How to run accessible online meetings - AbilityNet Live event, April 2020
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This session will focus on the key things to think about to ensure that disabled people can access and participate in online meetings, including university learning platforms. It will include top tips for various platforms, including Microsoft Teams and Zoom. It will be of interest to anyone who hosts meetings in a business, charity or university setting. It will feature automatic live captions. It will be recorded and shared with anyone who registers. Panelists include: Robin Christopherson, AbilityNet Adam Tweed, AbilityNet Ghizzie Dunlop, UWE Michael Vermeesch, Microsoft Alistair McNaught, McNaught Consulting
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How to run accessible online meetings - AbilityNet Live event, April 2020
- 1. How to Run an Accessible Online Meeting How to run an accessible online meeting 8 April 2020
- 2. How to Run an Accessible Online Meeting • Adam Tweed, AbilityNet • Ghizzi Dunlop, UWE • Michael Vermeersch, Microsoft • Robin Christopherson, AbilityNet Welcome
- 3. How to Run an Accessible Online Meeting AbilityNet meetings and webinars • Zoom, Microsoft Teams, Slack • Accessible front end • Accessible back end • Captions in Powerpoint or Teams • Shared slides beforehand • Recordings on YouTube • Transcripts
- 4. How to Run an Accessible Online Meeting How to run an accessible online meeting Running order • AbilityNet Meetings and Webinars • Culture and Kit • Advantages and Drawbacks of Online Meetings • Microsoft Teams and Accessibility • Question and Answersc <<< please use Q and A box NOT the chat box
- 5. How to Run an Accessible Online Meeting It is possible to run secure events on Zoom • www//zoom.us/security Tech Radar • www.techradar.com/news/microsoft-teams-doubles-down-on-security-advice Which? • www.which.co.uk/news/2020/04/video-calling-are-houseparty-and-zoom-safe-to-use/ USA Today • eu.usatoday.com/story/tech/2020/04/02/how-to-keep-zoombombing-hackers-away-zoom-safety- tips/5113080002/ Secure online meetings and Zoom 5
- 6. How to Run an Accessible Online Meeting Culture and Kit Culture ‘people’ Kit ‘tech’
- 7. How to Run an Accessible Online Meeting Culture: What do we need to think about? • Don’t be afraid to make mistakes • Create a culture of (polite) correction • Ask your audience what they need • Manage expectations • Provide content in advance
- 8. How to Run an Accessible Online Meeting Kit: What do we need to think about? • Use captions - built into Teams, PowerPoint, Hangouts • Use video cameras • Use a headset (use mute too!) • Consider tools to enable participation and engagement in different formats • Chat • Polls • Question and Answer
- 9. How to Run an Accessible Online Meeting A digital world, accessible to all “The power of the Web is in its universality. Access by everyone regardless of disability is an essential aspect.” Tim Berners-Lee, inventor of the Web, in the 1990s
- 10. How to Run an Accessible Online Meeting Benefits of online meetings • Equal access to speak, voice, question • Asynchronicity • Agility • Captions • Recording for review • Accessible platforms / tools • Inclusive practice • Video close up of faces as speaking • Flipped • Audio quality • Audio and interactions poor quality
- 11. How to Run an Accessible Online Meeting Drawbacks of online meetings • Technology inequality • Digital Skills • AT Compatibility – platform / tools • Time • Inaccessible content • Screen real estate too busy
- 12. How to Run an Accessible Online Meeting 3 P’s Plan, Present, Post • Agenda, lesson plan, rules of engagement • No risk practice session 1st • Focus on the audio quality in/out • Try to set up with your face well lit • Hide clutter and blur background • Use the notes in PPT • Use accessible documents • Keep slides simple • Buddy up • Have a back up plan • Ask participants for input • Record the session
- 13. Understand more with Immersive Reader Highlight text to improve understanding and memory Use Read Aloud on-the-go or to confirm correct pronunciations Look up definitions inline as you read. No dictionary needed
- 14. Use live captions to help engage everyone during the meeting Capture all meeting content into searchable transcripts for after Make every meeting a good read
- 15. Stay sharp during the meeting Prevent unplanned interruptions while presenting Focus on the presenter while blurring the background Control your surroundings by choosing your background setting
- 16. Simply select 'Check Accessibility' under the 'Review' tab to get started Now with the ability to be ‘always on’ and easily discoverable in Word, Excel, PowerPoint, OneNote, Outlook, and Visio
- 18. Resources or how to find all this back? On Inclusive Remote Working: https://blogs.microsoft.com/accessibility/inclusiv e-remote-working/ Be sure to check out the next coming days, the Microsoft Accessibility Blog: https://blogs.microsoft.com/accessibility/ Accessibility Features across our products: http://aka.ms/AccessibilityFeatures Our main Accessibility Site: http://aka.ms/MicrosoftAccessibility Series of mini-videos on accessibility: http://aka.ms/AccessibilityAtAGlance
- 19. How to Run an Accessible Online Meeting Your questions 19
- 20. How to Run an Accessible Online Meeting • AbilityNet Live – free events - www.abilitynet.org.uk/live • AbilityNet online training • How to do your own accessibility testing • Introduction to accessibility << FREE • How to understand accessibility testing results • www.abilitynet.org.uk/training • AbilityNet Tech4Good Awards 2020 >> www.tech4goodawards.com What next? 20
Hinweis der Redaktion
- Be wary of links Use meeting ID instead 2. Adjust the screen share options immediately 3. Use Waiting Rooms 4. Create a webinar instead of a meeting 5. Remember that everything is being recorded One Zoom feature that got many people riled was "attendee attention tracker," which let the boss know if you weren't paying attention during a meeting, and wasting time tweeting or checking out some other website during a meeting. Zoom says that feature is now disabled.
- Alistair Notes: from 3 P’s
- Accessibility is essential for all of us now Pursuing accessibility is an act of enlightened self interest Access to information and communications technologies, including the Web, is defined as a basic human right in the United Nations Convention on the Rights of Persons with Disabilities (UN CRPD). Accessibility is essential for all. We have all acquired multiple disabilities on top of our existing ones, we need to continue to pursue accessibility through universality in designing our meetings, webinars, online teaching and business interactions to be inclusive. Are online meetings, webinars, conferences and teaching and learning accessible to all? In my area, the education sector has (mostly) shifted teaching online - but this has been the very opposite of the kind of planned migration that would be considered best practice by digital delivery experts. In our rush to ensure that students could continue their studies it is very likely that the needs of some students and staff - specific learning needs, disabilities, and external factors - have at best been put aside if not forgotten. Access to facilities on campus to support are now inaccessible, for example Supernova enabled screens in the library. Add to this that most staff, students, workers and businesses will now be disabled by situational and / or temporary factors due to the pandemic. The next phase of the great leap online, will be unpicking where mitigations and alternatives need to be put in place to ensure every student can continue their education during the Covid-19 lockdown. This will require us all to focus and work together on addressing the inevitable barriers created in the first emergency responses to the pandemic. Recommend this article https://wonkhe.com/blogs-sus/covid-19-mitigations-and-deaf-students/ This shift is also a factor in aggravating the stress, anxiety and general mental health burden of living the reality of the pandemic and lockdown. Many are reporting experiencing exhaustion, stress and confusion resulting from a surfeit of online meetings, webinars, conferences, L & T. (8-14 hrs a day for some who are both studying and working). Virtual meetings, conferences and learning are very demanding multi tasking. They are made more complex and exacting, without the usual subconscious cues we ‘read’ in our everyday office, classroom and lab working environments, and without the mini breaks built into those forms of interaction. It is also exposing inequality of access experienced by many, such as tech solutions available, households competing for priority access to power outlets, connectivity, physical space and time. Added to all this we all need to remember many will be ill, caring for ill family members or children at home, many will be grieving, and many will be volunteering in key roles. We cannot assume that our learning session or meeting is anyone’s priority in this situation.
- Eileen Hopkins, Executive Director of Ai-Media, points out that, “COVID-19 is to some extent levelling the playing field between disabled and non-disabled employees, as workers must find a way of accessing content remotely, attending meetings and having their voice heard virtually. Again digital solutions come to the fore and provide a way of keeping business going.” The same could be said for some aspects of teaching and learning. However, there is also a real danger of the recent gains in focus on digital accessible practice, being lost to the rush for the second wave pivot of online teaching and learning to online assessment and an uncertain September start to the new academic year. Not all participants will have the same access requirements as each other. i.e. not all deaf or all blind students have the same experiences. As web host whether a chair or a lecturer you need to communicate with participants in advance to understand specifics of their requirements and experiences and provide appropriate support/content etc. I’d like to highlight some of the positive benefits to online interaction for accessibility, as well as some of the possible drawbacks. Whilst platforms and tools have variable accessibility standards and functions, in my experience the common issue is the lack of focus on how it is used, that causes the greatest number of access issues. Benefits Equal access to speak, voice, question – Via text, audio, video; live, in advance of session or post session – this requires pre-planning of your sessions and facilitators or buddies. Allows diverse participants to be supported by personal preference and choice in modes of engagement. It also allows you as host to manage equal access to contribute and question. Fostering an inclusive culture with the aim of extending and perpetuating into future F2F events. Asynchronicity giving flexibility - Allowing pre submission of questions, agenda’s, scripts, lesson plans, resources and Chairs, Presenters, Lecturers sharing minutes, agendas, actions, presentations and notes in advance and post session links, resources and extended reading. Everyone benefits from this. Agility - Ability to respond to requests and queries and search across web live. Beware though, too much of this creates complex sessions, which can be very confusing, distracting, bewildering and difficult to keep up with. With impacts on access for motor impairments, neurodiverse, vision, hearing impaired, inexperienced online users and those on mobiles. Captions, Auto – or captioner or palantypist, Audio Description and Sign in picture BSL interpreter - Auto captions at the least are essential functions. Many more will need to use this as an accessibility issue, poor audio set ups, noisy environments in the home and very large busy meetings. From a personal accessibility viewpoint I have to say I find Teams meetings far more efficient and productive. I can track the discussion more accurately and completely than in some of our more difficult physical locations Blackboard Collaborate doesn’t do auto captioning, but does have a designated role for a Captioner, human captioner in live events, these a much more accurate than auto captions (human generated 99% auto varies 50-70% drops down with specialist lexicons, accents, poor audio quality and background noise). An expensive skilled job, we would only have such for sessions with a participant with specific need. Benefit is that recording a Collaborate session saves the session with the Chat. Recording for review – Makes meetings interactions more accessible for all as we concentrate on the meeting Not relying on short term memory, not on scribbling down indecipherable notes, and missing half of what is said, demonstrated or shown. Accessible platforms / Tools - Most of the bigger platforms address some accessibility issues and have a range of features and this is changing all the time. MS Teams, Blackboard Collaborate Ultra, Zoom etc. Inclusive practice - many of us with accessibility requirements have been working remotely on and off for some time, and this can feel isolating. Web interactions give us an opportunity to be more inclusive. Video close up of faces as speaking - essential for many with impaired hearing and many on the neurodiverse spectrum, can help with focus, processing audio information and emotional engagement. Ideally participants could manage what, when and how they receive and interact with session. Flipped - reserve online minimal time for real learning (no lecture), work offline or through working docs, discussion boards, Wikis and chat systems before contributing to brief online meeting. Less stress for all. Audio quality – is superior if participants can use a headset, headphones as reduces computer noise, distractions, background noise, we can’t do that in a F2F! Drawbacks Technology inequality - Not everyone will have access to a computer or decent sized and capable tablet, headsets, mics, apps and software, broadband, WiFi etc. Digital skills - During our accessibility training workshops the biggest single hurdle to overcome has been the enormous range of digital skill levels amongst staff and I know from my teaching years it is the same with students. Large meetings - Are as unwieldy and difficult as in F2F, some platforms have limit to numbers e.g. 250 for Collaborate. In teaching use we tend to mute all mic and video bar speaker and have set rules for interaction in the chat, with scaffolded pre, in and post session resources. Where we have a student unable to use chat, we would have to research with them how best to substitute for that e.g. alternative document format from the recording. In Collaborate you can use Break out rooms to create smaller groups to carry out smaller meetings working on a problem and feedback to the whole meeting afterwards. AT Compatibility with platforms/tools – Some are not very navigable by keyboard. For staff and students with Visual impairments using screenreader JAWS and MS Teams:- Freedom scientific - creators of Jaws, have released support material for Teams - https://www.freedomscientific.com/webinars/microsoft-teams-and-jaws/ with an audio walk through all the various keyboard shortcuts. There is generally a bit of hassle for screenreader users with any platform that involves sharing screens etc, Teams seems to come out best though. Takes time and repeated sessions for people to get familiar enough to be as efficient as F2F - Potential service and networks overload in current situation - Microsoft announced some tweaks to the 365 platform to maintain levels of service under the increased demand 24/03/20, other service providers and platforms have similarly e.g Blackboard. So where you can use other means or at least minimise bandwidth use where necessary Inaccessible content - Screen real estate too busy – Sometimes there’s too much content, or too many interactions or the platform layout is busy and not responsive on mobiles. Audio and interactions poor quality
- Eileen Hopkins, Executive Director of Ai-Media, points out that, “COVID-19 is to some extent levelling the playing field between disabled and non-disabled employees, as workers must find a way of accessing content remotely, attending meetings and having their voice heard virtually. Again digital solutions come to the fore and provide a way of keeping business going.” The same could be said for some aspects of teaching and learning. However, there is also a real danger of the recent gains in focus on digital accessible practice, being lost to the rush for the second wave pivot of online teaching and learning to online assessment and an uncertain September start to the new academic year. Not all participants will have the same access requirements as each other. i.e. not all deaf or all blind students have the same experiences. As web host whether a chair or a lecturer you need to communicate with participants in advance to understand specifics of their requirements and experiences and provide appropriate support/content etc. I’d like to highlight some of the positive benefits to online interaction for accessibility, as well as some of the possible drawbacks. Whilst platforms and tools have variable accessibility standards and functions, in my experience the common issue is the lack of focus on how it is used, that causes the greatest number of access issues. Benefits Equal access to speak, voice, question – Via text, audio, video; live, in advance of session or post session – this requires pre-planning of your sessions and facilitators or buddies. Allows diverse participants to be supported by personal preference and choice in modes of engagement. It also allows you as host to manage equal access to contribute and question. Fostering an inclusive culture with the aim of extending and perpetuating into future F2F events. Asynchronicity giving flexibility - Allowing pre submission of questions, agenda’s, scripts, lesson plans, resources and Chairs, Presenters, Lecturers sharing minutes, agendas, actions, presentations and notes in advance and post session links, resources and extended reading. Everyone benefits from this. Agility - Ability to respond to requests and queries and search across web live. Beware though, too much of this creates complex sessions, which can be very confusing, distracting, bewildering and difficult to keep up with. With impacts on access for motor impairments, neurodiverse, vision, hearing impaired, inexperienced online users and those on mobiles. Captions, Auto – or captioner or palantypist, Audio Description and Sign in picture BSL interpreter - Auto captions at the least are essential functions. Many more will need to use this as an accessibility issue, poor audio set ups, noisy environments in the home and very large busy meetings. From a personal accessibility viewpoint I have to say I find Teams meetings far more efficient and productive. I can track the discussion more accurately and completely than in some of our more difficult physical locations Blackboard Collaborate doesn’t do auto captioning, but does have a designated role for a Captioner, human captioner in live events, these a much more accurate than auto captions (human generated 99% auto varies 50-70% drops down with specialist lexicons, accents, poor audio quality and background noise). An expensive skilled job, we would only have such for sessions with a participant with specific need. Benefit is that recording a Collaborate session saves the session with the Chat. Recording for review – Makes meetings interactions more accessible for all as we concentrate on the meeting Not relying on short term memory, not on scribbling down indecipherable notes, and missing half of what is said, demonstrated or shown. Accessible platforms / Tools - Most of the bigger platforms address some accessibility issues and have a range of features and this is changing all the time. MS Teams, Blackboard Collaborate Ultra, Zoom etc. Inclusive practice - many of us with accessibility requirements have been working remotely on and off for some time, and this can feel isolating. Web interactions give us an opportunity to be more inclusive. Video close up of faces as speaking - essential for many with impaired hearing and many on the neurodiverse spectrum, can help with focus, processing audio information and emotional engagement. Ideally participants could manage what, when and how they receive and interact with session. Flipped - reserve online minimal time for real learning (no lecture), work offline or through working docs, discussion boards, Wikis and chat systems before contributing to brief online meeting. Less stress for all. Audio quality – is superior if participants can use a headset, headphones as reduces computer noise, distractions, background noise, we can’t do that in a F2F! Drawbacks Technology inequality - Not everyone will have access to a computer or decent sized and capable tablet, headsets, mics, apps and software, broadband, WiFi etc. Digital skills - During our accessibility training workshops the biggest single hurdle to overcome has been the enormous range of digital skill levels amongst staff and I know from my teaching years it is the same with students. Large meetings - Are as unwieldy and difficult as in F2F, some platforms have limit to numbers e.g. 250 for Collaborate. In teaching use we tend to mute all mic and video bar speaker and have set rules for interaction in the chat, with scaffolded pre, in and post session resources. Where we have a student unable to use chat, we would have to research with them how best to substitute for that e.g. alternative document format from the recording. In Collaborate you can use Break out rooms to create smaller groups to carry out smaller meetings working on a problem and feedback to the whole meeting afterwards. AT Compatibility with platforms/tools – Some are not very navigable by keyboard. For staff and students with Visual impairments using screenreader JAWS and MS Teams:- Freedom scientific - creators of Jaws, have released support material for Teams - https://www.freedomscientific.com/webinars/microsoft-teams-and-jaws/ with an audio walk through all the various keyboard shortcuts. There is generally a bit of hassle for screenreader users with any platform that involves sharing screens etc, Teams seems to come out best though. Takes time and repeated sessions for people to get familiar enough to be as efficient as F2F - Potential service and networks overload in current situation - Microsoft announced some tweaks to the 365 platform to maintain levels of service under the increased demand 24/03/20, other service providers and platforms have similarly e.g Blackboard. So where you can use other means or at least minimise bandwidth use where necessary Inaccessible content - Screen real estate too busy – Sometimes there’s too much content, or too many interactions or the platform layout is busy and not responsive on mobiles. Audio and interactions poor quality
- 3P’s - Plan, Present, Post follow up Prior to session agree agenda, lesson plan, rules of engagement No risk practice session 1st – this can be a fun and playful session to learn the tools and the rules Focus on the audio quality in/out Set up face well lit Hide any screen clutter and blur background (or check what’s in view behind you, most tools allow you to check before agreeing to switch on webcam). Use the notes in PPT Use accessible documents – Blackboard ALLY have opened up access to their built-in tool in response to COVID crisis. You don’t need to have Blackboard to use it. So you can upload your digital files to https://ally.ac/covid19/ and download them in formats that work better with your assistive tech, mobile, and study tools. Keep slides simple Buddy up – it helps to manage sessions, be responsive to Qs & issues Have a back up plan - All sorts can go wrong, technical issues, last minute cancellations or even an over subscribed meeting. Ask your participants for input ideas, for feedback about what worked, what didn’t and give the choice to do so anonymously. Record the meeting – where appropriate, having informed everyone in the pre session comms and again before you start recording. Do Not Use inaccessible documents Keep alerts, email, skype open Do not swivel, rock in seat in camera view Don’t require participants to sign up to or download apps, tools, web apps etc. Especially if it requires disclosing personal data or use of specific OS or device types, or doesn’t support keyboard controls for navigation. Tips for working from home with Microsoft Teams May be a useful quick reference resource. https://techcommunity.microsoft.com/t5/microsoft-teams-blog/4-tips-for-working-from-home-with-microsoft-teams/ba-p/1202083# 4 Tips for working from home with Microsoft Teams Lola Jacobsen is a Sr. Technical Writer at Microsoft and our guest blog author today. Thank you! There are many reasons to work remotely and Microsoft Teams is here to help you stay connected wit... JISC Online Meeting Survival Guide Jisc have published a blog article aimed at anyone who is new or anxious about having to chair or participate in online meetings. https://coronavirus.jiscinvolve.org/wp/2020/03/19/online-meeting-survival-guide/ Online meeting survival guide - Planning for coronavirus Because of Coronavirus, lots of us are experiencing online meetings for the first time. If you’ve never chaired or attended an online meeting before it can be a pretty weird experience. Done well, ... coronavirus.jiscinvolve.org
- <This slide will show a GIF in presentation mode> Accessibility Checker can now always run in the background and is easily discoverable in Word, Excel, PowerPoint, OneNote, Outlook, and Visio. The Accessibility Checker analyzes your material and provides recommendations alongside your document, helping you understand how to fix errors and create more accessible content over time. With Automatic Alt Text in the Checker, PowerPoint and Microsoft Word use AI to automatically provide image descriptions. ----------------------------------------------------------------------------------------------------------------------------- Additional information We enhanced the Accessibility Checker (https://www.microsoft.com/en-us/microsoft-365/blog/2018/05/16/reimagine-accessibility-and-foster-inclusion-in-the-modern-workplace/) to streamline the process of creating quality content that is accessible to people with disabilities. Now, the Accessibility Checker identifies an expanded range of issues within a document, includes a recommended action menu, and utilizes AI to make intelligent suggestions for improvements. Select 'Check Accessibility' under the 'Review' tab to get started. Use Case: Before sharing content, you can run the accessibility checker– or enable it to be always on in the background - to find and fix any issues that might make your content difficult for people with disabilities to use. For people with visual disabilities Accessibility Checker will identify heading structure, alt text, order of content, etc. For more information: Head to Office Support to learn more about Accessibility Checker (https://support.office.com/en-us/article/Use-the-Accessibility-Checker-on-your-Windows-desktop-to-find-accessibility-issues-a16f6de0-2f39-4a2b-8bd8-5ad801426c7f) Accessibility Checker 2018 updates (https://support.office.com/en-us/article/Use-the-Accessibility-Checker-to-find-accessibility-issues-a16f6de0-2f39-4a2b-8bd8-5ad801426c7f) Color contrast detection Removed detection of headings More efficient fixes Add objects as decorative Simplified ALT text Reading order in PowerPoint Additional templates Learn More: aka.ms/AccessibilityChecker
- The Accessibility Checker opens a pane next to the content and lists possible accessibility issues For example missing alt text on the screengrab It also explains the reason for fixing the problem – who it will help and how