The new year will be upon us sooner than we think, and it’s not too early (or too late) for businesses, government agencies, venues and others to begin considering their budget needs for 2025. But as budget planners decide on which items to devote money and time to help their organizations grow, they sometimes can overlook a very important need – accessibility.
Businesses and organizations set to thrive in tomorrow’s economy are working to meet the needs of their diverse customer base today. Allocating resources toward accessibility ensures that everyone, including individuals with disabilities, can participate and engage with content, services and programs. Integrating accessibility into budgets promotes compliance with regulations, enhances user experience and aligns with long-term inclusion goals.
Why budgeting for accessibility matters
Accessibility is an important component – and legal obligation – of a welcoming, inclusive environment. By dedicating resources to accessibility, organizations can:
- Meet legal requirements: Laws like the Americans with Disabilities Act (ADA) require equal access while the Web Content Accessibility Guidelines (WCAG) provide standards for digital accessibility.
- Enhance reputation: When people know that an organization or agency prioritizes accessibility, it improves public perception.
- Greater reach: Videos that include closed captions not only enable more people to understand your content but also find your content. Captions help search algorithms better index videos and help them to be more discoverable online, leading to increased views.
- Increase engagement: Accessibility enables participation from everyone. In businesses and workplaces, this translates to higher engagement, retention and overall satisfaction.
- Future-proof investments: Accessible design is more sustainable, especially as technology changes. For example, investing in accessible technology now can save costs later if modifications are needed to comply with future regulations.
Steps to budgeting for access
There are a few steps that businesses, organizations and institutions can take to budget effectively for accessibility.
Assess current accessibility needs
- Audit existing resources: Conduct an accessibility audit to understand what aspects of your website, physical spaces or software require updates or replacement.
- Prioritize critical areas: Focus on high-impact areas like primary customer interfaces, instructional tools, and meeting platforms to identify where changes are most needed.
Set specific accessibility goals
- Define clear objectives and outcomes you aim to achieve with accessibility improvements. Examples include ensuring website compliance with WCAG standards, installing ramps, or adding captioning to all instructional videos.
- Align goals with compliance requirements and user needs to make a strong case for why these upgrades are essential.
Include accessibility in all budget areas
- Allocate funds for accessibility improvements across every department. For example, in schools, this might include instructional materials, campus infrastructure and digital learning platforms. For businesses, it may involve customer service platforms, hiring software and office environments.
- Ensure each department is aware of its responsibilities and is equipped with the resources needed to meet accessibility goals.
Allocate resources for training and awareness
- Accessibility is not just about having the right tools but also about training staff to use them effectively. Consider budgeting for workshops or certifications on accessibility best practices.
- Train staff in departments such as IT, HR and communications to understand accessibility standards and how to apply them to their daily work.
Invest in accessible technology and tools
- Software, applications and websites are often where accessibility gaps are most apparent. Set aside funds for purchasing or upgrading to accessible technology that aligns with the latest standards.
- Examples of accessibility investments could include captioning and transcription services for virtual meetings and audio description for video content, Braille or large-print materials for clients and customers, accessible software licenses (such as for screen reader-compatible tools) and physical improvements like ramps, accessible bathrooms and elevators.
Plan for ongoing maintenance and updates
- Accessibility isn’t a one-time investment – it requires ongoing maintenance and updates. Allocate funds for annual reviews, system updates or consulting services to keep up with technological advancements and new legal standards.
- In digital settings, accessibility audits and testing with users of assistive technology ensure that websites, software and other digital tools remain accessible over time.
How much should organizations budget for accessibility?
While the specific budget for accessibility will vary depending on needs, a good rule of thumb is to set aside a percentage of the total budget specifically for accessibility. A range of 2% to 5% of the total budget can be a solid starting point, with adjustments made based on the scope of accessibility improvements needed. Institutions with significant accessibility needs or those that serve large populations might consider a higher allocation.
There also are sources that may provide financial assistance to support the creation of inclusive environments, including:
- Grants: Nonprofit organizations and schools may be eligible for grants focused on technology and accessibility, such as those offered through nonprofit foundations or the Department of Education.
- Tax credits and incentives: Many states offer tax credits for accessibility improvements, particularly those related to ADA compliance. Businesses can often offset accessibility costs by leveraging these incentives.
- Community partnerships: Partnering with disability advocacy organizations can be a valuable way to fund accessibility projects. These organizations can provide insights, resources and, sometimes, financial support for creating inclusive environments.
Building an inclusive culture
Budgeting for accessibility is one step in a broader commitment to becoming more inclusive. Encouraging a proactive approach ensures that accessibility remains a top priority as organizations grow. Accessibility is not just a matter of compliance – it’s an investment in people, reputation and sustainable growth. By planning for accessibility in their budgets, businesses and organizations not only fulfill their legal responsibilities but also create lasting positive impacts for everyone in their communities.
Connect with Verbit to and learn how our experts and expert technologies can help you achieve your accessibility goals.