How to Make Training Videos Accessible: UK Provider Guide

How to Make Training Videos Accessible: UK Provider Guide 

Beyond Compliance: Universal Benefits 

Accessible training videos aren't just for learners with additional needs. They improve the learning experience for your entire audience. Research suggests that captioning video content can increase engagement by up to 40%, according to data from AbilityNet. Studies indicate that up to 85% of online video content is watched without sound by choice. 

Real-World Scenarios Where Everyone Needs Accessibility 

Consider the everyday scenarios where accessibility features become essential for all learners. A care worker watching training videos on their commute uses captions because they're on a busy train. An office worker completing compliance training at their desk keeps the sound off to avoid disturbing colleagues. A parent studying after putting children to bed relies on captions to learn without waking the household. A trainee with English as a second language uses both captions and transcripts to understand complex terminology at their own pace. 

How Accessibility Improves Learning Outcomes 

Captions can help anyone learning new technical vocabulary, working in noisy environments, or needing to reference specific information quickly. Transcripts allow all learners to search for key points, copy important details into notes, or review content without watching the entire video again. Audio descriptions that clearly explain visual demonstrations can reinforce learning for everyone, not just those with visual impairments. 

This universal benefit is why accessible training videos often achieve better completion rates and learner satisfaction scores across the board. When you design for accessibility, you're designing for flexibility, allowing every learner to engage with your content in the way that works best for them. 

The Competitive Advantage 

From a competitive standpoint, this universal approach can demonstrate your commitment to quality. When competing against larger organisations, offering fully accessible content with CPD certification for your courses can provide independent validation of quality standards and help justify premium pricing to clients who value inclusive, effective training.  

Making your training videos accessible isn't just about compliance. It's about reaching every learner effectively whilst meeting legal requirements that apply to training providers across the UK. Whether you're delivering courses to care home staff, corporate clients, or public sector organisations, accessible video content can expand your market reach and demonstrate quality standards that set you apart. 

With WCAG 2.2 now the benchmark for UK public sector bodies as of October 2024, understanding how to create accessible training videos has become essential for training providers who want to position themselves as quality-focused organisations. 

Understanding UK Accessibility Requirements 

What the Law Requires 

The Equality Act 2010 requires all service providers, including training organisations, to make reasonable adjustments for disabled individuals. For digital content like training videos, this means ensuring that people with hearing or visual impairments can access the same information as everyone else. 

WCAG Standards and Compliance 

Public sector bodies must comply with the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018, which mandates WCAG 2.2 Level AA compliance. Whilst private sector training providers aren't legally bound by these specific regulations, the Equality Act still applies. According to research from Scope, approximately 21% of working-age adults in the UK are disabled, representing a substantial portion of potential learners that training providers could be excluding without accessible content. 

Captions: The Foundation of Video Accessibility 

What Makes Good Captions 

Captions provide time-synchronised text that displays spoken dialogue and important sound information on screen. Whilst designed for deaf and hard-of-hearing learners, captions serve remarkably diverse purposes.  

They help anyone learning in a second language, support learners with attention differences who benefit from multi-sensory input and allow people to watch training videos in sound-sensitive environments like open-plan offices or public spaces. 

Good captions should indicate who is speaking when there are multiple speakers, describe relevant sound effects, and note music or background sounds that contribute to understanding. 

Tools for Adding Captions to Training Videos 

You have several options for adding captions to your training videos: 

Automated captioning tools: YouTube and Vimeo offer automatic captioning, though accuracy varies. More sophisticated options include Otter.ai and Trint, which use AI to generate captions that still require human editing for technical terminology and industry-specific vocabulary. 

Professional captioning services: For high-stakes training content, services like Rev.com, 3Play Media, or Verbit can provide human-verified captions with greater accuracy, particularly valuable for specialist training content with complex terminology. 

Video editing software: Tools like Adobe Premiere Pro, Final Cut Pro, and DaVinci Resolve include captioning features that allow you to create and edit captions directly within your editing workflow. 

Caption File Formats 

Common caption file formats include SubRip (.srt), WebVTT (.vtt), and TTML (.ttml). Most video platforms accept these standard formats. The key is ensuring captions can be toggled on or off by the user (closed captions) rather than being permanently embedded, giving learners control over their viewing experience. 

Transcripts: Providing an Alternative Format 

Why Transcripts Matter 

Whilst captions allow learners to watch your videos with text support, transcripts provide a completely text-based alternative that can be read independently of the video. This flexibility benefits every type of learner. 

Screen readers used by blind or partially sighted individuals work more effectively with transcripts than with captions. However, transcripts serve everyone. Busy professionals can quickly scan a transcript to find specific information rather than watching an entire video. Visual learners can read and highlight key points. Anyone can copy text for revision notes, share specific sections with colleagues, or translate content using translation tools. For learners with slower internet connections, transcripts provide access to training content without buffering delays. 

Creating Effective Transcripts 

A good training video transcript should include all spoken content, identify speakers by name, and describe essential non-speech sounds in square brackets, such as [LAUGHTER] or [ALARM SOUNDS]. Format with paragraphs rather than timestamps to create a natural reading experience. 

Transcript Creation Tools 

Tools for creating transcripts: The same automated tools that generate captions can produce transcripts. Otter.ai, Trint, and Descript offer transcription services with editing interfaces. Rev.com provides both automated and human transcription options. For budget-conscious training providers, editing automated transcripts can be more cost-effective than commissioning professional transcription whilst still ensuring quality. 

Audio Descriptions: Making Visual Content Accessible 

What Are Audio Descriptions? 

Audio descriptions provide narration that describes important visual information during natural pauses in a video's dialogue. Whilst essential for learners who are blind or have low vision, audio descriptions can benefit anyone who needs to understand visual demonstrations without watching the screen. 

Think about scenarios where learners might be listening rather than watching: driving to a training venue whilst reviewing course content, exercising whilst catching up on professional development, or multitasking during busy work periods. Audio descriptions ensure that crucial visual information isn't lost in these situations. 

When Audio Descriptions Are Required 

According to WCAG 2.2 Level AA standards, audio descriptions are required for all pre-recorded video content that includes important visual information. For training videos, this typically means any content where understanding requires seeing what's happening on screen. 

Consider a health and safety training video demonstrating proper lifting technique. Whilst the narrator might explain the steps verbally, learners who cannot see the video would miss crucial visual information about body positioning and hand placement. Audio description fills this gap. 

Writing Effective Audio Descriptions 

Creating audio descriptions requires careful planning. Descriptions should be objective and neutral, describing what's visible without interpretation. They should fit naturally into pauses in the existing audio, or the video can be paused whilst the description plays (extended audio description). 

Methods for Adding Audio Descriptions 

Approaches for adding audio descriptions: 

For new training videos, the most cost-effective approach is to integrate visual descriptions naturally into your script from the beginning. Narrators can describe what they're demonstrating as they perform actions. 

For existing videos, you can create separate audio description tracks. Tools like YouDescribe (a free web-based tool) allow you to add audio descriptions that synchronise with your videos. Professional video editing software including Adobe Premiere Pro and Final Cut Pro support multiple audio tracks for audio descriptions. 

Professional audio description services: Companies like Audio Description Associates, Ai-Media, and 3Play Media offer professional audio description services. Whilst these represent an investment, they can be particularly valuable for flagship training courses or content used with public sector clients. 

Practical Tools and Implementation Steps 

All-in-one accessibility platforms: Solutions like 3Play Media and Verbit offer comprehensive services including automated captioning, transcription, and audio description in one platform. These can streamline your workflow if you're producing regular training content. 

Learning management system features: Many LMS platforms including Moodle, Canvas, and Brightspace include accessibility features for uploaded videos. Check what your current platform offers before investing in external tools. 

Free and Budget-Friendly Options 

Free and low-cost options: YouTube's automatic captions can be edited directly in YouTube Studio. Microsoft Stream includes automatic captioning for videos hosted on the platform. For audio editing, Audacity (free) can be used to create audio description tracks. 

Creating Your Implementation Strategy 

Implementation strategy: 

Start by conducting an accessibility audit of your current video content. Identify which videos are most frequently used or serve the most learners, and prioritise these for accessibility improvements. 

For new content, build accessibility into your production process from the beginning. Write scripts that naturally describe visual elements, plan for pauses where audio descriptions can be inserted, and budget time for creating and editing captions and transcripts. 

Choosing the Right Video Platform 

Choose video hosting solutions that support accessibility features including caption uploads, transcript display, and audio description tracks. Test your videos with actual users who rely on accessibility features to ensure your implementations work effectively. 

Documenting Your Progress 

Document your accessibility efforts and be transparent about your progress. Creating an accessibility statement for your training materials can demonstrate your commitment whilst setting realistic expectations about which content currently meets accessibility standards. 

The Quality Assurance Advantage 

Accessibility as a Quality Indicator 

For training providers, particularly those working in regulated sectors like care home training, accessibility can be an important quality indicator. CPD certification for your courses can provide independent validation that your training meets recognised standards, including considerations around inclusive design. 

Meeting Client Expectations 

When potential clients evaluate training providers, they may increasingly ask about accessibility, particularly in the public sector or when working with larger organisations. Being able to demonstrate that your training videos include captions, transcripts, and audio descriptions can differentiate you from competitors. 

Building a Quality-Focused Reputation 

The investment in accessible training videos can align with a broader commitment to quality standards. Training providers who take accessibility seriously often find this attention to detail extends across other aspects of their service, from clear course outcomes to effective learner support. 

Moving Forward with Accessible Video Content 

Start Small, Build Momentum 

Creating accessible training videos represents both a compliance requirement and a business opportunity for training providers. The learners who benefit include not only people with disabilities but everyone who appreciates flexibility in how they consume content. When you offer captions, transcripts, and audio descriptions, you're acknowledging that people learn in different ways, in different environments, and with different constraints on their time and attention. 

The accessibility landscape continues to evolve, with standards becoming more stringent and expectations increasing across both public and private sectors. Training providers who address accessibility proactively may find themselves better positioned to compete for contracts whilst genuinely improving learning outcomes for all their clients. 

Taking the First Steps 

Start with what's achievable. Even adding accurate captions to your most important training videos can make a significant difference. As you develop expertise and resources, you can expand to include comprehensive transcripts and audio descriptions. 

Making Accessibility Part of Your Process 

Recognise that accessibility isn't a one-time project but an ongoing commitment that should be integrated into how you create and deliver training. By making accessibility part of your standard production process, you can ensure that new content is accessible from the start whilst gradually improving existing materials and building a reputation as a training provider that takes quality and inclusivity seriously. 

This content is provided by The CPD Group, a CPD accreditation service for training providers. We help training organisations demonstrate quality standards through independent CPD certification.