5 Steps To Enhance Coworking Space Accessibility For Your Members

Whether it’s ADHD, autism, or physical disabilities, there are millions of people with disabilities in the US. Roughly 22.5% of people with a disability were employed in 2023, an increase of 1.2% from the previous year.

More people with disabilities are entering the workplace, most of whom would benefit from accessibility adjustments.

For coworking space managers and owners, understanding how to ensure a space is inviting to everyone, including those with disabilities, is key. Otherwise, you risk missing out on a significant portion of your market.

Also, creating an inclusive space is important for fostering a respectful community, ensuring everyone who walks through your doors can feel comfortable, engaged, and inspired to do their best work.

But how exactly do you ensure your coworking space is as accessible as possible?

Quick Summary:

• Coworking space accessibility involves design and features that support people with disabilities, such as those with ADHD or physical disabilities.
• You may have to invest more to provide additional features and accommodations, but in the end, it’s worth it to have an inclusive coworking space.
• You can ensure your space is accessible by performing an accessibility audit and talking to your members about their needs.

Why Is an Accessible Coworking Space So Important?

When you create an accessible space, you provide a safe and inclusive environment.

But what are the other benefits of improving accessibility?

Let’s take a look:

• To comply with laws and regulations. Regulations like the Americans with Disabilities Act (ADA) require businesses that are open to the public to be accessible to people with disabilities. Avoid legal action by ensuring people with disabilities have equal access to your coworking space.
• To build a positive brand reputation. Ensuring accessibility shows existing and potential members that you care about diversity and inclusion (DEI). Building this positive brand reputation helps retain existing members and encourages more potential members to join. Fifty-eight percent of adults say that a company’s reputation is a major factor when purchasing a product or service.
• To appeal to a wider pool of potential workers. Nearly 14% of the US population has a disability. Plus, workers with disabilities are more likely to be self-employed than those without one. By making your coworking space accessible, you appeal to these potential members.
• To improve the member experience. For people with disabilities, an accessible coworking space makes all the difference. It allows them to navigate the space without limitations, engaging comfortably and independently in the workplace. In a recent UK study, 66% of employees with disabilities enjoy work more when they have the adjustments they need.

Here are some other proven ways to improve member experience,

What Are the Common Types of Limitations?

Let’s take a look at some of the different types of limitations that you should be aware of when trying to improve accessibility.

Side note: These are just a few examples. Disabilities vary widely, so speak to your members to identify their specific needs and limitations.

Sensory Impairments

Sensory impairments affect one or more of the senses. Here are a few common examples:

• Deafness or being hard of hearing refers to the partial or complete loss of hearing. In a shared workspace, this can make it challenging to participate in conversations — particularly in noisy environments or during group discussions. It can also be a safety issue if people can’t hear fire alarms or other safety notices.
• Blindness or limited vision is the total or partial loss of sight. In a coworking space, these individuals may struggle to navigate the workspace, identify seating, or use shared equipment without tactile and audio cues. They need more than visual signs and cues to move around the space successfully.

• Mutism or speech delays, which include the inability to speak or disorders (such as stutters) that affect the flow of speech. Someone with these limitations may find it hard to communicate quickly or effectively with others. Alternative communication and collaboration tools (like instant messaging) can be helpful, as well as fostering a patient and respectful environment where people feel comfortable taking their time to communicate.

Physical limitations

Physical limitations restrict or prevent a person’s movement, strength, or coordination. Here are some examples:

• Paralysis is the loss of muscle function in all or part of the body, usually resulting in the use of a wheelchair for mobility. In a workplace, this can limit a person’s ability to move around effectively, especially if there isn’t enough space to maneuver a wheelchair or if certain items are out of reach (like stationary items or kitchen utensils).
• Cerebral palsy is a neurological disorder that affects movement, muscle tone, and posture. It often leads to challenges with coordination or physical tasks. While working, this condition impacts fine motor skills like typing or using certain equipment. Navigating the workspace can also be a challenge.
• Pregnancy causes physical changes that can impact mobility, stamina, and comfort. Not to mention changes to bodily functions, like using the bathroom more often. In a shared workspace, a pregnant person may need accommodations like ergonomic seating, frequent breaks, and close access to restrooms.

Neurodivergence

Neurodivergence is a variation in brain function and processing. Neurodivergent individuals often think, learn, and interact in ways that aren’t “typical” of most individuals.

Here are a couple of examples of neurodivergence:

• ADHD (or attention-deficit/hyperactivity disorder) is a neurodevelopmental disorder. It causes symptoms such as inattention, hyperactivity, and impulsivity. Someone with ADHD may find it hard to focus on tasks, getting easily distracted. They may also feel overwhelmed in a busy environment with lots of stimuli, so the option for a quiet working space would be beneficial.
• Autism (officially known as Autism Spectrum Disorder, or ASD) affects social communication, sensory processing, and behavior. An autistic person may feel overwhelmed by noise, bright lights, or unpredictable interactions. Access to a quiet working space and a predictable environment can help them work effectively.

Side note: Exact symptoms for neurodivergence vary widely from person to person, so it’s useful to talk to members directly to find out how best to support them.

How to Perform an Accessibility Audit for Your Coworking Space

An accessibility audit is an assessment of your workspace, evaluating its ease of access and usability for people with disabilities and other limitations.

For coworking operators, it highlights barriers with your physical layout, technology, and policies. The aim is to identify how to make your workspace a more accessible and welcoming space for all members.

Here’s a breakdown of the checklist:

Let’s walk through the list in more detail.

1. Review the ADA Guidelines

The Americans with Disabilities Act (ADA) prohibits discrimination based on disability. For example, under ADA requirements, all office buildings and flex office spaces must be accessible and places open to the public must not have barriers to participation.

For example, having wheelchair-accessible entrances with ramps or elevators ensures there are no barriers to entry for those who use a wheelchair.

Other key areas of compliance include creating accessible:

• Routes (such as entryways, hallways, and ramps)
• Parking spaces
• Restrooms
• Signage
• Doors and doorways
• Workspaces and communal areas

These are just a few examples of requirements in the ADA guidelines. To identify all the requirements that apply to your coworking space, be sure to read the full guidelines. You can also review the ADA’s resources for more support and information.

2. Outline Your Current Accessibility Accommodations

Understanding your current efforts will help you identify areas of improvement. What are you currently doing to create an accessible workspace? Is there anything you could do better to support workers with additional needs?

Here are a couple of ways to take stock of your current adjustments:

• Review your physical layout. Take a look at the structure of your physical space. Are you making adjustments for people with limitations? If so, make a note of it.
• Consider your technological accommodations. Take a look at the systems you use and think about how they support people with additional needs. For example, if you use OfficeRnD Flex’s coworking booking system, people with mutism or speech delays can easily book space.

3. Talk to Your Current Members

Even if you comply with ADA requirements, there may be some adjustments you could make outside of these areas. For example, you might have a ramp up to your door, but members also want automatic door control to make the entrance even more accessible.

The best way to identify these adjustments is to talk to your current members. Have an open conversation to identify the specific barriers they face and how to solve them.

Here’s how to do this:

• Gather some members for a focus group or interview. A focus group allows you to dig deep into how to make your workspace accessible. For example, you can follow up on answers to get a deeper understanding of your member’s needs.
• Send an online survey to members. This is probably the most efficient method. You can send it to everyone and it’s less time-consuming. Plus, it can be anonymous, which can lead to more truthful answers.

4. Plan the Adjustments

At this stage, you have:

• An understanding of ADA requirements
• A good idea of your current accessibility efforts
• Adjustments that members would appreciate

Now, you need to think about implementing the adjustments to comply with ADA guidelines and improve the member experience.

Here are some steps for planning and scheduling accessibility improvements:

• Map the steps. List all the tasks necessary to implement each adjustment. For example, if you’re planning to add a ramp to your entrance, you would outline steps like assessing measurements, hiring a contractor, and scheduling the installation.
• Identify the resources. Define the resources you need to make adjustments. For example, things like your budget, materials, expert support, and so on. Outlining all of these requirements ensures you gather everything you need for a smooth implementation.

If you have a long list of changes, use an impact-effort matrix to prioritize which adjustments to focus on first. Here’s an example of that matrix:

The framework helps you identify adjustments that require small changes but make the biggest impact — you can focus on these first.

5. Track Accessibility Performance

Keep an eye on how your adjustments are working to ensure the changes are helpful for members. To do this, you can speak to them directly to gather feedback. If the changes aren’t working or are still providing limitations in some way, you can revisit ways to improve them.

For example, let’s say that you have new signage to help members with visual impairments navigate the coworking space. If feedback suggests that the signage isn’t clear enough, you can make changes like adjusting placement, size, and color to improve it.

Enhance Your Coworking Space With OfficeRnD Flex

Accessibility is a vital component of coworking success. Not only is it a legal requirement, but it improves the member experience, enhances your brand reputation, and helps you reach a wider pool of potential members.

If you want a system that helps you manage your coworking operation and enhance members’ experience, give OfficeRnD Flex a try.

FAQ

How Do I Make My Workspace Accessible?

The first port of call is to make sure you comply with ADA regulations. The rest of the changes are up to you. You can perform an accessibility audit to find out what changes are ideal for your coworking space.

Are Service Animals Allowed In a Coworking Space?

ADA requirements say that you must generally allow service animals into a workspace to accompany people with disabilities. Service animals generally perform tasks like guiding people who are blind, alerting people who are deaf, or calming a person during an anxiety attack.

It’s important to note that service animals are working animals, not pets or emotional support animals. The ADA requirements also say that the animal must be under the control of its handler. If the animal is out of control or not housetrained, you can ask them to leave.

What Physical Features Make a Coworking Space Accessible?

Common physical features that improve accessibility include ramps, elevators, wide doorways, accessible bathrooms, height-adjustable desks, clear signage, and ample lighting.