Making Video Conferencing Accessible to Neurodivergents
As lockdowns have moved everything online, it’s important that we make our new way of communicating accessible to everyone
In the wake of COVID-19 and government lockdowns, everything has gone virtual. Whether it’s university lecturers, job-skills seminars, or a presentation for work, people have been harnessing the powers of Zoom, Microsoft Teams, or whatever other online conferencing service to have these virtual meetings. Those awkward silences, or drops in audio can sometimes make virtual communication difficult, even for neurotypicals. As we step into what may be a ‘new normal’ for meetings and presentations, it is important to make every effort to keep them as inclusive and accessible as possible for those that are neurodiverse.
The BBC recently released an article discussing the reasons why video conferencing can often feel draining. One of the most interesting points of the article is how even sociable calls can be draining because of the extra work needed to pick-up on, and communicate, non-verbal signals. One study, in fact, found that a 1.2 second delay can lead to the conversation being perceived as less friendly or uninteresting. This really struck me because I had often felt this but, as a neurotypical, I had never considered how the struggles of a video call could be even more poignant for neurodivergent people. For example, the difficulty picking up non-verbal cues may be enhanced in people on the autism spectrum, or the distracting nature of background noise or video could make focussing even more difficult for those with ADHD.
There are, however, ways to make video calls accessible and less draining for all parties.
Start By Acknowledging
Acknowledgement is key to make video conferencing less of a chore. Begin by simply acknowledging that communicating in a video meeting is not the same as meeting in person; address that video calls can be awkward and unproductive and show that you understand that they can be tough and draining for some, if not everyone.
As the call goes on, acknowledge others as much as possible. Be actively responsive to their input — more so than you would naturally respond in an IRL setting. Say yes, smile, and nod obviously when someone makes a good point. It may seem unnatural, but the more obvious you can make your non-verbal communication to boldly convey your thoughts and responses, the less pressure you put on your virtual counterparts, be they neurodivergent or neurotypical, to interpret your thoughts.
Take Stock of Accessibility Needs
If you’re an organiser of any kind of video conference, presentation, or meeting, take the opportunity to ask your guests what you can do to make things more accessible. As an attendee, seize the opportunity (even if it is not offered) to inform organisers of your needs and concerns before the call. Both organisers and attendees are then presented with the chance to have a dialogue about the changes that can be made to the call more accessible. You can suggest simple changes, such as including additional breaks, using the closed caption features built-in to Zoom and Microsoft Teams, or allowing time for additional explanation.
Share Your Resources
When having a meeting or giving a presentation virtually, it may be helpful to share your slides or resources with the attendees in advance. If you haven’t considered using a simple visual presentation in your virtual meeting, definitely do! Having a visual not only goes to reinforce the key points and information of the meeting but helps people easily keep-up when facing any connection difficulties.
If you offer the slides in advance, it gives attendees the opportunity to look over the subject matter so that anything you do explain is clearly understood. It will make your meeting easier for everyone to follow — even if their connection is patchy. Even if you don’t have slides or documents to share, definitely consider sharing the following:
- An overview of the subject matter of the call
- The format or structure of the call or meeting, including timings
- How much interaction you expect to have with attendees, including how they can best interact efficiently (ie. do you want audio responses or would it be better to have discussions in the chat?)
- A glossary of key terms and definitions (particularly if you plan on introducing newer and unfamiliar topics)
You Don’t Have to Reinvent the Wheel
The talk of key accessibility features like captioning and accompanying visuals would definitely be helpful in making a video call more accessible to neurodivergents, including autistic people. That being said, however, nothing can replace the use of common sense. If you can’t make the more time-consuming changes listed above, consider these more simple adjustments:
- Allow more frequent periods for attendees to ask questions, clarify on specifics, and give feedback
- Ask attendees to mute microphones if they aren’t contributing to reduce unnecessary noise that may be distracting or distressing
- As an organiser or host, keep your environment as focussed to the meeting as possible (for example, limiting distractions in your video background)
- Be reactive: check-in with your attendees and react accordingly (an extra 5 minutes explanation now may save you hours down the road!)
The Follow-Up
Finally, take the opportunity to reach out to attendees after the call and gather their feedback. You can use it to check your message came across effectively, and share resources to help with any missed information. Most importantly, take that general feedback and use it to make your future video meetings even more accessible.
Whilst nothing can replace an ‘IRL’ meeting, in my opinion, we have to be prepared to help one another adapt to these new ways of working. Above I’ve suggested a few ways to do this. Below are some other articles related to this topic. Please feel free to share any suggestions that you think would help.
Resources:
https://www.autistica.org.uk/what-is-autism/coronavirus/accessible-online-events
