Posted October 16, 2025

Discover five simple yet often overlooked ways your business can become more disability-friendly—and stay legally protected at the same time. This week's newsletter breaks down easy, actionable steps for building an inclusive workplace where everyone feels welcome. Perfect for small and midsize business owners looking to boost morale, strengthen compliance, and do the right thing. Dive in and start making a real impact today!

Picture this: you've installed the ramps, updated your restrooms, and proudly displayed your Equal Opportunity Employer poster. You're thinking, "Checkmate, ADA compliance!" But here's the thing: creating a truly disability-friendly workplace is like building a house. Sure, you've got the front door covered, but what about all those hidden rooms where the real work happens?

The truth is, most business owners focus on the obvious accessibility measures while missing the subtle yet crucial steps that separate genuine inclusion from mere box-checking. These overlooked elements often determine whether your workplace becomes a place where employees with disabilities don't just survive, but absolutely thrive. And here's the kicker: they're also the gaps that can leave you legally vulnerable when you least expect it.

Let's dive into five commonly missed steps that will transform your workplace from compliant to genuinely inclusive, while keeping you on the right side of employment law.

Step 1: Test Your Technology in Edit Mode, Not Just View Mode

Most companies pat themselves on the back when their website works with screen readers, but here's where things get interesting: what happens when Sarah from accounting, who uses voice recognition software, needs to update the quarterly budget spreadsheet? Or when Marcus, who relies on keyboard navigation, has to create a presentation in your project management system?

This is the digital equivalent of having wheelchair-accessible entrances but stairs inside every office. If your technology only works with assistive devices in "view mode," you're effectively telling employees with disabilities they can consume content but can't contribute to it: and that's a recipe for both legal trouble and missed talent.

Here's your action plan: Schedule quarterly "edit mode audits" of all your digital tools. Have someone test every function: from creating documents to editing databases to participating in video calls: using common assistive technologies like JAWS, Dragon NaturallySpeaking, or even just keyboard navigation. You'll be amazed at what you discover when you dig deeper than surface-level accessibility.

The beautiful part? This step often reveals usability issues that benefit everyone, not just employees with disabilities. When your systems work smoothly for voice recognition software, they typically work better for everyone who prefers keyboard shortcuts or voice commands.

Step 2: Establish a Designated Reasonable Accommodation Coordinator

Imagine walking into a restaurant where every server gives you different information about the menu, wait times, and specials. Frustrating, right? That's exactly what happens in many workplaces when accommodation requests bounce between HR, managers, and IT without anyone clearly owning the process.

Your coordinator doesn't need to be a full-time position: in smaller companies, this role often works beautifully as an additional responsibility for someone in HR or operations. The key is having one person who becomes fluent in accommodation options, assistive technologies, and the interactive process required by law.

Make sure every employee knows how to reach this coordinator, and train them to think creatively about solutions. Sometimes the perfect accommodation is simpler than you'd expect: like allowing flexible scheduling for medical appointments or providing a quiet workspace for someone with ADHD. Other times, it might involve more complex solutions like specialized software or equipment modifications.

The magic happens when this process becomes seamless and predictable. Employees feel confident requesting what they need, managers know exactly where to direct questions, and your organization builds a reputation as a place where differences are not just tolerated, but genuinely supported.

Step 3: Implement Inclusive Emergency Preparedness Protocols

Here's a sobering thought: most emergency evacuation plans assume everyone can hear alarms, see exit signs, and quickly navigate stairs. But what happens when the fire alarm goes off and Jennifer, who is deaf, doesn't hear it? Or when the elevator shuts down and David, who uses a wheelchair, is stranded on the third floor?

Creating a designated reasonable accommodation coordinator is like having a skilled conductor for your inclusion orchestra. This person becomes your go-to expert who understands both the legal requirements and the practical solutions, ensuring every employee gets consistent, knowledgeable support.

This step goes far beyond legal compliance: it's about ensuring every member of your team can stay safe during emergencies. Start by installing visual alarms alongside auditory ones, and consider vibrating pagers for employees who might not notice either sound or light signals.

But here's where most companies stop short: evacuation chairs and emergency protocols need regular practice, not just annual fire drills. Designate and train specific team members to assist colleagues with mobility disabilities, and make sure these helpers know the plan inside and out. 

Create buddy systems that feel natural and supportive rather than singling anyone out.

The often-overlooked gem in this process? Involve employees with disabilities in your emergency planning discussions. They'll spot potential barriers you never considered and often suggest brilliant solutions that improve safety for everyone. It's like having expert consultants right in your office who understand the real-world challenges of emergency situations.

Remember, emergency preparedness isn't just about physical disabilities: consider employees with cognitive disabilities, anxiety disorders, or sensory processing differences who might need additional support or different evacuation procedures during high-stress situations.

Step 4: Create Disability-Focused Employee Resource Groups

Most companies have embraced Employee Resource Groups for various demographics, but disability-focused ERGs often get overlooked, and that's a missed opportunity of epic proportions. These groups become powerful feedback engines, helping you identify barriers before they become bigger problems and fostering genuine community among employees with disabilities.

Think of these ERGs as your organization's accessibility think tank. Members can provide confidential feedback about what's working, what isn't, and what accommodations might benefit multiple employees. They often spot patterns that individual accommodation requests might miss, like discovering that several employees would benefit from flexible scheduling or noise-canceling accommodations.

The beauty of disability ERGs lies in their problem-solving power. When you're wondering whether to invest in new assistive technology or redesign a workspace, you have built-in experts who can provide real-world insights. Plus, these groups often become mentoring networks where employees can share strategies, resources, and support.

Don't worry if your company is small: even informal disability support networks can provide tremendous value. Consider partnering with local disability organizations or creating virtual connections with employees from other companies to build community and share resources.

Make sure leadership actively supports these groups with budget, meeting time, and genuine attention to their recommendations. When employees see their suggestions implemented, it creates a powerful cycle of engagement and improvement.

Step 5: Audit All Documents for Disability-Inclusive Language

Here's a step that flies completely under the radar yet speaks volumes about your company culture: the language you use in every document, presentation, and communication. Most organizations focus on obvious slurs or outdated terms but miss subtler language patterns that can create unwelcoming environments.

This goes deeper than you might expect. Are your job descriptions using "disability-neutral" language that focuses on essential job functions rather than assumptions about how tasks must be completed? Does your employee handbook include clear, respectful references to disability accommodation processes? Are your training materials free from deficit-based language that portrays disabilities as problems to overcome?

Consider conducting quarterly language audits of key documents: from job postings to internal communications to client-facing materials. Look for opportunities to use "person-first" language ("employee with a disability" rather than "disabled employee") and avoid euphemisms that suggest discomfort with disability itself.

The goal isn't walking on eggshells around language: it's demonstrating authentic respect through thoughtful word choices. When your communications consistently reflect dignity and inclusion, it signals to current and prospective employees that your commitment to disability inclusion is genuine, not performative.

This step often reveals fascinating insights about company culture and values. Language shapes thinking, and thoughtful, inclusive language creates environments where all employees feel valued and respected.

Building Bridges to Lasting Inclusion

Creating a disability-friendly workplace isn't about perfection: it's about progress, partnership, and genuine commitment to seeing every employee's potential. These five overlooked steps work together like instruments in an orchestra, creating harmony between legal protection and authentic inclusion.

The beautiful truth about disability inclusion is that it rarely benefits just one group. Flexible policies help working parents. Clear communication systems support everyone. Accessible technology improves usability for all users. Emergency preparedness keeps everyone safer.

When you implement these steps thoughtfully and consistently, you're not just checking compliance boxes: you're building a workplace where innovation thrives, loyalty deepens, and your entire team feels empowered to do their best work. And in today's competitive talent market, that's not just good ethics: it's smart business.

Ready to move beyond surface-level accessibility toward genuine inclusion? These five steps provide your roadmap. The journey toward a truly inclusive workplace starts with recognizing that the most important changes often happen in the details everyone else overlooks.

Your employees: current and future: will notice the difference, and so will your bottom line.

This month, we’re helping small and midsize business owners and HR Leaders:

• Understand ADA basics and what counts as “reasonable accommodation”
• Learn how to balance business needs with employee rights
• Build systems that track accommodations (without losing your sanity or your spreadsheets)
• Foster inclusive workplaces that attract and retain diverse talent

Join us for our hands-on workshop: “ADA & Accommodations: What Every Small and Midsize Business Must Do to Stay Compliant” 🗓️ October 29, 2025, at 11 AM EST for $147.00

Click the link to reserve your seat. https://bit.ly/4q7GUIH Seats are limited!

Additionally, I have also created two resources for HR Leaders: 👉

• 👉 A list of Inclusive Workplace Resources https://bit.ly/46X9gMV
• 👉 A list of Resources for HR Leaders impacted by the Government Shutdown https://bit.ly/3IDAGiR Follow us all month for more HR strategies, insights, and real-world tools that make inclusion simple — and compliance second nature.

By April D. Halliburton, Founder & President, All-4-HR & Business Solutions🎯 HR Business Partner for Small & Midsize Business Owners | Building HR systems that actually work

~Business Can Be Like a Circus -- Don't Let HR Be the Elephant in the Room! ~