Be an accessibility ally with practical tips for inclusive communication

Have you ever thought about the importance of making your digital communication more accessible to everyone? If you haven’t, here’s some ideas that you an individual can enact without an organisational permission. In today’s digital age, emails and documents rule our working lives, so it’s crucial to consider accessibility matters if you want to create a more inclusive online experience in anyone’s workscape.

So what does “accessibility” mean in a digital context? Simply put, it means making sure that everyone, regardless of their abilities or disabilities, can access and understand the content you create. This includes emails, documents, and web content.

By becoming an accessibility advocate and a practical ally, you can help break down barriers and ensure equal access for all. For allyship isn’t passive; it’s active! You do better, and you speak up when something is wrong and can be done better.

How can you be an practical ally?

Here’s ten practical suggestions to get you started.

1. Use descriptive alt text for images
When you include images in your emails or documents, add alt text that describes the content of the image. This text provides context for people who use screen readers or have visual impairments. Instead of merely stating “Image001,” describe the image content, like “Team celebrating success at the annual conference.”

TIP: Use a generative ai tool like ChatGPT. Upload the image and ask it to write the alt text for your image.

2. Mind the colour contrast
Selecting the right colour combinations is crucial for readability. Ensure there’s sufficient contrast between text and background colours to make content easily discernible. Tools like online contrast checkers can help you determine if your colour choices are accessible.
Test colour contrast with the Who Can Use tool.

3. Choose accessible fonts
Fonts may seem like a small detail, but they play a big role in accessibility. Choose readable and widely supported fonts like Arial, Helvetica, or Calibri. Keep font size at a minimum of 12 points for body text, and avoid fancy or overly stylized fonts that can be hard to read.
Learn about useful font types.

4. Use styles for headings
When crafting documents, emails, templates, or forms, always use style formatting for headings. Avoid manually adjusting font size or applying bold settings to create headings. Proper style formatting ensures the user can perceive a consistent and organized structure, understand the flow, and then more easily move around the content to use the it effectively in their task.
Learn how to use Styles in MS Word.

5. Implement structured markup
Structure your documents and emails using headings, lists, and other formatting options appropriately. Proper structure improves comprehension and navigation for all users. Ensure headings are created that follow a logical hierarchy, i.e. H1, H2, H3. Using Styles, automatically marks up the text. Screen readers use this information to explain the hierarchy of the content, these structural cues to provide context and organization of the information. In MS Word, you can easily see how well your document is (or is not) structured using the Navigation Pane feature.
Learn about Navigation Pane in MS Word to see document structural elements.

6. Add Closed Captions to videos
If you include videos in your content, ensure they have closed captions. Closed captions provide a text version of spoken content, making it accessible to those who are deaf or hard of hearing. Many video platforms offer automated captioning tools, but always review and edit for accuracy. Even if you are not creating a video, rather simply sharing a video – choose videos that have captions or transcripts.
Learn about Captions and transcripts for videos in this short video.

7. Create accessible links
When adding web URLS to a document, turn them into a descriptive link, that gives users a clear idea of where the link will take them and what they can expect to discover. Avoid vague terms like “click here” and instead use meaningful phrases like “learn more about accessibility guidelines.” When people can understand the purpose of a link they can make a decision to visit the content or bypass it. For people with motion impairments, they can avoid extra keystrokes to visit the content and then return the current content.
Learn more about creating good links in content.

8. Write with inclusive language
Choose neutral, respectful, and person-centered language when talking about a person or group of people. Avoid outdated or negative terms, and making assumptions. Use precise, non-stigmatizing terms. If unsure, test your writing with a diversity of people to revel bias and privilege. Inclusive language respects dignity, avoids stereotypes, and ensures all readers feel seen.
Learn about style guides for inclusive content, from the Australian Government and
explore the APA style guide.

9. Convert to PDF with care
PDFs are a common format for sharing documents, but they can pose accessibility challenges. When converting to PDF, make sure to choose accessible settings, which often include options for tagging, alt text, and proper reading order. Review and edit your PDFs to ensure they meet accessibility standards.
Learn about PDF file accessibility.

10. Test your content
Before sending out that important email or publishing a document, test it for accessibility. There are various online tools and browser extensions available that can help identify accessibility issues in your content. You can also get feedback by asking others to use the content on their own device and see what happens. Take the time to review and fix any problems you find.

By following these practical suggestions, you’ll not only be promoting accessibility but also fostering a more inclusive digital environment. Remember, it’s not about being perfect from the start but about making a conscious effort to improve over time.

 

Why should you be an accessibility ally?

Now, you might be wondering why it’s essential to be an ally for accessibility in the digital realm. Well, here’s the thing: Accessibility matters because it ensures that no one is left behind in the digital age. When you make your emails and documents more accessible, you’re actively promoting inclusivity and equity. Here are a few more reasons to consider:

1. Legal compliance

Many countries have laws and regulations that require digital content to be accessible. By being proactive, you can avoid legal issues and fines on behalf of the organisation.

2. Equity for all

When the content you create and share is accessible, you can serve all people in an equitable way. This includes people with permanent or temporary impairments, older individuals and those using various assistive technology devices. Being able to access shared information and ideas is a basic human right. Article 19 in the Universal Declaration of Human Rights states “Everyone has the right to freedom of opinion and expression; this right includes freedom to hold opinions without interference and to seek, receive and impart information and ideas through any media and regardless of frontiers.

3. Improved reputation

Being known as an individual who values accessibility is good for your reputation. It shows that you care about people and their varying needs.

4. Innovation and creativity

Embracing accessibility can spark innovation in what you create. Within constraints can lie the seeds of new and better ways to do things while considering various perspectives, particularly of those with physical and cognitive impairments.

So, here’s a heartfelt invitation: Join the digital accessibility movement! Decide as part of the reign of your workscape, to be ally and a practical activist for accessibility matters in the digital world. By following these ten suggestions and continuously learning about accessibility guidelines, you can make a positive impact on the lives of many.

It’s not about doing everything perfectly right away. Accessibility is a journey, and every step you take makes a difference. Together we can create a more inclusive and accessible workscape for all.

 

Author

Helen Palmer is an adventurer in workscape design, guiding others while shaping her own Self unLimited path. She is on a journey to learn about and apply accessibility guidelines, expanding her understanding and practice of being inclusive in her activities. Through curiosity and practice, she explores how accessibility enhances experiences for all.