitant to speak up and helps capture important points and action items7. Using chat effectively can enhance engagement and ensure that all voices are heard.

• At the beginning of the meeting, encourage participants to use the chat for questions and comments. Monitor the chat regularly and address any questions or comments during the meeting.

• For inclusivity, read important chat messages aloud so everyone knows the discussion, including those who may not be actively monitoring the chat.

• Zoom allows you to save the chat log at the end of the meeting. This can be useful for reviewing questions and comments and ensuring that all points are addressed.

Descriptive Subject Lines

• When composing an email in Gmail, type a clear and descriptive subject line that summarizes the content. For example, instead of "Meeting," use "Project Update Meeting on March 15th."
• In Outlook, follow the same approach. Click on "New Email," and in the subject line field, provide a concise summary of the email content. For instance, "Quarterly Sales Report Attached."

Plain Language

Writing in plain language ensures that all recipients easily understand your emails, regardless of their background or literacy level. Plain language reduces cognitive load, making it easier for readers to process and act on the information. This approach minimizes misunderstandings and the need for follow-up emails, enhancing communication efficiency and effectiveness.

• When composing an email in Gmail, use simple language. Avoid jargon and complex terms. Keep sentences and paragraphs short. For example, instead of "We are endeavoring to facilitate a paradigm shift," write "We are working to make a big change."
• In Outlook, apply the same principles. Use the "Editor" feature to check for readability and clarity. Write conversationally and break down complex ideas into simple, digestible parts.

Use Headings

• While composing an email in Gmail, use bold text to create headings for different sections. For example, "Project Updates," "Next Steps," and "Questions."
• In Outlook, use the formatting options to add headings. Highlight the text you want to use as a heading, then select a larger font size or bold the text to distinguish it from the rest of the content.

Descriptive Links

Descriptive links improve the accessibility and usability of emails by clearly indicating the destination or action associated with the link. This helps all users, including those using screen readers, to understand the purpose of the link without needing additional context. Descriptive links also enhance trust and reduce the likelihood of the email being marked as spam.

• When adding a link in Gmail, highlight the text you want to hyperlink, click on the "Insert link" icon, and enter the URL. Ensure the link text is descriptive, such as "Read our accessibility guidelines" instead of "Click here."
• In Outlook, highlight the text you want to hyperlink, right-click, and select "Hyperlink." Enter the URL and ensure the link text clearly describes the destination. For example, "Download the annual report" instead of "Click here."

Clear Messages

Writing clear and concise messages in chat apps is essential for effective communication. Clear messages reduce the risk of misunderstandings and ensure that all participants can quickly grasp the information being shared. This is particularly important in professional settings where clarity and precision are crucial. Avoiding excessive abbreviations or slang helps maintain professionalism and ensures that messages are accessible to all users, including those who may not be familiar with certain terms or acronyms.

Descriptive Links

Providing descriptive links in chat messages enhances accessibility and usability. Descriptive links indicate the destination or action associated with the link, helping all users, including those using screen readers, to understand the purpose of the link without needing additional context. This practice also builds trust and encourages users to click on the links, knowing precisely what to expect.

Screen Reader Compatibility

Ensuring that chat platforms are compatible with screen readers is vital for accessibility. Screen readers convert text and other on-screen elements into speech or braille, allowing users with visual impairments to navigate and interact with digital content. Compatibility with screen readers ensures that all users can participate fully in chat conversations, promoting inclusivity and equal access.

Alternative Text for Images

Providing alternative text (alt text) for images in chat messages is a key aspect of accessibility. Alt text allows screen readers to describe the content and function of images to users who are blind or have low vision. This ensures that all users can understand the visual elements of a chat conversation, making the communication more inclusive and effective.

Applying in Various Chat Apps

These guidelines can be generally applied across various chat apps such as Microsoft Teams, Google Chat, and Slack to enhance communication and inclusivity:

• Microsoft Teams:

  • Keep messages brief and to the point. Use bullet points or numbered lists to organize information clearly.

  •  Highlight the text you want to hyperlink, click on the "Insert link" icon, and enter the URL. Ensure the link text is descriptive, such as "View the project timeline" instead of "Click here."

  • Microsoft Teams is compatible with screen readers like JAWS and NVDA. Ensure that all text is properly formatted and that alternative text is provided for images.

  • When uploading an image, click on the image and select "Edit Alt Text" to provide a description.

• Google Chat:

  • Use simple language and avoid jargon. Break long messages into smaller, manageable parts.

  • Use the link icon to add hyperlinks. Make sure the link text clearly describes the destination, like "Access the meeting agenda" instead of "Click here."

  • Google Chat supports screen readers such as ChromeVox and VoiceOver. Use accessible formatting and provide clear descriptions for all visual content.

  •  Google Chat does not currently support alt text directly within the chat, but you can describe the image in the message accompanying the image.

• Slack:

  • Use threads to keep conversations organized and ensure that each message is relevant to the topic at hand.

  • Use markdown to create descriptive links. For example, Read our accessibility guidelines.

  • Slack is designed to work with screen readers like VoiceOver and TalkBack. Ensure that all messages are clear and that any visual content is accompanied by descriptive text.

  • When uploading an image, you can add a description in the message field to provide context for the image.