Making Change Work for Everyone: Inclusive Communication and Change Activities

Being inclusive isn’t an extra, it’s essential

Let’s face it, whether it’s large scale enterprise-wide organisational change (digital transformation, mergers and acquisitions, major policy shifts) or more targeted workplace or team changes(new team rosters or team processes, team restructure), the experience of workplace change can be challenging enough without unintentionally leaving people out.

Leaders and organsiational change practitioners hold the key to making workplace change clearer, easier, and more human — because this is where trust, engagement, and adoption are won or lost.

Whether you are neurodiverse, use assistive technologies, or process information differently, inaccessible communication and poorly designed change and engagement activities risk creating unnecessary barriers. These barriers can lead to confusion, unnecessary resistance, and disengagement — the exact opposite of what leaders and change practitioners want when guiding teams through change.

The good news? Building inclusivity and accessibility into your change communication and activities isn’t rocket science. It starts with clear intention and a commitment to taking a few small but powerful steps to ensure people feel considered and included.

By making inclusivity a non-negotiable, you elevate your leadership, expand your change toolkit, and deliver better outcomes with stronger buy-in.
Before diving into practical tips let’s explore the impact of cultivating an inclusive practice.

Inclusivity is Your Secret Change Superpower

Inclusivity is more than compliance — it’s active, ongoing behaviour that ensures people feel welcome, supported, and able to participate fully.

As Arthur Chan said: “Diversity is a fact. Equity is a choice. Inclusion is an action. Belonging is an outcome.”

Here’s why we should all be prioritising inclusivity in our change activities:

1. Amplify Trust: When people feel seen, understood, and valued, trust grows — and so does early buy-in.
2. Reduce Toxic Resistance: Confusion and misunderstanding often fuel resistance. Inclusive communication cuts through noise and prevents unnecessary pushback.
3. Boost Engagement: When everyone has the opportunity to contribute, you’ll see higher participation and satisfaction.
   Inclusive practice benefits all stakeholders — not just those directly impacted by the change, but also those indirectly affected.

You might be thinking: “But this is what I already do — it’s part of leading change.”

Perhaps — but it’s worth asking whether your approach works for everyone.

Many of us rely heavily on visually appealing collateral to engage people.

Regardless of whether you are creating the collateral or sharing it, we all have a role to play in asking ourselves: Is it accessible? Is it inclusive? Are we ensuring it lands with the widest possible audience?

I’ll be the first to admit that I haven’t always had inclusivity front-of-mind. That changes now.

Create Inclusive Change Communication

1. Keep it Simple: Say it Like You Speak it
Use plain, clear language. Avoid jargon and unnecessary formatting. Keep fonts legible — for many, anything below 10pt becomes inaccessible.
Quick Win: Use readability tools or create a simple text version to accompany more designed materials.

2. Add Alt Text: Paint the Picture with Words
Visuals are powerful — unless someone can’t access them. Provide alt text for graphs, charts, and infographics.
Example: “This graph shows Department A at 75% completion compared to Department B at 50%.”

3. Speak like a Human: Cut the Corporate Jargon
Complicated terminology doesn’t impress — it alienates. Use everyday language that sounds natural when spoken aloud.
Example: Swap “execute a robust framework” with “put a strong plan into action.”

4. Multiple Formats for Multiple Needs
People absorb information differently. Provide your message in formats such as video, text, summaries, transcripts, captions, and recordings.
Example: After a company-wide briefing or all-hands meeting, share a captioned recording, a transcript, and a one-page summary.

5. Test, Tweak, and Test Again
Test compatibility with screen readers, assistive technology, and built-in accessibility checkers (like those in Microsoft Word and PowerPoint). Gather feedback directly from people with diverse needs.
Quick Win: Build an accessibility review step into your communication planning. It’s worth the extra few minutes.

Running Inclusive Change Events: Make Every Voice Heard

1. Choose Venues (or Platforms) that Welcome Everyone
Check for wheelchair access, lift availability, quiet spaces, accessible restrooms, captioning and screen-reader compatibility.
Pro-Tip: Always check the venue and test platforms with full accessibility turned on (including slide reading order in MS PowerPoint) ahead of time.

2. Make Participation Easy for Everyone
Use hybrid formats, anonymous polls, and pre-distributed materials. Let people submit questions in advance.

3. Agendas are Your Best Friend
Provide clear agendas early so people can prepare — especially those who need more time to process information.
Quick Win: Include session goals, key speakers, and any prep work in your agenda email.

4. Train Your Hosts and Facilitators
Facilitators should speak clearly, describe visuals verbally, and allow time for questions or processing information.

5. Feedback is Gold — Mine it
Ask accessibility-specific questions in your post-event survey.

Social and Cultural Inclusivity Matters Too

Inclusivity isn’t just functional or technical. It includes cultural protocols, psychological safety, and ensuring people feel welcome and respected.
For example when you’re in Australia, consider acknowledging Traditional Owners where appropriate and follow relevant protocols.

Let’s Make Change Work for Everyone

Inclusive change communication and activities aren’t just “nice-to-haves”. They are essential for building trust, reducing resistance, and creating meaningful engagement. Start small, choose one or two tips, and build from there. Intentional action, done consistently, leads to powerful change.