4 Things You Need to Know About Accessible Virtual Presentations

Published September 22, 2021

Over the last eighteen months, virtual presentations have become so commonplace that Zoom is as synonymous with a phone call as Kleenex is with a tissue. Just because a workflow is routine, however, doesn’t mean that it can’t be improved. Here are four things you should be thinking about to make your virtual presentations more accessible for all involved.

Removing a requirement to be on screen is a positive

A quick search will find you plenty of articles asking you to keep that camera on. Whether it be Forbes pointing to a perceived increase in sales, or this article from Fast Company telling women to keep it on or risk falling behind. Here’s the thing: demanding – implicitly or explicitly – for staff to keep their camera on is an intersectional issue. From an accessibility point of view, I often turn off my camera when I need to stretch, or switch chairs (wheelchair or desk). I may be having spasms that are hard to mask, or that I don’t want to explain. Plus, with so many disabled people living under the federal poverty line, it’s not as if everyone has a pristine work office, or good Wi-Fi to be showing you a pristine virtual background. Requiring a camera to be on all the time presents yet another avenue for workplace biases to creep in.

That said, there are times when you being on screen can be an access need for another person on the call. If lipreading is a mode of communication for one of your attendees, for example, turning off your camera may not be the best way to conduct a presentation. However, thinking through when you truly need to be on camera will make your presentation richer. There is something to be said for your visual style being less present, even if you are relegated to the corner of the screen using a tool like Zoom.

Captions are just one piece of the puzzle

For large public presentations consider employing a CART (Communication Access Real-time Translation) provider. A live captioner will give you accurate captions that you can use later. Plus, if you’re planning to send this presentation to clients or other staff, thinking about captioning early – and baking it into your workflow – shows just how committed you are to access. For large-scale public virtual presentations, consider hiring an ASL interpreter as well. Not only will you be in step with the law in many jurisdictions, but you are also showcasing how committed your organization is to access and normalizing those supports. Another way to normalize accessible workflows is to begin your presentation by describing your visual appearance and surroundings. Stating your name each time you speak and saying “end of thought” at the conclusion of your time also models more access for those with visual disabilities. This process of indicating when you are beginning and ending your time also helps lessen the auditory overwhelm presented by Zoom delay or crosstalk.

Stop relying on the visuals and provide options early

I know we all love a snazzy presentation, but when a presentation relies too heavily on visuals it can be an access nightmare. One good habit to get into is to offer the presentation early. This allows those who use screen readers to have a copy they can refer to. Those who prefer large print can have that available to them on another screen or on paper and people can prepare questions that spark good discussion early. Sometimes access is blocked in the name of control. Changing that process can help your company in the long run.

Additionally, before submitting a new presentation, be sure to run it through a tool like Microsoft Office’s Accessibility Checker, at the very least. Stay away from the smaller font, ensure images have alternative text, and try not to make your slide transitions too visually distracting. 

Remember that you need to create access for yourself first

Whether you have a disability or not, it’s almost impossible to create an accessible presentation for the viewer if it isn’t accessible to the presenter. As you’re building your presentation, try to focus on what you may need. Will a certain slide require some processing afterward? Do you need to have your camera off to feel confident? Do you need to use the chat instead of hearing verbal feedback right after your presentation? These are all areas you should consider before you click that camera on the button and start informing your peers.

 

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