What is disability inclusion in the workplace?

Disability inclusion means creating systems and spaces that work for people with varied access needs, including apparent and non-apparent disabilities. Effective inclusion builds flexibility into work processes from the start, rather than waiting for individual requests. This includes digital accessibility, such as captions on video calls, and physical options like adjustable lighting and quiet spaces. Making these elements standard practice allows employees to focus on work.

Practical outcomes of this approach include:

• Retaining employees with critical skills and knowledge
• Accessing qualified candidates you might otherwise screen out
• Reducing time spent on workarounds that slow productivity
• Enabling different communication and work styles
• Creating systems that function more efficiently for everyone

Related: What is a culture of gratitude?

How to create a more inclusive environment

Here are several ways you can use to create a more inclusive work environment:

1. Build ongoing learning into your culture

Leadership establishes the standard for how your organisation approaches access needs. Integrate ongoing learning into team operations, rather than relying on one-time pass/fail training. It’s normal for managers and employees to encounter new situations and challenges. Create space for questions, clarify where to find access requirement information, and establish a culture of continuous learning.

Focus on practical knowledge: understand how your systems work, identify potential barriers and explore available support resources. The goal isn’t knowing every diagnosis or terminology, but building a collective understanding over time. This helps everyone identify and address barriers as they arise.

2. Review workplace infrastructure

Infrastructure, both physical and digital, directly affects whether any employee can work effectively. Evaluate your current setup for barriers that could reduce productivity.

Physical considerations:

• Width of entryways and pathways
• Height-adjustable desks and varied seating options
• Lever-style door handles
• Accessible restrooms 
• Cable routing and accessible power outlet positioning
• Adjustable lighting controls or options

Digital considerations:

• Software  compatibility with assistive technologies
• Access to tools that support different work styles
• Adequate colour contrast in templates and platforms
• Systems that offer flexible input methods (e.g., keyboard, voice, touch)
• Captions and transcripts for video content

Infrastructure improvements support all employees as their needs evolve over time, not just those who currently identify as having a disability.

3. Examine workplace processes and role requirements

People’s needs change over time due to current or temporary disability or life circumstances. Flexible processes and role requirements support all employees. For example, can equipment be moved with staff assistance, or can schedules be adjusted to accommodate appointments or transportation issues? These flexibilities that support employees with disabilities also support your entire team over time, retaining institutional knowledge that’s difficult to replace.

4. Use inclusive language

Language around disability evolves, and preferences vary. Some prefer person-first language, like ‘person with a disability’. Others prefer identity-first language, like ‘disabled person’, seeing it as a source of Disability Pride. When known, follow the person’s preference. If you’re unsure, default to person-first or simply ask.

Avoid offensive terms implying limitation or tragedy. For example, use ‘wheelchair user’, not ‘wheelchair-bound’. Use ‘has’ or ‘lives with’, not ‘suffers from’. Instead of using othering terms like ‘special needs’, be specific about actual requirements. Having access needs is normal and part of the human experience. Use clear, straightforward language in all communications.

The goal is clarity and respect, not perfection. If you use language someone finds unhelpful, they’ll typically tell you. Listening and adjusting is more valuable than avoiding all risk of mistakes.

Related: 5 ways to build an inclusive workplace

5. Review the recruiting process

Your recruiting process may screen out qualified candidates before you ever review their applications. Review each stage of the recruiting process to identify potential barriers. For example, are job descriptions listing requirements that aren’t actually essential to the role? Are application forms compatible with screen readers?

You can make your process accessible by default by:

• Posting job openings in formats that work with assistive technologies, such as accessible PDFs, web forms with proper structure
• Building online application systems that support keyboard navigation and ensure compatibility with screen readers
• Writing job descriptions that focus on actual role requirements rather than assumptions about how work gets done
• Providing multiple ways to apply (e.g., online form, email, document upload)
• Stating clearly what flexibility exists in the role (e.g., remote work options, schedule adjustments, equipment provisions)
• Connecting with organisations that specialize in skills development and employment for people with disabilities to reach qualified candidates directly

When your recruiting systems work for people with varied access needs, you receive applications from a broader range of qualified candidates.

6. Review the interview process

Improving interview processes removes unnecessary barriers, allowing you to accurately assess all candidate skills. Communicate the interview format in advance, including its structure, duration, location or platform, and whether there will be tests or tasks. This information allows all candidates to prepare effectively and request any necessary access support.

Review your interview setup:

• Ensure interview locations are physically accessible and provide wayfinding information in advance.
• Provide interview questions or topics in advance whenever possible. This benefits all candidates, not just those with disabilities.
• Offer flexibility in interview format (e.g., video, phone, in person) based on role requirements.
• Focus your questions on how candidates would approach the work, rather than making assumptions about their capacity.
• Respond to access requests promptly and matter-of-factly, such as requests for extra time for assessments, sign language interpreters and alternative question formats.

When you focus on candidates’ skills and how they relate to actual role requirements, both you and the candidate gain a clearer understanding of the fit. This approach surfaces the right talent rather than screening people out based on irrelevant factors.

7. Build in regular review and adjustment

Organisations that maintain accessible workplaces review their systems and processes for accessibility before implementation and establish clear channels for employees to report any barriers that may have been missed. They establish who handles access-related questions and how issues get resolved.

Tracking changes and their impact provides useful data, showing that addressing access needs improves productivity and retention, and demonstrates clear business value.

Related: Disability at work: an overview for employers

Implementing these approaches

When you remove workplace barriers that exclude people with disabilities, you gain access to skilled employees your business needs. Organisations that succeed in disability inclusion treat accessibility as an ongoing operational consideration, not a compliance checklist or one-time initiative. The result is retaining critical skills and knowledge that would otherwise be lost to preventable barriers.