A doctor's office, a dentist's chair, a haircut at the salon — for most of us, these are routine parts of life. For families raising children with autism or other developmental disabilities, they can feel like anything but routine.

Do you remember feeling nervous before a dentist visit or a haircut as a child? The bright overhead lights, the unfamiliar sounds, the stranger standing close with sharp tools? Now imagine that same nervousness amplified — not just by anxiety, but by sensory differences, communication challenges or a need for predictability that often isn't met during most appointment experiences.

Across all kinds of service environments, whether at medical offices, dental practices, hair salons or therapy clinics, there are small, thoughtful adjustments that can transform an overwhelming experience into one that feels manageable, and even positive. The benefits extend in both directions: when practitioners make space for every kind of patient, the entire interaction improves for everyone in the room.

I often speak about a time when I was at Clearwater Beach with a client who began to have an emotional response to what may have appeared to be out of the blue. However, what someone may have perceived as “out of the blue” was not out of the blue at all. Instead, it was a sensory-processing response to an approaching plane that was not yet even close enough for us to see.

That same client was scheduled for a haircut the next day, where the expectation would have been for clippers to be used in direct contact with him. This is an important reminder that some individuals may have higher or lower sensory-processing needs that can influence their behavioural responses. If we experienced their world in a similar way, we might respond very similarly.

It is therefore important that we remain open and empathetic when someone needs more space, more time or an accommodation, such as the use of a different tool or approach that may better support them.

Preview the experience

One powerful thing a practitioner can do is communicate in advance. An e-mail or call to a family letting them know what to expect. This gives caregivers the information they need to prepare their child. For many individuals with autism, the unknown is the hardest part. When the unknown becomes known, the experience becomes navigable.

Offer mock visits

Allowing a patient to visit the space before their appointment, whether to sit in the chair, explore the room or meet their practitioner in a low-stakes environment, can dramatically reduce fear and resistance on the day of the actual visit. This familiarity can build comfort, and the extra step is often the difference between an appointment that goes smoothly and one that’s filled with fear.

Build in flexibility

Allowing short breaks during an appointment, welcoming a comfort item from home or offering a simple step-by-step explanation of what comes next can make an enormous difference. One family we know shared a wonderful example of this: their dentist has TV screens in each cubicle so patients can watch their favourite YouTube video during the session. It is a small detail that can make what was once a dreaded appointment into something their child now looks forward to.

Accessibility for all abilities

Accessibility goes beyond the physical. Yes, wide entrances and step-free access matter enormously for patients who use wheelchairs or mobility aids. But so does large-print paperwork for patients with vision differences, written notes or visual aids for patients with hearing differences, and a reception desk that is prepared to communicate in more ways than one. When a patient walks into a space and finds that it was designed with them in mind, the appointment becomes more manageable.

Accessibility sends a message that every person who walks through the door belongs there.

I encourage every community member to think about the role they can play, as no role is too small. Whether you are a community member in the surrounding area who can offer support or simply provide privacy, or a practitioner who is willing to accommodate an initial visit to help someone become familiar with a new environment, we can all play a role in creating a more inclusive community.

A few minutes of preparation and a willingness to think differently can turn a difficult appointment into a positive one for everybody. Our community's service providers have an opportunity to lead the way in making everyday experiences more inclusive. I hope these ideas spark a conversation.

If you are unsure of how you can help or are seeking additional information on this topic, please do not hesitate to reach out to us.

• Jahnae Harvey is the executive director of Tomorrow's Voices Early Intervention Centre, specialising in working with individuals with autism and other developmental disabilities. Conversations on Inclusivity is a series of monthly articles to provide advice and awareness-building around accessibility and inclusivity