Practical steps to support disabled employees – equipment

2. Advances in Technology

Make sure they have up-to-date equipment and software. Advances in technology are constant and quick. A disabled worker may be using the same equipment for many years. Newer options may be available. Asking a disabled employee “what do you need?” tends to result in the same equipment being used time and time again.  For example, a physical impairment that affects the hands may require the use of specialist accessible keyboard a mouse.  This may help reduce movement in their hands.  The disabled employee may not be aware of other equipment and software which could further reduce wrist movement.  In this example, speech to text software, like Dragon Speaking may be the solution.  This would enable the worker to use voice commands rather than a mouse and standard keyboard meaning minimal hand movement. 

3. Providing Equipment and Software

Access to work (https://www.gov.uk/access-to-work) is government funded. It provides equipment and software for disabled workers. Access to work will conduct an assessment. They will see what challenges the disabled worker faces while conducting their work. They will suggest software and equipment that can remove these barriers. There may be a wait between assessment and delivery. During this time, talk to your employee. See what barriers they may face and see if you can change their tasks while awaiting their equipment. 

Speaking to charities such as Scope (https://www.scope.org.uk/) and the Welsh Council for the Blind (http://www.wcb-ccd.org.uk/) can be helpful. They have leaflets about assistive equipment available. Their websites are updated and include new technology. They will know what questions to ask, and can help find the most suitable equipment. They gain an understanding of the challenges a disabled worker faces. And, offer sensible solutions to overcome these challenges. 

Where possible, let the employee trial equipment for a few days so they can see what works for them. If the employee is not sure, speak to a specialist - they can help to provide information about the types of equipment, and where it can be accessed.  Additionally, some offer training to ensure users can use it for all required tasks. Many charities offer support to find the best equipment. They may be able to offer equipment for workers to try out before purchasing. Once the equipment arrives, it is useful to conduct user training. This is to ensure staff can use the equipment to its full potential. 

Companies such as Healthy Workstations (https://www.healthyworkstations.com/) offer virtual assessments. They also provide ergonomic office furniture and equipment, and have a showroom. Disabled workers can see what types of equipment are available. 

Providing Disability Equality Training to all staff members across the whole organisation can help. This can benefit managers and staff appreciate the types of assistive technologies and software available.  It will also help staff value the different needs that disabled people may have. However, it is important to never assume that equipment fixes everything.

4. Technology Barriers

Be aware of technology which can create barriers, such as intercom systems. These are often a challenge for people with hearing impairments. They cannot hear the person speaking. This can result in those with hearing impairments being left outside a building. Using video technology rather than relying on sound alone would prevent this happening. 

Those with visual impairments may struggle to read notices and posters. Using large, clear font on contrasting backgrounds such as black on white, helps the text stand out. Provide subtitles and voice over (for text) on videos and media that employees and clients may be accessing. 

5. Types of equipment

Equipment varies depending on impairment. Equipment that you can provide to support workers and clients with impairments include;

• Hearing Loops 
  • A unique sound system used by those who wear hearing aids, who can access by switching to the ‘T’ setting.
  • Helps to cut out background noises by focusing on only the sounds picked up by the loop system microphone.
  • Widely used in hospitals and supermarkets.  
• Braille Keyboard
  • A specialist keyboard which allows the user to type and enter text in Braille 
• Braille Printer
  • Printers which receive information from computers and create tactile dots on heavy paper. 
• Ergonomic Seating and Desks, 
  • Helps those with bad backs and other impairments to minimise pain and promotes good posture, comfort and movement.
  • Designed to maintain the health and efficiency of workers. 
  • Beneficial for disabled and non-disabled workers.

6. Software considerations

When developing or updating software, include assistive technologies from the outset. If developers have not considered accessibility needs the product will need a re-design. This will cause lengthy delays. The Shaw Trust (https://www.shawtrust.org.uk/) offers a service that tests software and websites and provides advice on making them accessible. 

Those with visual impairments may use software, such as JAWS. JAWS is a screen reader that runs on Windows computers. JAWS allows vision impaired users to read the screen. This is either with text-to-speech output or by refreshable Braille display. It works across various HTML pages, such as websites and web-based applications.

Dragon speech recognition is software that translates spoken words into written ones. Users control their computers by speech using single voice commands via a microphone. 

The right equipment and software means a disabled worker can carry out their duties to the same level as a non-disabled worker, bringing benefits to the workplace.