Removing friction from accessibility in the workplace

Over the past decade, accessibility in everyday life has seen vast improvements. Public spaces, transport, and digital platforms are increasingly designed with a wider range of needs in mind. However, many of these improvements still rely on adaptation rather than inclusion from the start. Consider the classic example of a wheelchair ramp added to a train platform; it's now an everyday essential, but it's clearly an afterthought from the original design. This 'opt-in' approach, where accessibility is something that must be pre-requested or installed separately, persists across technology too. 

Technology and the 'opt-in' dilemma 

When accessibility requires additional hardware - such as a specialist keyboard or mouse - it’s understandable these need to be requested based on individual need. But when accessibility is simply a matter of software, there’s no reason it shouldn’t be available to everyone, right out of the box. 

Too often, digital accessibility features are hidden behind a manual Service Desk request process, creating unnecessary friction for the user and signalling that accessibility is an add-on rather than a fundamental part of the Digital Experience (DEX). 

The evolution of accessibility in Microsoft Windows 

Microsoft Windows has a long history of accessibility features. Microsoft launched the Ease of Access suite in Windows 2000, providing features such as Sticky Keys, Narrator, and Magnifier, to name a few. These features laid the groundwork for a more inclusive, readily available digital environment. 

Fast forward to Windows 11, and the 20+ year-old Ease of Access suite has finally had an upgrade, all thanks to the hero-child of this decade - Artificial Intelligence (AI). 

New AI-backed accessibility features 

1. Live captions 

These help everyone, especially those who are deaf or hard of hearing, better understand spoken audio, by providing automatic, real-time transcription of any audio passing through your PC speakers. A local microphone input can be optionally enabled for live captions too, making in-person conversations easier. Your security team will be happy too - all transcription processing happens on the local device, never leaves it, and are not stored persistently anywhere on the local device or the cloud. 

2. Voice access 

This nables users to control their PC using just their voice, empowering those with mobility impairments to work hands-free. With voice access you can open and switch between apps, browse the web, and read and dictate written content using your voice. As with Live Captions, security is considered throughout, with all commands processed on the local device, never leaving it, and not stored persistently anywhere on it, or the cloud. 

Tackling 'opt-in' friction 

Despite being built into Windows 11, these features are rarely publicised and often require a Service Desk ticket to get them fully configured. Before you can use Live Captions or Voice Access, the relevant local language pack must first be acquired and installed; steps which require both an internet connection and administrative privileges. These extra hurdles add unnecessary friction which could be easily avoided. 

Instead of making users jump through hoops to access these features, organisations can take a proactive stance by deploying local language packs to all devices via their device management solution (such as Intune). In doing so, IT teams can ensure AI-powered accessibility tools are truly available to everyone. 

Practical steps for frictionless accessibility 

Making these features truly seamless and inclusive requires a proactive approach. Organisations can take some actions to deliver a frictionless and inclusive digital experience for everyone, including:

1. Get all your devices running Windows 11 - neither of these features are available on Windows 10 (and the clock is ticking down to 14th October!) 
2. Audit your current device estate to identify which accessibility features are enabled, and which require additional downloads or configuration to fully on-board.
3. Push local language packs to all devices using your device management solution, ensuring features like Live Captions and Voice Access work out-of-the-box.
4. Raise awareness through internal communications, training, and onboarding, so users know these features exist and how to use them.
5. Monitor usage and feedback to identify further barriers or points of friction and opportunities for improvement. 

Accessibility should not be an afterthought or an 'opt-in' extra. By leveraging built-in features and deploying them proactively, organisations can take meaningful steps toward a truly inclusive workplace; one where everyone can participate fully, without friction. Let’s move beyond adaptation and make accessibility a default, not a request. 

Need additional support? 

OneAdvanced's relationship with Microsoft goes back over 30 years, over which our Modern Workplace experts have helped numerous organisations digitally transform and embrace a better way of working. Get in touch with our team today to see how we can help!