Universal Workplace Adjustments: Seven Essential Changes That Benefit Everyone

Creating truly inclusive workplaces requires moving beyond individual accommodations to implementing universal adjustments that enhance the experience for all employees. These proactive changes eliminate barriers before they become obstacles, creating environments where everyone can perform their best work.

The most effective workplace adjustments are those that benefit the broadest range of people while addressing specific accessibility needs. By implementing these seven universal changes, organizations can create more inclusive, productive, and comfortable environments for their entire workforce.

Prioritize Sans Serif Fonts for Universal Readability

While Comic Sans has gained recognition as an accessible font, numerous professional alternatives exist within the Sans Serif family. These fonts lack the decorative flourishes of Serif fonts, making them easier to read for individuals with dyslexia, visual processing differences, and reading difficulties.

Sans Serif fonts more closely mirror handwriting patterns and reduce the likelihood of letters appearing to blur together. When selecting fonts, prioritize legibility and spacing while avoiding thin-weight and narrow-width options that can strain readability.

Best Practices: - Use size 12 for document body text - Apply size 18 for headings and presentations - Avoid italics and underlining, which reduce readability - Emphasize important text with bold formatting and clear heading structures

Move Beyond Basic Black and White

While black text on white backgrounds meets WCAG compliance standards, this high contrast can cause visual stress and eye strain for many users. The widespread adoption of dark mode across digital platforms reflects growing awareness of this issue.

Implement color schemes using light and dark versions of the same color family—such as dark blue text on light blue backgrounds. This approach maintains readability while reducing visual stress and creating more comfortable viewing experiences.

Implementation Tips: - Use WCAG-compliant contrast checkers to verify accessibility - Test color combinations across different devices and lighting conditions - Provide both light and dark mode options when possible

Normalize Subtitle Usage in All Communications

The rise of streaming services has inadvertently decreased audio quality in many contexts, leading to increased subtitle usage across all demographics. Many people now rely on captions not due to hearing impairments but because of poor audio quality, background noise, or processing preferences.

Enable closed captioning as the default setting in all meetings and video communications. This proactive approach eliminates the need for individuals to request accommodations while benefiting participants who process information better through multiple channels.

Eliminate Meeting Anxiety Through Preparation

Unexpected meeting invitations create anxiety for most employees, regardless of their role or seniority. The simple practice of providing clear meeting titles and advance agendas transforms potentially stressful situations into productive collaborations.

Meeting agenda distribution represents the most frequently requested workplace adjustment, indicating its universal value. This practice benefits individuals with anxiety, autism, ADHD, and anyone who performs better with preparation time.

Agenda Best Practices: - Include clear meeting objectives and expected outcomes - Distribute materials at least 24 hours in advance - Specify meeting duration and participant roles - Provide relevant background information or pre-reading materials

Enhance Communication Quality for All

Many technologies now considered mainstream originated as assistive technologies, including text messaging and GPS navigation. Spelling and grammar checking tools follow this pattern, benefiting users across all ability levels.

While free spelling and grammar checkers provide basic support, premium versions offer enhanced functionality that improves communication quality and reduces proofreading time for entire teams.

Providing organization-wide access to advanced writing tools demonstrates commitment to communication excellence while supporting employees with dyslexia, language processing differences, and non-native speakers.

Implement Flexibility Without Requiring Requests

The Flexible Working Bill, effective April 6th, 2024, grants employees the legal right to request flexible working arrangements from their first day. However, progressive organizations are moving beyond request-based systems to offer flexibility as a standard benefit.

Most employees benefit from flexible working arrangements, whether for medical appointments, family responsibilities, or personal productivity optimization. Rather than requiring individual requests, establish clear flexible working policies that outline expectations while trusting employees to make appropriate decisions.

Flexible Working Elements: - Variable start and end times - Remote work options - Compressed work weeks - Job sharing arrangements - Flexible break schedules

Create Environments That Welcome Everyone

Accessible design benefits far more people than those with permanent disabilities. Pregnant individuals, people with temporary injuries, older adults, and anyone carrying heavy items benefit from accessible features like ramps, automatic doors, and clear signage.

Comprehensive accessibility extends beyond physical modifications to include considerations for hidden disabilities and neurodiversity. This includes lighting options, quiet spaces, clear wayfinding, and sensory-friendly environments.

Universal Design Principles: - Multiple ways to access and navigate spaces - Clear, consistent signage and wayfinding - Varied lighting options and quiet zones - Flexible furniture arrangements - Technology integration for different communication needs

Start with Assessment Evaluate current practices across all seven areas, identifying quick wins and longer-term improvement opportunities.

Engage Employees Gather input from diverse team members about which adjustments would most benefit their work experience.

Pilot and Iterate Implement changes gradually, collecting feedback and refining approaches based on real-world usage.

Measure Impact Track both utilization and satisfaction metrics to demonstrate the value of universal adjustments.

Universal workplace adjustments represent a fundamental shift from reactive accommodation to proactive inclusion. By implementing these seven changes, organizations create environments where all employees can thrive without needing to request special consideration.

These adjustments often cost little to implement but deliver significant returns through improved employee satisfaction, reduced turnover, and enhanced productivity. Most importantly, they signal organizational commitment to creating truly inclusive workplaces where everyone can contribute their best work.

Ready to transform your workplace through universal design? These evidence-based adjustments provide a roadmap for creating more inclusive, productive, and welcoming environments for all employees.