Blog post by Vera Bonvalot, Vice president of the Brain Injured People and Families – European Confederation (BIF).
When we talk about accessibility, what usually comes to mind is the removal of physical barriers, such as ramps and elevators, or adaptations for people with visual or hearing impairments, like audio description and sign language.
But what about accessibility for persons with cognitive and mental disabilities? How can we make communication more inclusive for those who don’t process information at the same speed as most, have difficulty concentrating for long periods of time, or remember recent information?
In conferences, in large meetings, or online gatherings that last more than 10 minutes, there are simple strategies and practices that can greatly enhance accessibility for people with cognitive difficulties that can make communication more accessible for everyone:
- Introducing yourself at the beginning:
Briefly explaining who you are, what you´re going to talk about , and the purpose your presentation. This will help the audience orient themselves and mentally prepare for the content. - Speaking slowly and clearly:
Articulating words well to ensure that everyone can follow the discussion. - Using simple language:
Avoid complex technical terms or jargon acronyms and use short, direct sentences. - Breaking content into smaller sections:
Covering one topic at a time helps with retention and comprehension. - Always list or tell what you want to communicate:
For example, “I will tell you 3 stories that show what I explained now”; “Today I’m going to tell you about the 10 easiest communication practices for a more effective communication”. - Pausing every 10 minutes:
To summarise what has been said, reinforcing the key points. - Never take too long to speak:
10 minutes is ideal, more than 20 minutes is too long. - As an alternative to speaking for a long time, alternate your speech with that of another speaker to attract attention or play a video or take a moment to pause for questions or share practical cases
- Summarise at the end:
By recapping the main points and highlighting the key takeaways. - Using practical examples whenever possible:
To illustrate the content, making it easier to understand and apply. - Creating opportunities for questions:
Encouraging interaction and allow participants to ask for clarification if needed. - Including visual aids:
Graphics, slides, online quizz and diagrams can reinforce the message and help those who process information better visually. - Providing supporting materials in advance:
Sending a summary or preparatory material beforehand can help participants familiarize themselves with the content before the presentation. - Using captions or real-time transcription:
Especially in online meetings, to ensure that everyone can follow along with what is being said. - Allowing regular breaks for questions:
Offering moments for clarification throughout the presentation to avoid cognitive overload. - Creating a welcoming and supportive environment:
Encourage participants to feel comfortable asking for clarification or repeating Providing clear time signals: Informing participants about the remaining time for each section so they can mentally organize themselves. - Minimising distractions:
In online meetings, encourage people to turn off their cameras and microphones when they are not speaking to reduce unnecessary visual and auditory stimuli. - At the beginning of each item or meeting, explain what will be talked about and why, and state the rules of the meeting. If there is time for questions, when and how, if they can write or sign up for those who want to speak, how, etc.
- At the end of the meeting, summarise what has been said, the purpose of the meeting, whether more data or additional information can be obtained and how. Provide your contact details and availability for further clarification.