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Workplace Accessibility: The Power of Live Captions and Real-Time Transcription

There are times that in our typical Netflix sessions, we tend to opt for subtitles to clarify some words. These subtitles, sometimes called closed captions, have not only gained popularity across social media platforms, but have made a significant impact in workplace settings as well. 


Creating a workplace environment that is accessible and inclusive for employees with disabilities is of utmost importance. One powerful tool that can greatly contribute to achieving this goal is real time captioning.

The Benefits of Live Captions

Improved Communication and Understanding

For employees who are Deaf or hard-of-hearing, live captions can be a game-changer. They enable individuals to fully participate in meetings and discussions, ensuring they don’t miss out on key information. As you speak directly to them, real-time transcriptions pop up, making communication more clear and reducing the likelihood of misunderstandings. 

Since live captions can instantly translate speech into written text, it also helps bridge language barriers. Beyond serving those who are Deaf or have a hearing impairment, live captions and transcripts can benefit employees who are non-native English speakers or those who have difficulty understanding certain accents or dialects.

Increased Employee Engagement and Participation

When employees with disabilities have access to live captions, they are empowered to be more actively involved in meetings and discussions. This inclusivity fosters a sense of belonging and encourages them to contribute their ideas and expertise. As a result, the workplace becomes more diverse and innovative.

In addition, live captions can help all employees stay focused during long meetings by acting as a visual aid by showing real time text – and sometimes even gestures – to follow along with the conversation. This visual support enhances engagement and ensures that everyone can actively participate.

Enhanced Productivity and Collaboration

By providing an accurate record of meetings, live captions can save time and effort, eliminating the need for manual note-taking. This enables employees to collaborate without worrying about missing important details.

The recorded captions can also be easily shared with coworkers, ensuring that everyone has access to the information discussed in meetings. By breaking down communication barriers among employees with diverse abilities and backgrounds, this promotes enhanced productivity and teamwork.

Allowing employees to have a mobile application or computer software that aids speech-to-text can certainly make collaboration better. 

How Live Captions Work

Live captions rely on speech-to-text technology, which converts spoken words into written text in real-time. These captions can be seamlessly integrated with various virtual meeting platforms, such as Zoom, Microsoft Teams, Google Meet, and Ava. To implement live captions in your workplace, you can choose from several real-time captioning services and software options. It works similarly to speech-to-text through phones as you do speech-to-text typing.

Speech-to-Text Technology

Speech-to-text technology uses AI algorithms to recognize and transcribe spoken language. The accuracy of live captions depends on factors such as clarity, noise, and the complexity of the language used. Ongoing advancements in AI technology are constantly improving the accuracy and speed of live captions.

Integration with Virtual Meeting Platforms and Phone calls

Many virtual meeting platforms now offer built-in live captioning features or support third-party captioning services. Enabling live captions is typically done through the platform’s settings or by installing a compatible captioning app. When choosing a captioning solution, it’s important to consider its compatibility with your preferred virtual meeting platform.

Real-Time Captioning Services and Software

To provide accurate captions during meetings, professional real-time captioning services employ live stenographers or utilize AI-powered software. While these services may be more costly, they often provide higher accuracy and customization options compared to built-in captioning features. Some real-time captioning software even allows users to adjust the font, size, and color of the captions to enhance readability and accessibility.

How Real-Time Transcription Works

Automatic Speech Recognition (ASR) Technology

ASR technology is powered by AI algorithms that can identify spoken language and convert it into written text in real time. As with live captions, the accuracy of real-time transcription depends on factors such as clarity, background noise, and complexities. Continued advancements in AI technology are constantly improving the accuracy and efficiency of real-time transcription.

Real-Time Transcription Software

Real-time transcription software utilizes ASR technology to provide an instant written record of meetings and discussions. Some software options can integrate with virtual meeting platforms and automatically generate transcripts, making sharing and referencing easier.

This transcription software can be added to both Apple ios and Android phones. There are also browser extensions that can be linked with calls. 

The Role of Live Stenographers

Live stenographers are trained professionals who manually transcribe spoken language into written text in real time. They offer a high level of accuracy and customization, making them a valuable option for important meetings and events. 

Live stenographers are significantly expensive because their role requires them to attentively listen to people speaking while simultaneously recording what’s being said. Although live stenographers can be more costly than automated transcription solutions, the level of accessibility and accuracy doesn’t compare to other options, making it a worthwhile investment for companies. 

Comparison with Closed Captioning

While closed captioning is a well-known accessibility tool for pre-recorded videos, real-time transcription offers a similar service for live events. Closed captioning displays text on the screen, synchronized with the audio, while real-time transcription provides a continuous, live feed of written text. Both are essential in ensuring accessibility and inclusivity in different contexts.

Real-Time Transcription Technology and Devices

Various technologies and devices are available to provide real-time transcription services. These include:

  • Speech-to-text software: Converts spoken words or audio into written text using artificial intelligence.
  • Stenography machines: Allows a trained stenographer to transcribe speech accurately and quickly.
  • Voice recognition apps: Mobile apps designed to transcribe speech or audio in real-time. 


Some popular real-time transcription services include:

Examples of Real-Time Transcription Use Cases

Real-time transcription can be used in various settings, such as:

  • Phone calls
  • Video conferences
  • Small meetings
  • Large meetings or lectures

Implementing Live Captions in the Workplace

live caption

Choosing the Right Live Caption and Transcription Solutions

To implement live captions and real-time transcription effectively, it’s essential to evaluate the specific needs of your employees and the types of meetings and events that require these services. Specific needs can be determined by talking to family members or a friend. When making your decision, consider factors such as accuracy, customization options, cost, and ease of use.

Training and Educating Employees on Using These Tools

To help employees learn how to effectively use these tools, it’s essential to provide adequate training sessions and resources. To build familiarity and confidence, encourage all employees to practice using live captions and real-time transcription during meetings and events. Address any concerns or challenges that may arise and provide ongoing support to ensure successful implementation.

Encouraging a Culture of Accessibility and Inclusivity

To create a truly inclusive workplace:

  • Communicate the importance of workplace accessibility and the benefits of live captions and real-time transcription to all employees
  • Foster a supportive environment where employees feel comfortable using these tools and requesting accommodations when needed. 
  • Continuously evaluate and improve your organization’s accessibility efforts to ensure a workplace that embraces and supports diversity.

Reasonable Accommodations and Compliance

As an employer, understanding the legal requirements for workplace accessibility and providing reasonable accommodations for employees with disabilities is your responsibility.

Under the Americans with Disabilities Act (ADA) and other similar laws, employers must provide reasonable accommodations for employees with disabilities, including individuals who are Deaf or hard-of-hearing. 

Examples of Reasonable Accommodations for Deaf and Hard of Hearing Employees

Some examples of reasonable accommodations for Deaf and hard-of-hearing employees include:

Best Practices for Ensuring Compliance and Inclusivity

To create an inclusive workplace for all employees, consider the following best practices:

  • Develop and implement a comprehensive accessibility policy that addresses the needs of employees with disabilities, including Deaf and hard-of-hearing individuals.
  • Regularly review and update accessibility policies and procedures to ensure ongoing compliance with legal requirements and best practices.
  • Provide training and resources for all employees to foster a culture of inclusivity and understanding. Allow employees to have immediate access to resources and customizability. 
  • Encourage open communication between employees and management about accessibility needs and accommodations.

Live captions and real-time transcription play a significant role in promoting workplace accessibility and inclusivity for employees with disabilities, especially for Deaf and hard of hearing people. or those with hearing loss. By implementing these tools, businesses can improve communication, increase employee engagement, and enhance productivity and collaboration. To create a more accessible and inclusive work environment, take action today and invest in live caption and real-time transcription. 

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