Best Practices for Online Meetings & Trainings

This section outlines key considerations for planning accessible online meetings and trainings. It includes guidance on communication and technology to help ensure all participants can fully engage.

Before the Meeting

Give Participants Access to Materials Early

Visual content can be challenging for people using screen readers, especially when combined with live audio. To make materials more accessible, consider sharing slides, documents or other visuals ahead of time so participants can review them with assistive technology before the session.

 

During the Meeting

Limit Chat Use

Chat can be a helpful feature in online meetings and classes, but it can also create challenges for people who use assistive technology or screen readers. They may find it difficult to follow both the chat and the presenter’s audio at the same time, since some assistive tools can’t process both smoothly.

If chat will be used, take a moment to check in with participants who may need accommodations. Their feedback can help ensure the chat enhances the session rather than create barriers, making the experience more inclusive for everyone.

Provide Options for Camera and Audio Participation

While many meetings and trainings encourage participants to keep their cameras on to support engagement, it’s important to recognize that this may not work for everyone. Allowing flexibility helps make the environment more welcoming.

Some students or colleagues may need to turn off their camera for accessibility or personal reasons — such as managing a health-related need, reducing anxiety or staying focused. Creating space for participants to briefly turn off their cameras without pressure or attention helps ensure everyone can participate in a way that supports their well-being and success.

Speakers should keep their video on for those who need to lip-read.

Explain On-Screen Content Clearly

When using visual materials online, keep in mind that some participants may have difficulty seeing or processing on-screen content. Minimize reliance on visuals whenever possible, and if you do use them, be sure to clearly describe what’s happening.

Explain images, charts, graphs or any other important visual information, and provide context for actions or demonstrations by others if relevant. This ensures everyone can follow along, similar to how someone joining by phone would need all information conveyed verbally.

Provide Real-Time Captioning or Communication Support

To support participants who are unable to hear audio, use video conferencing tools that offer real-time captioning. This feature is increasingly common and helps make online meetings and classes more accessible for everyone.

If resources allow, consider using additional accessibility services, such as relay services or sign language interpreters. These options provide extra support to ensure clear communication and full participation for all students and team members.

Record All Online Meetings

Recording online meetings or classes can be very helpful for participants who need to step away, cannot attend, or face challenges following along in real time.

Recordings allow everyone to review the session at their own pace, which can be especially useful for people with learning or cognitive disabilities who may benefit from pausing, replaying or slowing down parts of the meeting or class.

Providing a transcript along with the recording further supports comprehension, making the content accessible for participants who process information more effectively through text than through audio alone.

Keep Your Background Simple

Choose a plain or minimal background without busy patterns or bright colors. This helps participants with visual or cognitive disabilities focus on you and your content without distraction.

 

For more information and helpful checklists on making meetings, conferences, trainings and presentations accessible, visit the World Wide Web Consortium (W3C) website.