Virtual Meetings and Remote Work

Virtual meetings have significantly expanded access and flexibility for Deaf and hard-of-hearing professionals. With proper planning and communication access, Deaf employees can participate fully and effectively in virtual environments. Many Deaf professionals thrive in remote, hybrid, and traditional in-person environments.

Before the Meeting

Ask About Communication Preferences

There is no one-size-fits-all solution. Some individuals may prefer ASL interpreters, CART, automatic captions, Video Relay Services (VRS), written chat, or a combination of accommodations. The most effective approach is to ask the employee what works best for them.

Share Materials in Advance

Providing agendas, presentations, reports, and discussion topics ahead of time helps improve accessibility, increase participation, allow interpreters and captioners to prepare specialized terminology, and improve meeting efficiency for everyone.

Schedule Accommodations Early

If interpreters or captioners are needed, arrange them as early as possible. Providing meeting links, agendas, and participant information beforehand helps ensure successful communication access.

During the Meeting

Keep Cameras On

For Deaf professionals, visual information is essential. Whenever possible, keep cameras on, ensure faces are visible, avoid sitting in front of bright windows, and maintain adequate lighting.

Speak One at a Time

Overlapping conversations are difficult for interpreters, captioners, and Deaf participants. Establish clear turn-taking practices.

Identify Speakers

When possible, speakers should identify themselves before speaking, particularly in larger meetings — for example: “Hi everyone, this is Sarah. I have a question about the budget proposal.”

Use the Chat Feature

Chat can be an excellent supplemental communication tool for questions, links, clarifications, and follow-up information.

Avoid Multitasking While Speaking

Speaking while looking away from the camera, covering your mouth, or moving around excessively can make communication more difficult.

Captions Matter

Most major platforms offer automatic captions, including Zoom, Microsoft Teams, and Google Meet. Automatic captions can be helpful but are not always accurate, especially when discussing technical terminology, acronyms, names, or industry-specific language. For important meetings, professional CART services may be preferable. Other useful tools include live captioning, shared documents, and instant messaging platforms.

Working with Interpreters in Virtual Meetings

Most platforms allow users to pin or spotlight an interpreter so they remain visible throughout the meeting; in many cases, it is helpful for interpreters to be co-hosts of the meeting so they can pin or spotlight participants as needed. Chat with the meeting host in advance to determine the most accessible and least disruptive approach. As always, address comments and questions directly to the Deaf participant, not the interpreter, and pause occasionally to allow time for information to be interpreted before moving to the next topic.

Video Remote Interpreting (VRI)

Many Deaf professionals use Video Remote Interpreting (VRI) services, such as Convo, to access virtual meetings; Convo services are generally provided at no cost to Deaf and hard-of-hearing users on Zoom. Employers should discuss options with the employee and determine what communication access solution works best for the situation.

https://www.convorelays.com

Meeting Recordings and Follow-Up

After meetings, consider providing:

• Meeting notes

• Written summaries

• Action items

• Recorded sessions (when appropriate)

• Shared documents

This helps ensure everyone has access to the same information.

Common Mistakes to Avoid

• Speaking over one another

• Assuming automatic captions are always sufficient

• Turning cameras off without discussion

• Forgetting to include interpreters or captioners in meeting invitations

• Relying on telephone calls

• Assuming all Deaf employees use the same accommodations

Best Practice: Ask. Don’t Assume.

Communication preferences vary from person to person and may change depending on the meeting, topic, technology, or environment. The employee is the best source of information about what communication access will be most effective.