Creating an accessible and inclusive workplace

1. Overview

This guide provides information on creating an accessible workplace in relation to:

• the physical workplace
• workplace attitudes
• workplace technology
• reasonable adjustments

2. Introduction

People with disability have the right to work on an equal basis with others, and in a work environment that is ‘open, inclusive and accessible to persons with disabilities’.^[1]

While the physical accessibility of a workplace is often the starting point when considering workplace accessibility, accessibility is a much broader concept.

In addition to the physical workplace, employers working to create an accessible workplace need to consider the accessibility that they provide in terms of technology, the attitudes and values of their employees, and their approach to reasonable adjustments.

This guide will provide you with practical steps on how your organisation can ensure your workplace is accessible and inclusive for your employees and your customers.

3. The physical workplace

The physical accessibility of a workplace is multi‑layered and should take into account:

• the overall accessibility of the workplace
• the internal accessibility of the workplace
• the accessibility of signage associated with the workplace
• the accessibility of waiting and reception areas.

When considering the physical accessibility of the workplace it is helpful to begin by considering:

• the specific requirements outlined in the Disability (Access to Premises—Buildings) Standards 2010 (Cth).^[2]
• principles of Universal Design.

3.1 Overall accessibility

The following questions have been developed to assist employers assess the overall accessibility of the physical workplace:

• How far is the building from public transport?
• Is there a safe drop-off and collection point for people using taxis with clear, barrier-free access to the building?
• Is there a clear, accessible path of travel from the street? For example, direct access with no stairs or other barriers or obstacles.
• If there are stairs to enter the building from the street, is there an alternative access via a lift or ramp which is appropriately close by?
• Is there adequate lighting on external pathways and in key areas of the building for example, the car park?
• Are the lifts accessible? For example, lift buttons with tactile elements or braille, a hand-rail and an emergency button or phone in the case of an emergency or the lift failing?

3.2 Internal accessibility

The following questions have been developed to assist employers assess the internal accessibility of the physical workplace:

• Are all of the building facilities accessible? This includes toilets, conference or meeting rooms, lifts, shared workplace facilities, such as staff kitchens or hubs, and parking.
• Is the technology which controls any services accessible? For example, technology used in conferencing rooms or meeting facilities (audio-visual equipment, conferencing phones, screens and computers).
• Is the workplace clear of clutter and barrier-free? For example, never store items in corridors or in the accessible toilet facilities.

3.3 Signage

The following questions have been developed to assist employers assess the accessibility of signage associated with the physical workplace:

• Is the signage outside and inside the workplace large, clear and easy to read? Consider the use of easily recognisable symbols, such as the Universal Symbol of Accessibility.

• Is the signage also provided in accessible formats, including braille? Consider using braille and raised numbering within lifts and on doors where rooms are numbered.
• Are signs and room numbers positioned in a place where people will be able to locate them easily?
• Is the signage at an appropriate height and position so it does not create an obstacle for people to navigate around? For example, never place signage where it may create a hazard or reduce access to stairs, lifts or escalators.

3.4 Waiting and reception areas

The following questions have been developed to assist employers assess the accessibility of waiting and reception areas:

• Is the reception desk easily accessible? Where there is a high desk, there should also be an alternative lower option for people of short stature and wheelchair users.
• Is there a hearing loop available? This can be particularly important in large reception areas or where there is a glass barrier.
• Are there various seating styles available, for example chairs with different heights, and with and without arm rests?

4. Workplace attitudes

An accessible workplace is about more than just the physical accessibility of the workplace.

A significant barrier to employment for people with disability, is other people’s attitudes. Harmful attitudes, such as assuming people with disability cannot do the same work as a person without disability, can have an impact on recruitment, career development and retention for people with disability.^[8]

All employees have the right to feel welcome, safe, and included at work.

The following questions have been developed to assist employers assess workplace attitudes to disability:

• Are ‘diversity’ and ‘inclusion’ articulated as key values of your organisation? For example, in a vision, mission statement or code of conduct. If so, is this clear from your website and social media channels?
• Does your organisation provide all-staff training on diversity, inclusion, disability awareness and accessibility?
• Are there appropriate policies and procedures in place to ensure the workplace is free from discrimination and harassment, and that all employees are afforded dignity and respect at work?
• Does your organisation have a Disability Employee Network?
• Does your organisation celebrate dates of significance, such as International Day of People with Disability on 3 December?
• Are you aware of any harmful attitudes regarding people with disability in your workplace?

5. Workplace technology

Ensuring equitable access to workplace technology is important so that all employees are empowered to effectively undertake their work duties independently, efficiently and with dignity.

Accessible technology in the workplace goes beyond document creation software, such as Word, and includes the following:

• the organisation’s website
• human resources and people management systems
• training and learning systems
• financial management and accounting systems
• customer management systems
• document management systems
• communications (for example, the intranet and internal emails).

If you do not ensure your workplace technology is accessible, you may create barriers to career progression for a person with disability.

The following questions have been developed to assist employers assess the accessibility of their workplace technology:

• Is your organisation’s intranet and website WCAG compliant?
• Can your organisation’s employees access all workplace digital platforms using assistive technology?
• Are key organisational documents provided in an accessible digital format, readable by screen readers? For example, policies and organisation structure charts.
• Are accessibility requirements included in your organisation’s technology procurement processes?

6. Reasonable adjustments

Reasonable adjustments are changes to work processes, practices or environments, to ensure employees with disability can perform their job, free from barriers.

The DDA makes it unlawful to discriminate against people with disability in the area of employment.^[12] If a person requires reasonable adjustments in order to be treated equally or to comply with a particular employment requirement, then a failure by an employer to provide those adjustments constitutes unlawful discrimination on the basis of disability.^[13]

A ‘reasonable’ adjustment is one that would not impose an ‘unjustifiable hardship’ on the employer, and may include:

• providing or adjusting equipment (for example, the provision of screen-reading software on a computer for someone with a vision impairment, or a phone with text output for a person who is Deaf)
• flexible working hours or the ability to work from home or in another office to minimise travel time or issues accessing transport
• making physical changes to the workplace (for example, installing automated doors rather than heavy hinged doors, or installing adjustable height desks).

While these are adjustments designed to support employees with disability, often they also benefit a larger range of employees.

In determining whether a particular adjustment would impose an unjustifiable hardship on an employer, all of the relevant circumstances must be taken into account, including:

• the nature of the benefit or detriment likely to accrue to, or to be suffered by, any person concerned
• the effect of the disability of any person concerned
• the financial circumstances of the employer, and the estimated expenditure required to be made by the employer
• the availability of financial and other assistance to the employer
• any relevant action plans that the employer has given to the Australian Human Rights Commission.^[14]

The following questions have been developed to assist employers assess their approach to reasonable adjustments:

• Does your organisation have a reasonable adjustments policy and procedure?
• If so, are all managers aware of this policy and procedure and provided with training on how it is applied?
• Does your organisation have a resource available to both employees and managers about JobAccess and the EAF?

7. Resources

The South Australian Government has produced an Online Accessibility Toolkit (Toolkit), a free resource designed to help employers improve the accessibility and usability of their digital platforms.

Access the Toolkit.