How to make your workplace accessible

Disability is wide-ranging and comes in many forms. We acknowledge that the language around disability is evolving and there is active debate in the community and different preferences about ways to describe disability. We acknowledge the importance of having conversations with individuals about their preferred language and not making assumptions. It is critical to respect individual preferences.

Some people prefer to be referred to as a 'person with disability' and others prefer 'disabled person'. Others prefer the use of language such as 'diverse abilities' rather than disability. The language used on this website is not intended to indicate a particular preference and we do not intend to exclude anyone on the basis that their preference differs to the style used. We welcome feedback on the language of disability.

It's important to ensure your workplace, equipment and work materials are physically accessible to all staff, and that your workplace fosters a culture of diversity and inclusion to ensure equal opportunities for workforce participation.

With around 1 in 5 Queenslanders living with disability, you may not realise that some of your current employees or co-workers have an undisclosed disability. Trauma, illness, age, or other reasons can also change the disability status of employees. Invisible experiences of disability can include physical, mental and neurological disabilities. For example, psychosocial disability or chronic pain can be invisible to others so it is important to provide all employees the opportunity to access adjustments so they can be well supported in their role.

Making your workplace inclusive and accessible may be simpler than you expect. If you do need help or advice, there is plenty of support available.

Training: Disability awareness

There are many online training resources available to learn about disability and inclusion.

The Queensland Government's 50-minute course, My role: Disability inclusion champion, covers:

  • experiences of disability
  • barriers to inclusion
  • examples of inclusion in action
  • what you can do to remove barriers and champion inclusion.

There is also a 1.5 to 2-hour Introduction to disability awareness course available free online, which allows you to download a certificate of completion.

The free online Disability Friendly Business Basics courses help sole traders and small businesses provide accessible and inclusive services for all customers.

Common workplace adjustments

In the workplace, employers are legally required to make reasonable adjustments for people with disability when needed. To find out more, view the video on understanding your legal responsibilities.

An employee with disability may only need minor adjustments, and these may be simple and inexpensive. Others may need more extensive modifications to their work environment. Everyone is different; the most important thing is to ask the person.

Ensure all staff are aware of the accessibility features of your workplace, such as the locations of accessible parking and toilets, ramp/lift access, and workplace adjustments that can be made.

Remember: inclusive and accessible workplaces benefit all staff, not just those with disability – for example, many workers want more flexibility in how, where and when they perform their role. Find out how to implement flexible work arrangements.

People who are neurodivergent

As the name suggests, neurodivergence means that not everyone is the same and so their needs will be different as well. Common adjustments may include:

  • altering the work environment – for example, providing a quiet room or noise-cancelling headphones to reduce noise, or using screen filters or changing workplace lighting to adjust visual input
  • redesigning work tasks to suit the employee's strengths
  • using flexible work arrangements – find out more about creating a flexible work environment for people with disability
  • providing more explicit training and logical, step-by-step instructions
  • using time-management or workflow-management apps and reminders.

Ask the person what their requirements are so you can create a suitable work environment. Contact Autism Queensland to find out more about employing people who are neurodivergent under their EmployABLE, Neurodiversity Works and EmployREADY programs.

Video: Robbie's story

'I think it's important not just to have an inclusive workplace, but also an accessible workplace – where there's an understanding of everybody's needs, and people feel able to ask for those needs, and to have those needs met, so that they're able to show up to work and be their true selves and have the opportunity to demonstrate the skills that they have.'

– Nina, Autism Queensland

  • [Description]

    Adrienne is sitting with Robert, a co-worker with autism, at her desk. They are in front of the computer, working together. An on-screen graphic appears: 'Adrienne, Autism Queensland'. The shot cuts to Adrienne sitting in an interview-style set up, in an office boardroom.

    [Adrienne]

    Autism Queensland are the peak body for autism in the state, and also Queensland's most experienced provider of services for people across a life span of living with autism.

    [Description]

    Robert and Adrienne continue to work together, pointing and referencing the computer screens in front of them. They are smiling and laughing. The shot cuts to Nina sitting in an interview-style set up, in an office boardroom.

    [Nina]

    The EmployABLE program is a grant-funded program. It's ILC funded, so information linkages and capacity building. It looks to support autistic adults into employment.

    [Description]

    Nina sits an office desk, writing in a journal and then scrolling on her laptop.

    [Nina]

    It's a specialist service, so really having advisors that have a really good understanding of autism and are able to support and guide our participant with their job search, and also coming from a very strength-based approach.

    [Description]

    Robert is walking down a path surrounded by trees and shrubs, smiling. He passes a sign out the front of a building that reads 'Autism Queensland'.

    [Adrienne]

    Robbie is my direct report. I’m his manager, and work very, very closely with him. I think it's really important, as with all staff here, that he's well supported and I really want to see him succeed.

    [Description]

    Robert sits at his desk working on his computer, whilst Adrienne stands behind him providing guidance.

    [Adrienne]

    Learning to communicate clearly and succinctly with Robbie will help in all aspects of dealing with anybody. So if anything, he's taught me a lot.

    [Description]

    Robert is sitting at his desk, in front of a computer. He is typing on his keyboard. He puts on a headset and joins a zoom call. The other participants of the call, including Nina, are on his screen.

    [Nina]

    I think it's important not just to have an inclusive workplace, but also an accessible workplace. And the two aren't necessarily mutually exclusive. And so I think having a workplace where there's an understanding of everybody's needs, and people feel able to ask for those needs, and to have those needs met, so that they're able to show up to work and be their true selves and have the opportunity to demonstrate the skills that they have.

    [Description]

    Robert is compiling information packs, putting pamphlets, flyers and other information leaflets into a series of colour-coded plastic document sleeves.

    [Nina]

    I think there's a huge misconception with employers that it's going to be really costly or time consuming to put some basic accommodations in place. And to be honest, it’s not rocket science. It's about communicating with the individual. It's finding out what the support needs are.

    [Description]

    Adrienne and Nina sitting in a meeting room, having a discussion. There is a laptop in front of Nina, which they gesture towards, and a notepad and pen in front of Adrienne. Nina pointing to her laptop screen. Adrienne gesturing while speaking.

    [Nina]

    Nine times out of ten, it actually supports the entire team. It's not just for that individual. If you get the right job fit, and you create support networks around the individual, then you're going to have a really good outcome for everybody.

    [Description]

    Robert and a group of co-workers sit together around a table, sharing morning tea. They are laughing and talking with each other. A Queensland Government logo graphic appears, with text and URL underneath it. This reads: For more information visit qld.gov.au/qld-disability-plan.

People with mental health conditions

Employees may experience temporary or situational mental health challenges – for example, work stress, bullying, or personal relationship breakdown. Employees may also be recently diagnosed with a mental health condition or living with a long-term mental health condition. Take the time to discuss with the employee what their needs are.

Common adjustments include:

  • altering the employee’s work environment to be more quiet and private
  • using flexible work arrangements such as reduced hours, variable start and finish times, and the option to work from home
  • changing or sharing responsibilities or tasks, especially to reduce social interactions, such as providing administrative duties rather than telephone or face-to-face contact with customers
  • implementing strategies to help with memory and organisation, such as using visual prompts (e.g. diagrams, colour coding, labelling), additional planning time and documents, and reminders
  • offering personal support, mentoring, and access to external support services.

More information and resources are available from:

Training: Supporting mental health in the workforce

The Supporting mental health in the workforce micro-credential helps you understand and identify potential signs of mental health challenges at work. You will learn how to support employees' mental health, make appropriate workplace adjustments and remove stigma.

Topics covered

  • Understanding mental health
  • Workforce management strategies
  • Team and culture
  • Training and support

This course was developed as part of the Back to Work program. There are a range of short courses available to support small business employers to create diverse and inclusive workplaces.

People with physical or sensory disability

People with physical and sensory disability may have very different needs. A range of adjustments for an employee with physical or sensory disability may include:

  • flexibility in working hours, such as working part-time or starting and finishing later
  • allowing work from home, or another location, one or more days per week – find out more about creating a flexible work environment for people with disability
  • moving furniture, widening doorways, or providing a ramp
  • redistributing some minor duties
  • purchasing or modifying equipment, such as text-to-audio software for someone with vision impairment, an amplified phone for a person who is hard of hearing, or a digital recorder to help someone take notes.

Ask the person what their requirements are so you can create a suitable work environment. The employee is often a good source of information about purchasing specialised equipment or accessing support services. If they would like assistance with this, an occupational therapist can be arranged at no cost through JobAccess. Find out more about available support and getting your workplace ready.

If equipment or physical changes are required, funding of up to $30,000 may be available from the Australian Government. Learn more about funding for workplace changes.

Video: Jess's story

Jess is a Local Area Coordinator. She uses a number of workplace accommodations to carry out her role, such as:

  • assistive touch on her phone
  • her cane, tactile carpet tape and Braille signage to guide her through the workplace
  • JAWS, a screen reading program that converts onscreen text into speech
  • support from admin staff to process client paperwork.

  • [Description]

    Jess is walking down a path in a park with her mobility cane. An on-screen graphic appears; 'Jessica, Carers Queensland'. There is a big pine tree, with the sun shining through the branches.

    [Jess Kendall]

    So I was born three and a half months early, and I was given oxygen, which was wonderful, but they gave too much. And it gradually detached the retinas. So I had a little bit of mobility vision until I was about three years old. But I have no memory of that. It's called retrolental fibroplasia.

    [Description]

    Jess is sitting in an interview-style set up, in an office boardroom.

    [Jess Kendall]

    I’m a Local Area Coordinator for Carers Queensland, and my role involves assisting people to navigate the NDIS access process, helping them utilise their NDIS funding and linking them with other community supports and services where required.

    [Description]

    Jess walking on a sidewalk next to a road. There is a close up shot on the NDIS and Carers QLD Building signage. The shot cuts to Jess sitting at her desk in her office cubical. She is typing on her laptop. Her mobility cane is folded on the desk next to her.

    [Jess Kendall]

    There's a lot of phone calls, case notes, data entry, a lot of communicating with people face to face as well. There's a number of things that help me do my job here at Carers Queensland.

    [Description]

    Jess is wearing headphones, making a phone call using assistive touch on her phone. The shot cuts to her typing on her laptop, and then walking through the office, using her cane to guide her. She sits down at a table to have a conversation with a co-worker.

    [Jess Kendall]

    Physically, there's the tactile type which enables me to get around independently. JAWS, which is a screen reading program which converts what's on screen into speech so I can read and type and compile case notes, etc.

    [Description]

    There are close up shots of yellow and black tactile tape on the office carpet. The shot cuts to Jess sitting at her office desk, earphones in, and typing on her laptop.

    [Jess Kendall]

    And then the admin staff also assist me with processing paperwork for clients as well.

    [Description]

    Jess sitting in a board room with a co-worker, and some paperwork on the table. There is a closeup shot on the paperwork, which reach ‘NDIS Access Request Form’. Jess and the co-worker laugh together.

    [Jess Kendall]

    When I was searching for work, there was some confusion or lack of experience from employers as to how they would accommodate someone with a visual impairment. So they worried about, you know, is it going to cost a lot to get the software on the system or am I going to take more time to do the job, that sort of thing.

    [Description]

    A series of shots. There is a closeup of Braille on a toilet sign. A poster about gratitude that reads ‘Gratitude in advance is the most powerful creative force in the Universe’. The words ‘Integrity’ and ‘Adaptability’ in cut out letters are pinned up on the office wall.

    [Jess Kendall]

    People want to be hired on merit. If you're going to hire an employee with a disability, make sure that you're hiring them because they can do the job and they're a good fit for your team or your office, whatever your program or your project is. They don't want it to be a tokenistic thing. Take that into account for everyone, whether they have a disability or not.

    [Description]

    A certificate awarded to Jess for Value of Adaptability is pinned to her cubicle wall. The shot cuts to a paper tree on an office wall, with photographs of people who work in the office attached to the branches of the tree. There is a close up shot of Jess’ photo.

    [Jess Kendall]

    I know that I'm valued by my colleagues, and I value them, and we value each other as a team.

    [Description]

    A poster reading 'Respect, Adaptability, Empowerment, Diversity, Integrity' is taped to a wall. The shot cuts to Jess having lunch in the office break room with two co-workers.

    [Jess Kendall]

    Keep trying, and never give up because it might take a while, but you'll find the sort of job you are looking for. And if you don't find it, you can create it.

    [Description]

    Jess is walking along park pathway, using her mobility cane. There is another tree with sun shining through the branches. Jess sits on a bench with her cane folded on her lap, enjoying the sunshine. A Queensland Government logo graphic appears, with text and URL underneath it. This reads: For more information visit qld.gov.au/qld-disability-plan.

Website and document accessibility

For staff and customers with vision impairment, it is important that they are able to access key information using assistive technologies such as screen-reading software.

If you are unsure where to start, Vision Australia provides auditing services to help you ensure your business documents and online content are accessible to blind or low-vision users.

Use the following tips when designing your documents or websites.

Document design tips

  • Tables
    Avoid tables in documents where possible. If required, ensure columns and rows are labelled correctly and programmed to be read in a logical order. Avoid using split cells as they can cause confusion about reading order.
  • Text styles
    Ensure all text has the correct styles applied – title, body text, caption, heading 1, heading 2, etc. – rather than manually adjusting the text size, font or colour to denote headings. Nest headings correctly using an appropriate hierarchy (for example, all major headings should be heading 1). It can be a good idea to develop business templates with locked text styles so anyone creating a document uses consistent, pre-defined styles and formatting.
  • Labelling and alt-text (alternative text)
    All document elements should have the appropriate labels and metadata tags applied. Images such as photos, illustrations, graphs, diagrams, flow charts, etc. should all have descriptive alt-text explaining what the image shows.
  • Colour contrast
    Ensure enough contrast between a background colours and text colours. Use the colour contrast checker to make sure your choices work. To cater for readers who are colour-blind, design graphs using pattern or gradient rather than colour.

Website design tips

  • Accessibility guidelines
    Ensure your website provides information in multiple formats and complies with contemporary accessibility guidelines. Information should be readable by screen-reading software. Many content management systems have inbuilt accessibility features.
  • Videos
    Ensure you include a transcript for all videos. Embedded captions can also be helpful, especially for social media.
  • Link labelling
    Avoid linking words such as 'click here'. Instead, place the link on meaningful words that describe the content being linked to.
  • Avoid PDFs
    Web content tends to be more accessible than documents such as PDFs, even when those PDFs are made accessible. If a PDF is required, you could publish a summary on the website along with contact details in case users are unable to access the document.

Video: Brendon's story

Brendon is a disability advocate who is legally blind. He uses his expertise in assistive technology such as screen readers and Braille displays to teach organisations how to improve their document accessibility.

'I think the main barrier is the not knowing, and people being really scared about really wanting to hire somebody who is blind and not actually understanding that technology exists, and technology is available ... I can also give back to organisations that actually do want to be inclusive, hopefully increasing their employment of people who are blind.'

  • [Description]

    Brendon is walking down a sidewalk with his mobility cane. He is holding a navigational device in his right hand, which he stops to use. An on-screen graphic appears: 'Brendon, Disability Advocate'.

    [Brendon Donohue]

    I've been blind since birth, and I have glaucoma and Peters anomaly, and those two conditions combined to create legal blindness.

    [Description]

    Brendon is sitting in an interview-style set up, in a home office space.

    [Brendon Donohue]

    Basically I have a little bit of colour and shadows, but that's about it.

    [Description]

    Brendon is pouring hot water from an accessibly designed kettle into a glass mug. He answers a phone call in his kitchen.

    [Brendon Donohue]

    The stats or the numbers say between 50% and 70% people who are blind are unemployed or are underemployed based on the general population.

    [Description]

    Brendon is unlocking his phone using assistive touch. He is wearing headphones.

    [Brendon Donohue]

    I think the main barrier is the not knowing, and people being really scared about really wanting to hire somebody who is blind and not actually understanding that technology exists, and technology is available.

    [Audio description]

    An Electronic Brailler is shown on a desk. Brendon is sitting on a bed, talking to his phone and using assistive touch to send messages to people.

    [Brendon Donohue]

    And not knowing that these systems like Job Access have been set up by governments to have people with disability succeed.

    [Description]

    He is sitting having coffee with a woman at an outdoor cafe, with trees around the tables. They are having a conversation. Brendon is laughing.

    [Brendon Donohue]

    I go into organisations, and teach organisations that are unaware about how to make a document accessible to a person who is blind, that can be read with assistive technology like screen readers and Braille displays.

    [Description]

    Brendon is using a laptop with a document open titled 'The Totally Blind Accessibility Formatting Workshop Guide'. Brendon’s reads the Braille on his laptop with his finger. He smiles as he works.

    [Brendon Donohue]

    I can get an income, but I can also give back to organisations that actually do want to be inclusive, hopefully increasing their employment of people who are blind.

    [Description]

    On the wall there is a map of the world titled 'World at Your Fingers' with countries labelled in Braille. There is a close-up of shot of Australia on the map.

    [Brendon Donohue]

    Organisations that do not have lived experience or people with disability are really missing out on different views, different understandings, and being able to think in different ways.

    [Description]

    Brendon is walking with the woman from the coffee shop, using her arm as a guide. He talks on his mobile phone as they walk. A Queensland Government logo graphic appears, with text and URL underneath it. This reads: For more information visit qld.gov.au/qld-disability-plan.

Managing employees with disability

Supporting employee wellbeing

  • As you would with all other employees, schedule time to check in regularly with employees with disability.
  • Ask whether their needs are being met or if their circumstances have changed and adjustments are required.
  • Ask what they need to function at their best and form relationships, so these discussions are easier and more likely to happen.
  • Ensure they are supported to do their job and development opportunities are equitable.
  • Value and support their perspectives and perhaps they can assist you to tap into new markets, customers, and clients.
  • Ensure social activities are inclusive and accessible.
  • Promote psychological safety in the workplace by working together to proactively minimise psychosocial hazards to create healthy work environments and cultures. Mentally healthy workplaces are where people thrive and achieve their best.

Professional development and career progression

  • Ensure any internally run development and career progression opportunities are accessible for people with disability. Consult with people with disability to improve the accessibility of training provided.
  • Identify and champion leadership mentors to support people with aspirations for leadership roles.
  • Take steps to understand your workforce diversity and organisational profile. Involve employees with disability in identifying ways to build a culture of inclusion where employees feel supported to share information about their disability if they wish to do so.
  • Ensure you have a process for discussing improvements in the workplace within your exit interview.

Learn more about developing your disability workforce, including training, leadership and change management.

Increasing diversity on boards and committees

Research suggests that less than 1% of people serving on public entity boards or committees identify as having a disability. People with disability have valuable, first-hand knowledge and experience that could assist in making services, organisations, and communities accessible to everyone. A diversity of representation on boards and committees ensures Queensland doesn't miss out on the wealth of experience, knowledge, and innovative ideas that people with disability can contribute across the broad range of leadership and civic participation opportunities.

Read the Diversity and inclusion on boards toolkit (PDF, 1.9MB) to learn more how to increase the representation of people with disability on Queensland boards.

Inclusive business policies

To help make your workplace more inclusive and accessible, and to be able to demonstrate this to your customers and prospective employees, you may wish to implement business policies such as the following.

Develop an HR strategy

Your human resources (HR) strategy should address the needs of a range of potential employees, including those with diverse abilities, and should be championed at all levels. Get guidance from the Queensland Council of Social Service (QCOSS).

Join the Australian Network on Disability

Consider organisational membership with the Australian Network on Disability (AND) and adopt their Employment Charter for the Employment of People with Disability. AND is a not-for-profit organisation resourced by its members to advance the inclusion of people with disability as employees, customers, and suppliers.

Developing a disability action plan

Consider developing a disability action plan (DAP). A DAP details your strategy for making your workplace, products and services accessible and inclusive to people with disability. Having a DAP demonstrates that your business is proactively working to avoid discriminatory practices.

See examples of disability and accessibility action plans from a variety of organisations.

Actions you can take include:

  • consulting people with disability in the development of your DAP
  • ensuring legislation, policies and programs are consistent with national commitments under international conventions
  • considering the needs or interests of people with disability and carers
  • promoting and upholding the human rights of people with disability
  • working with your management committee or board to gain commitment to inclusion.
  • engaging an organisation from the disability sector to provide disability awareness sessions for your employees
  • identifying opportunities to employ people with disability and improving accessibility and removing barriers over time.

Find out more about developing a DAP and registering your DAP with the Australian Human Rights Commission.

On your website, you may wish to publish your disability action plan or disability inclusion plan as well as a statement about how your company is working towards creating a more inclusive and accessible workplace.

You can also learn more about Queensland's Disability Plan 2022–27, which promotes access and inclusion for all Queenslanders with disability.

Human rights and anti-discrimination

The Disability Discrimination Act 1992 (Cth) makes disability discrimination unlawful and promotes equal rights, opportunity, and access for people with disability, including mental illness. Learn more about anti-discrimination and equal opportunity.

The Australian Human Rights Commission (AHRC) administers the Disability Discrimination Act. AHRC can provide you with information about:

  • the meaning of human rights and anti-discrimination
  • disability discrimination legislation and employment
  • understanding reasonable adjustments
  • the 'inherit requirements' of a job and discrimination claims
  • privacy and disclosure
  • Commonwealth industrial law
  • occupational health and safety.

You can contact the AHRC on 1300 656 419 or TTY 1800 620 241.

You can also find resources for employers from the Queensland Human Rights Commission.

Also consider...