Last reviewed: May 2024

This Toolkit divides the technology that disabled people use into two categories, assistive technology (AT) and everyday technology.  

In this resource, we explain the ways in which organisations can use everyday technology to support disabled people. 

What is everyday technology? 

Generally speaking, when we talk about everyday technology in this Toolkit, we mean technology that is designed to be used by a general audience (which may include disabled people). This is contrasted with AT, which is designed primarily to be used by disabled people. 

Some examples of everyday technology are: 

• Smartphones 
• Laptops 
• Software such as Microsoft Office 
• Desks and desk chairs 
• Noise cancelling headphones 
• Smart voice activated devices. 

This is far from being an exhaustive list – it is potentially infinite. As shown in this list, we include in the category of technology any man-made tool. Therefore, there are a large number of technologies that this category includes. 

Video – Everyday technology 

Lucy Ruck, BDF Taskforce Manager talks to Michael Vermeersch, Accessibility Go To Market Manager and Technology Taskforce member. They talk about the role of technology suppliers, the role of everyday technology in disability inclusion, and how it relates to assistive technology. 

How can everyday technology affect disability inclusion? 

Disabled people can not only benefit from AT – everyday technologies can also reduce and remove barriers. 

Equally, if they are not used right, everyday technologies can also present barriers to disabled people. 

Therefore, organisations need to: 

• Know how to use everyday technologies in an accessible and inclusive way (without creating unnecessary barriers to disabled people) 
• Know how to use everyday technology to remove and reduce barriers where possible. 

This section of the Toolkit, named ‘Everyday technology,’ has guidance on using some common everyday technologies, such as video conferencing apps and Microsoft Office software. 

We recommend organisations use these examples and apply the principles to the technologies that they use. Refer also to the ‘Accessibility standards and training’ section of this Toolkit for more information about general accessibility standards. 

What barriers can everyday technology present? 

The details of this will depend on the specific technology in question. However, some common types of barriers are: 

• Inaccessibility – the technology has not been designed to be accessible by all users. For example, a PDF document that has not been tagged for screen reader users, making it illegible to them; or a laptop whose keyboard is too small for a user with a condition that affects manual precision. 
• Inflexibility – if the technology does not allow the user to adjust the technology so they can use it in a way that suits them. For example, a website that does not have a high contrast option, or a desk chair that does not provide appropriate back support. 
• Incompatibility – the technology is not compatible with another technology on which the disabled person relies. For example, a desk that is not high enough to allow someone in a wheelchair to sit underneath, or an app that cannot be read by screen reader software. 

There is some overlap within these categories, and they are not exhaustive. Organisations should regularly test technologies for accessibility and consult with users (staff and customers) to identify barriers in the technology they use. 

How can everyday technology remove barriers for disabled people? 

If used properly, everyday technology can reduce or remove barriers for disabled people.  

Built-in accessibility features 

Many everyday technology products contain built-in accessibility features. These are elements of everyday technology aimed specifically at reducing or removing barriers for disabled users. They can operate in the following ways: 

• They encourage creators to remove or reduce barriers before they reach the disabled person. For example, Microsoft Office’s Accessibility Checker runs automated checks on documents, highlighting accessibility issues to the user. (Of course, this should complement the user’s knowledge of accessibility – it is no replacement for training staff on creating accessible documents.) 
• They remove or reduce barriers that are already present for the disabled person. For example, most smartphones contain built-in captioning, which allows users with hearing loss to access auditory content on their smartphones. 

While these features are built-in, they are not a substitute for knowledge. For them to work, users must understand how to use them. Therefore, if your organisation relies on an item of everyday technology, its users must be trained in using its built-in accessibility features effectively. 

Finding the right solution 

Often, it can be easy to focus on features or technologies designed specifically for disabled people as a solution to the barriers they experience. However, many disabled people experience barriers that can be reduced or removed with simple everyday technologies. Part of providing adjustments for disabled employees and customers is simply a question of finding the right solution for that individual.  

This is not to say that AT and accessibility features are not also vital – but we encourage organisations not to overlook everyday technology solutions when they are appropriate. 

Above we gave the example of the wheelchair user who couldn’t get under their desk, because it was too low. This can be solved by simply raising the height of the desk using desk risers (or replacing it with a higher desk). 

The same principles can apply to hardware and software. For example, if an autistic person is particularly sensitive to a certain sound, allowing them to work with regular noise-cancelling headphones will remove that barrier. 

Further information 

Business Disability Forum Members and Partners can contact our Advice Service for tailored guidance on specific questions. 

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