Inclusive Social Media & Online Activity

With the ever-increasing use of technology, it has never been more important to ensure that we design inclusive online spaces for everyone. Whether you are looking to make your social media inclusive or you are running an online activity, we’ve put together some tips to get you started.

Advertising Your Activity

Language

Use language that is welcoming and specific. ‘Everyone is welcome’ is vague and people therefore trust it less. A great phrase is ‘We welcome all children/all adults/all families/anyone interested in …. and we will be happy to work with you to make participation possible, especially if you have felt excluded before.’

Imagery

Pick photos or illustrations that accurately represent the activity you’re promoting. It’s also good practice to show a diverse range of people taking part in a way that is equal and inclusive. If people can’t see themselves represented in your marketing, they’re far less likely to believe it’s meant for them. Aim to reflect the inclusive community you have or are wanting to build. The best source of images are your own participants, so build in asking for photo permission into your booking and membership processes.

Inclusive Images

Most social media platforms and websites let you add alt text: a short description of an image that screen readers can read aloud. This helps visually impaired people access your content.

But remember: screen readers can’t read text that’s part of an image, like a poster. So always include the key info in your post.

Want tips on writing great alt text? Watch our short video: [LINK]

Inclusive Film

If you are sharing a series of images in a short film, consider adding a voice over that describes what is being shown or produce a text version. If you are filming a spoken piece and the background or setting is important, give a short description of where you are and what can be seen around you.

Deaf or hard of hearing people need captions on videos in order to follow what is being said. Facebook cannot add captions to a live event as it happens; they can only be added after the live stream is completed. Therefore, consider an alternative way to provide captions during any live streams. Most video streaming sites all have both auto-captioning and the facility to add your own. Auto-captioning is rarely accurate so it is always worth adding your own, or amending the auto version.

Before the Event

Send out your Contact Details

Let people know they’re welcome to get in touch by including your contact details and inviting contact in advance. Offer a mix of options like phone, text, email, or video call, so that there’s an accessible way of getting in contact for everyone. 

Send Instructions in Advance

Whatever platform you’re using, send out clear joining instructions along with a link to book or access the event. Share some top tips in advance (like checking camera settings or having the meeting password handy) and consider offering a short ‘trial run’ for those new to the online platform.

Ask Participants to Let you Know their Specific Requirements

When taking bookings or responding to emails/calls etc about booking onto your event, ask people if they have any individual/specific requirements. You may want to give examples such as communication support, visual or sound access, or prepared notes/prompts to help them follow the activity. Asking about access needs shows that you’re open to adapting and gives people permission to share what they need to fully take part.

Offer an Informal Chat in Small Groups Beforehand

Joining a large group can be intimidating online, just the same as it would be in person. You can use break out rooms to give participants the chance to meet a few new people ahead of beginning your actual meeting/event. If you have confident, returning participants, ask them to help run a break out room, and use your leaders to facilitate others.

At the Event

Outline the Plan / Agenda and Explain What to Expect

At the start of your activity let participants know the plan for the session, when any breaks will be, and what your general expectations are for things like camera use, mute or not etc. Demonstrate some key actions/functions for participants if you feel some are new to online platforms.

Build in Breaks

Lots of participants will find it hard to sit and look at the screen for a long time. Ensure you take regular breaks to let people move around to get drinks, visit the loo etc.

Creative Interaction

Not everyone will want to speak on screen, so offer creative ways to join in—like reaction buttons, homemade emoji signs (describe these aloud for visually impaired participants), or simple sounds to show agreement. You can also use interactive websites to support participation during discussions.

Screen Size Inclusion

Be aware that people may be joining using a phone or tablet with a smaller screen. If possible, try out the platform on a range of devices and note down how to make the different views appear so you can share this with participants. Digital poverty is impacting a lot of people in the UK. If you think you may have participants who are struggling to access online events you could find out about grants to loan out tablets/laptops or that individuals could apply to directly.

Visual Information

If you know (from asking about specific requirements) that you are expecting participants with visual impairments, plan how you will describe any information that is shared visually. You might send notes/an outline beforehand, or just make it part of your introduction to explain what is up on a shared screen before talking it through. This is especially important if you are expecting participants to follow instructions given in written or visual form only.

Keep visual information simple, in contrasting (but not overly bright) colours and at a reasonable size. Lots of small text/detail could be lost on smaller screens. Make sure you have a non-visual way for participants to get attention, taking turns to speak if possible.

Auditory Information and Speech

In any online meeting with lots of participants it can be difficult to follow lots of different voices. Consider using auto-captions or, better yet, booking a Speech to Text Interpreter. These are highly trained professionals who will provide a much more accurate level of live captioning. Grants might be available to help cover the cost of this as a communication support, or consider what you are saving on room hire and put that budget toward captioning.

If your paid staff are deaf or hard of hearing you may be able to get captioning funded through Access to Work.

If anyone attending is a deaf BSL user you will need to discuss how they can access a BSL interpreter. Interpreters are usually very confident in using online meeting platforms and can explain how you can facilitate their involvement. Make sure you leave time before the meeting begins to find out how they would like you to work with them.

Note Takers

Some people may find it useful to have a note taker at your online activity. If you have asked about any specific requirements beforehand, a participant should have let you know that they would find a note taker useful. They might choose to bring someone who can take notes for them, or they might ask to record the session to review afterwards. Nowadays, lots of people use virtual note takers – when artificial intelligence is used to record the session and take notes from it. If someone is using one of these, it may appear that an additional participant is joining your activity. It is important to explain the function of this note taker to all involved to reduce any concerns.