Five Tips for Accessible In-Person Communications

June 3, 2026

All Canadians have the right to take part fully in society. How can we create barrier-free communities, workplaces, and services for the 27% of Canadians (~8 million people aged 15 and over) who live with at least one disability? The following five tips offer a starting point for improving inclusion and access during in-person communications.

Five Tips

1. Engage directly when interpreters or support professionals are present
   • When interpreters or support workers (e.g., sign language interpreters, communication assistants, note-takers) are present, address your communication to the individual, maintaining eye contact with them rather than the support person
   • Pause regularly to allow time for interpretation or processing, especially in group discussions
2. Adapt positioning for respectful interactions
   • During extended conversation with someone using a wheelchair, scooter, or seated walker, consider sitting to communicate at eye level and support more comfortable, respectful interaction
3. Use respectful approaches with people who have vision loss
   • When you approach someone with vision loss, introduce yourself by name and wait for them to offer their hand to be shaken
   • In a group setting, address the person by their name so they know you’re talking to them (e.g., “Hi Mallory, Teddi speaking. I wonder...”
   • Offer assistance, but do not assume it is needed; wait for consent before providing support (e.g., guiding someone)
   • Use clear, directional language when needed (e.g., “to your left,” rather than “over there”)
4. Be clear and specific in communications
   • Communicate clearly and directly. For example, instead of asking, “Can you handle this task soon?” consider asking, “Can you complete this task by 3:00 PM today?”
   • Provide specific, explicit instructions rather than vague, ambiguous, or implied instructions. For example, instead of saying, “Make it more engaging,” consider saying, “Add two discussion questions at the end of the presentation.”
   • Break complex instructions into smaller steps, especially in multi-step tasks or directions
   • Use plain language and avoid jargon or idioms where possible
5. Incorporate inclusive self-introductions
   • Offer a brief visual description of yourself (e.g., “I’m a white woman with straight brown hair and round red glasses wearing a blue shirt.”)
   • Clearly state your name before speaking, especially in group settings, to support individuals who are blind, have low vision, or rely on voice recognition
   • Where relevant, describe your role or relationship to the group (e.g., facilitator, instructor, participant) to provide context
   • When appropriate, briefly orient others to the space (e.g., seating layout, notable features) to support navigation and situational awareness
   • Be mindful of sensory considerations (e.g., speak at an appropriate volume, avoid strong scents) to reduce barriers for others

How This Helps

• Promotes respectful, person-centered communication: Engaging directly (rather than through interpreters or assumptions) helps people feel acknowledged and included
• Supports comfort and dignity in interactions: Adjusting positioning and body language reduces physical and social barriers during conversations
• Improves clarity and understanding: Clear introductions and direct language help people follow conversations and know when they are being addressed
• Includes people with diverse communication needs: Thoughtful communication practices support individuals with vision loss, neurodiversity, and other disabilities
• Reduces misunderstandings and cognitive load: Specific, concrete language makes expectations easier to process and act on
• Creates more accessible group environments: Inclusive introductions and communication norms ensure more people can fully participate and engage

Learn More

• About an Accessible Canada | Canada.ca
• Tips for Working with Sign Language Interpreters | Asign
• Accessible Communication Supports | McMaster Accessibility Hub
• Be Natural! 4 Common Courtesies to Offer People Who Are Blind | CNIB
• Effective Communication in a Neurodiverse Workplace: Tips for Neurotypicals | Neurodiversity Training Institute
• How to Make Accessible, Inclusive Self-Introductions | Disability & Philanthropy Forum

Start using these tips today to support respectful, inclusive, person-centered communication with others. The next five tips in the series will help you create accessible documents, improving access to information.