What Is Accessible Technology in the Workplace (and Why SMEs Can’t Ignore It)
What is accessible technology in the workplace?
Accessible technology in the workplace means ensuring your IT systems, software, and tools are designed so that everyone (including people with disabilities) can use them easily and effectively. It includes things like screen readers, voice commands, keyboard navigation, captions on video calls, and inclusive design that works for all.
It’s not just about compliance. It’s about people and it’s about progress.
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Why Accessible Technology in the Workplace Matters
Technology should support people, not get in their way. But too often, it does exactly that – especially for employees with visual, hearing, mobility or cognitive impairments.
It’s About People, Not Just Policies
Accessibility isn’t a tick-box exercise. It’s a way to ensure your team can do their best work, without barriers. Whether someone uses a screen reader, prefers voice commands, or just needs captions during a video meeting, inclusive technology ensures no one’s left behind.
For growing teams, it’s also about building a culture where everyone feels seen, heard and enabled.
Compliance and Reputational Risk
UK businesses are required to consider accessibility under the Equality Act 2010. Digital accessibility standards like WCAG 2.1 and frameworks like ISO 30071-1 set the bar for what’s expected – especially in regulated sectors like legal, healthcare, and education.
Neglecting accessibility can lead to reputational damage, lost talent, or even legal complaints.
The Business Case
Accessible tech isn’t just the right thing to do. It’s smart business.
According to Microsoft’s Accessibility in the Workplace report, inclusive tech:
- Increases employee engagement
- Broadens your talent pool
- Enhances productivity for everyone, not just disabled users
Put simply: what helps one person helps many.
Common Barriers to Inclusive Technology in SMEs
Despite good intentions, many organisations fall short. Not out of neglect, but because accessibility isn’t built into their systems or mindset.
Outdated Tools and Systems
Older software may not work well with assistive tech like screen readers or keyboard-only navigation. Legacy apps can unintentionally exclude users with disabilities.
Lack of Awareness and Training
Even when accessible features exist (like in Microsoft 365), staff often don’t know how to use them. There’s no internal championing or training, so the tools sit unused.
Vendor Decisions Based on Cost, Not Inclusion
Accessibility rarely appears in procurement checklists. SMEs may choose tools based on price or familiarity, not real-world usability for everyone.
Five Practical Steps to Improve IT Accessibility
You don’t need to overhaul everything overnight. Small, strategic steps can create meaningful change for your team, your customers, and your future growth.
1. Run an Accessibility Audit
Start by identifying where the barriers are. Free tools like WAVE or Microsoft’s Accessibility Checker can flag issues. For a broader review, CYAN can help you assess both software and staff workflows.
2. Choose Tools Built for Inclusion
Prioritise platforms that meet WCAG 2.1 or ISO 30071-1. Microsoft 365, for example, includes built-in features like live captions, Immersive Reader, and keyboard shortcuts, which is ideal for mixed-ability teams.
3. Train Your Team
Make accessibility part of onboarding. Host short sessions on inclusive features in everyday tools. Organisations like RNID and AbilityNet offer practical guidance.
4. Include Accessibility in IT Strategy
Whether reviewing your systems or setting up a new platform, ask: Is this accessible? A good managed IT partner will build accessibility into your wider IT maturity plan, not bolt it on afterwards.
5. Create and Share an Accessibility Policy
Make your commitment visible. An internal policy helps staff feel supported and sets expectations for future decisions. It also builds trust with clients, funders, and stakeholders.
What Accessible IT Looks Like in Practice
Imagine a finance manager using voice dictation after an injury.
A visually impaired employee using a screen reader to navigate client systems.
A hybrid meeting with live captions so everyone can contribute.
No friction. No awkward workarounds. Just IT that quietly supports the work being done. That’s what good technology does. It gets out of the way. It lets people thrive.
At CYAN, we believe that good IT is invisible. It just works, for everyone.
How CYAN Helps You Build a More Inclusive IT Foundation
Inclusive IT isn’t just about the tools. It’s about embedding accessibility into every layer of your digital environment. From procurement to training, from audits to onboarding.
As your managed IT partner, CYAN supports accessibility through:
- IT strategy reviews that include accessibility touchpoints
- Ongoing staff training and guidance
- Help meeting WCAG, ISO, and Equality Act expectations
- Seamless cloud tools like Microsoft 365, fully configured with inclusion in mind
We approach accessibility the same way we approach everything else: calm, structured, human-first.
Want to Make Your IT Work for Everyone? Let’s Talk.
Accessible technology isn’t a luxury. It’s essential infrastructure for inclusion, innovation and integrity.
Whether you’re just starting out or already on your way, we’ll help you build an IT environment where everyone belongs.
