Embracing Inclusivity in Virtual Spaces: Tips for Hosting Accessible Virtual Workplace Experiences

Hybrid working does not seem to be going away any time soon! According to Upwork, in 2025, there will be more people working from home, more virtual social and entertainment interactions, and fewer in-person experiences than previously (Ozimek, 2020). So, to truly embrace the spirit of inclusion, it's essential to ensure that workplace online experiences are accessible to all colleagues.

Below are ten ways to be more inclusive when hosting events and some “Tips to Action” that help bring the efforts to life.

1. Prioritize Inclusive Platforms:

Choose virtual event platforms that prioritize accessibility features. A platform that caters to various needs will set the stage for an inclusive event.

Tips to Action: Ensure compatibility with screen readers, support multiple languages, and offer closed captioning options.  

2. Clear and Inclusive Communication:

From the initial invitation to event instructions, communicate in a way that embraces inclusivity.  

Tips to Action: Provide information in multiple formats, such as written text, images, and videos, to accommodate different learning styles and preferences. Clearly outline the accessibility features available during the event to make everyone feel welcome.

3. Pre-Event Accessibility Check:

Conduct an accessibility check before the event. This proactive approach helps to address potential issues before the event begins, contributing to a more inclusive experience.

Tips to Action: Test the platform's features, verify captioning services, and ensure that screen reader users can navigate seamlessly.  

4. Diverse Representation:

Ensure a variety of voices from different backgrounds, experiences, and perspectives are included. This not only enriches the content but also makes attendees feel represented and valued.

Tips for Action: Strive for diversity in your panelists, speakers, and presenters.  

5. Global Time Considerations:

Recognize the global nature of your audience by scheduling events at times that accommodate different time zones.  

Tips to Action: Provide alternative ways for participants to engage, such as recording sessions or asynchronous participation, so everyone can benefit from the content.

6. Captioning Services for Inclusivity:

Captions benefit not only individuals with hearing impairments but also those who may be non-native speakers, enhancing overall comprehension and fostering a more inclusive environment.

Tip to Action: Invest in real-time captioning services for your event.  

7. Accessible Materials for All:

Share event materials in accessible formats. This ensures that everyone, including those with visual or cognitive impairments, can fully engage with the content.

Tips to Action: Provide transcripts for audio content, use readable fonts, and ensure color contrast for visual materials.  

8. Interactive Tools with Inclusive Design:

If incorporating interactive tools or Q&A sessions, ensure they are designed with inclusivity in mind.

Tips to Action: Provide clear instructions, and if using polling features, make them usable for participants with diverse abilities.  

9. Facilitate Networking Opportunities:

Foster an inclusive environment by facilitating networking opportunities. This helps build a sense of community among participants, fostering an inclusive atmosphere.

Tips to Action: Encourage attendees to connect with each other, share experiences, and exchange ideas.  

10. Feedback and Continuous Improvement for Inclusivity:

Seek feedback from participants regarding the inclusivity of your event.  

Tips for Action: Use this input to continuously improve your approach for future virtual gatherings. Regularly assess and update your practices to ensure ongoing inclusivity, making your events more welcoming to a diverse audience.

By following these inclusive tips, virtual workplace events can be a more welcoming and accessible experience for all colleagues. Virtual inclusion not only aligns with the principles of Diversity, Equity, and Inclusion (DEI) but also enriches the overall experience for all, fostering a sense of belonging and connection in the community.

Read more about building an inclusive Hybrid Working Policy in our recent blog here.

Contact us today to discuss how you can build an inclusive workplace.

Posted by Alli.


  1. Ozimek, A. (2020). The Future of Remote Work. https://doi.org/10.2139/ssrn.3638597
  1. Future Workforce Report 2022: Leveraging Independent Talent as a Key Workforce Strategy (2022)  

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