Designing for everyone: Overcoming everyday barriers and creating an accessible and inclusive environment

First impressions matter. The moment someone approaches your workplace, they’re already forming a sense of whether they’ll feel welcome there. Simple features like easy-to-use doors, step-free access, and clear signage can instantly turn a routine arrival into a positive first impression.

Yet many of the barriers that prevent true accessibility are subtle and easy to miss, until someone is excluded. To make a good impression and to create a truly inclusive environment may require a fundamental shift in perspective, from a reactive mindset to a proactive one. It’s about walking through your space and seeing it as someone with a different set of needs experiences it.

In this blog, we're going to take a virtual walk through a typical office environment, from the street to the coffee machine, revealing common barriers and how to address them. We’ll uncover how small, smart changes can make a big difference for your employees and visitors, moving beyond compliance and demonstrating a genuine commitment to inclusion.

The first impression: Arrival and entry

The journey into your workplace begins long before anyone goes through the front door. For a visitor with accessibility needs, the initial impression is formed on the street. 

Are the pavements even and well-maintained? Are there dropped curbs at the entrance to your car park? Is there a clear, step-free path from the street to the entrance? Is it easy to open the front door? Thoughtful details like these signal to every visitor that they matter. Small changes at the entrance can immediately make your workplace more inviting. Once inside, the reception area sets the tone for how welcome visitors feel. Is the check-in desk at a height that’s accessible for a wheelchair user? Are the queues or waiting areas clear and easy to navigate? 

The challenge for many businesses is that they simply haven't considered these elements from an accessibility-first mindset. A great first step is to conduct a thorough accessibility audit of your building's exterior and entry points. 

Even a simple solution like installing a small, push-button opener for a heavy door can transform the experience. Similarly, providing clear, high-contrast signs with tactile elements or braille can guide visitors who are visually impaired.

Navigating the space: Lifts, stairs and corridors

After clearing the entrance, the journey continues through the building’s core on the way to a specific office or meeting room. The most common obstacles are often found in the most used areas.

Lifts and staircases are a prime example. While a lift is a legal requirement in many buildings, considering its usability can make a big difference.   For example, are the lift buttons at an accessible height? Do they have tactile markings or braille? Does the lift provide clear audio announcements of the floors? Is the lift large enough to maneuver in? Do the doors remain open long enough to get inside comfortable? Considerations like these can make all the difference in creating a comfortable and stress-free experience for everyone using a space.  

For staircases, the seemingly simple detail of contrasting stair nosings (a strip of a different colour at the edge of each step, for example) is a crucial element for people with low vision, making it easier to judge depth and distance. The handrails should also be continuous and easy to grip, providing support throughout the entire ascent or descent.

Corridors are often thought of as just a means to get from one place to another, but they are an important part of a visitor’s experience. They should be free of clutter, have good lighting, and avoid reflective floors that can disorient people with visual impairments or sensory sensitivities. 

A truly inclusive environment should also have intuitive navigation – including clear, logical pathways and consistent signage – so visitors can move through it easily and independently. 

The workstation: Desks and digital tools

Once an employee or visitor arrives at their destination, furniture and technology can make or break their time in a space. The modern workstation is often a one-size-fits-all solution, but a lack of adjustability can cause significant discomfort and pain. 

Desks and chairs that can't be easily raised or lowered – or are too deep for someone with limited reach – can make focused work impossible. The placement of power sockets and cables can also be a hidden barrier, making it difficult for an employee with limited mobility to plug in their devices or assistive technology.

The most significant and often overlooked barriers in today’s office are digital. It’s easy to assume that if an employee can see and use a computer, they're fully enabled. However, many software applications, intranets and collaboration tools have accessibility flaws. 

A company's internal HR portal might not be compatible with a screen reader, a project management tool might lack keyboard navigation, or a company-wide video might not have captions. These limitations can directly impact an employee's ability to perform their job, collaborate with colleagues and access essential information.

To move from compliance to confidence, companies must consider the digital as well as the physical. Resources such as the W3C Web Content Accessibility Guidelines (WCAG) provide global benchmarks for making digital tools more inclusive.

Common areas: Meeting rooms, kitchens and toilets

Beyond the individual workspace, shared communal areas present their own unique set of challenges. In meeting rooms, it’s essential that the table and seating leave room for a wheelchair user to find a spot.

Reducing glare on a projector screen can help everyone see better, especially people with visual impairments. In kitchens, low counters, easy-to-reach microwave ovens and user-friendly coffee machines can ensure a  break is restorative and not frustrating.

Even the most basic facilities can be an opportunity to ensure comfort. An accessible toilet that is spacious, uncluttered, and easy to find with clear signage ensure privacy and dignity for everyone. 

A truly inclusive environment is one where everyone can be self-sufficient and independent. 

Beyond the physical: Culture and policies

The final set of "unseen" barriers isn’t physical at all. They’re usually cultural and organisational. A company can have a perfectly accessible building but still foster an exclusive environment if its culture is not inclusive. 

This can manifest as unconscious bias in hiring or promotion processes, a lack of disability awareness training or a reluctance among colleagues to discuss accessibility for fear of saying the wrong thing.

Similarly, rigid company policies can act as barriers. An unwritten rule that all meetings must be in person, or an inflexible working hours policy can disproportionately affect employees with certain disabilities. Without clear, formalised processes for requesting accommodations, employees may feel unsupported or reluctant to speak up.

An accessible workplace requires a holistic approach that includes policies, training and a culture of open communication. The most effective businesses create a safe space where employees feel empowered to ask for what they need and what their colleagues need without apprehension.

Take the first step to building an inclusive environment

As our walk-through shows, opportunities to improve accessibility are everywhere, once you start to look for them.  Moving from a mindset of compliance to a mindset of proactive inclusion isn't about a massive overhaul. It's about a series of small, smart changes that add up to a monumental difference.

By taking the time to see your

workplace through the eyes of someone with different needs, you can begin to make meaningful changes that attract top talent, boost employee satisfaction and improve your brand reputation.

Ready to start removing barriers in your own workplace?

Why not start by downloading our Disability:IN 2025 takeaway guide? This exculsive resource is the perfect snapshot of the current state of accessibility, with a wide range of insights from the Mobility Mojo team.