Onboarding for All: Tips for Creating Accessible Materials
Discover the essence of inclusive onboarding with strategies honed by top industry experts. This article unpacks the art of creating materials that cater to diverse learning needs and preferences. Embrace accessibility with practical tips and tested advice for elevating everyone’s learning experience.
- Design Materials for Different Learning Needs
- Offer Content in Multiple Formats
- Provide Training Video with Captions
- Test Materials with Real Users
- Design Content for All Learning Styles
Design Materials for Different Learning Needs
We make sure our onboarding materials are accessible by designing them for different learning needs from the start. One thing that works well for us is offering content in multiple formats such as written guides, short video tutorials with captions, and screen-reader-friendly documents. This way, everyone can access the information in a way that suits them best.
Another key step is getting real feedback. Instead of just running automated accessibility checks, we ask new hires with disabilities about their experience. Their input helps us catch barriers we might have missed and improve the materials in a meaningful way.
We also keep our instructions simple and clear. Technical onboarding can be overwhelming, so breaking things into small, easy-to-follow steps makes a big difference. Plus, we ensure our learning platform supports features like keyboard navigation and voice commands so that no one is left out.
Accessibility isn’t a one-time fix; it’s something we keep improving. The best way to get it right is to listen, adapt, and make sure everyone feels supported from day one.
Vikrant Bhalodia
Head of Marketing & People Ops, WeblineIndia
Offer Content in Multiple Formats
The best way to ensure the full accessibility of all onboarding materials is to offer them in multiple formats. This not only makes them inclusive for individuals with disabilities, but also accommodates employees with varying learning styles. For instance, some people retain information better by reading it directly, while others benefit from video tutorials where they can hear the information or see a process demonstrated.
Providing a training video with captions or one accompanied by a transcript helps to ensure its accessibility. When providing text documents, ensure they can be easily converted into large print or read by screen readers for individuals with visual impairments. If your onboarding includes interactive elements like quizzes or gamified activities, ensure they support multiple input methods, such as keyboard navigation, mouse controls, or touchscreen drag-and-drop.
Matt Erhard
Managing Partner, Summit Search Group
Provide Training Video with Captions
Flexibility matters. Some people learn best by reading, others by doing. Interactive demos, transcripts, and voice-guided walkthroughs accommodate different learning styles. Captions on videos are a must, and downloadable guides ensure information is always accessible. Testing materials with real users helps identify problems before they become obstacles. At the end of the day, accessibility isn’t just a feature—it’s the cornerstone of a solid onboarding experience.
Tom Hamilton Stubber
Managing Director, TutorCruncher
Test Materials with Real Users
We ensure our onboarding materials are accessible by offering multiple formats tailored to different learning needs. Not everyone engages with content the same way, so we provide key materials in text, audio, and video formats to accommodate various preferences and abilities.
Videos include closed captions and transcripts for those who are hard of hearing, while written materials are structured for screen reader compatibility, using proper headings, alt text for images, and accessible PDFs. Interactive training modules are designed to support keyboard navigation, voice commands, and high-contrast settings, making them usable for individuals with motor or visual impairments. We also ensure that key instructions and resources are available in simplified formats, avoiding overly complex layouts or jargon that might create unnecessary barriers.
Beyond offering different formats, we test our materials with real users and adjust based on feedback. Employees who rely on assistive technologies help us identify gaps, and when issues arise, we make improvements whether that means reformatting content, offering additional support, or finding better tools.
Mohammad Haqqani
Founder, Seekario
Design Content for All Learning Styles
Making onboarding materials accessible starts with designing content that works for all learning styles and abilities. The first step is ensuring that documents, training videos, and platforms follow accessibility guidelines like WCAG (Web Content Accessibility Guidelines). This means providing screen reader-friendly text, alt text for images, and captions or transcripts for videos. Using simple, clear language also helps, making materials easier to understand for everyone, including those with cognitive disabilities or non-native speakers.
Another key step is offering multiple formats. Some learners absorb information best through visual aids, while others prefer audio or hands-on practice. Interactive elements, adjustable font sizes, and high-contrast color schemes make a big difference. It’s also crucial to test materials with diverse users and gather feedback—accessibility isn’t a one-time fix but an ongoing process. The goal is to create an inclusive onboarding experience where every new team member, regardless of ability, feels supported and empowered from day one.
Hamzah Khadim
SEO Expert, Logik Digital