How To - Ensure your documents are accessible
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Information provision is a business’ most powerful tool. It is a means to communicate with employees, customers and others to convey a message or important information so, where this information is provided, it should be provided in an accessible format in order to communicate with as many people as possible. There are numerous ways in which people access information, whether it be written, digital, or oral. By ensuring you are considering accessibility and universal design in all materials you publish, you are ultimately providing the end user with easy and understandable ways of accessing and interacting with the important information you are providing.
It is important to first understand how end users will access and interact with the information in order to provide the appropriate resources for the information you are providing. For instance; is the information provided online allowing the use of screen readers? Is printed documentation readily available in large print format, etc.
Once you have understood how the information is ascertained, it is important to be aware of the impact stylistic choices can have on accessibility when creating documents, signs, posters, etc. For instance; the size and type of font, colours and visual contrast, and formatting choices all have an impact on how easily a person can absorb the information provided. Outlined below are a number of general considerations which should be made to ensure you are providing accessible and inclusive documents:
- Font: When choosing a font, the size, typeface, and colour need to be considered to ensure it is easy to read by as many users as possible. In general, a sans serif font (Arial, Helvetica, etc) at 12 points is considered accessible to most people.
- Alignment: Text documents are preferred to be left aligned. This alignment makes it easier for a person using a screen magnifier to identify the next line and the consistent spacing makes the document easy to read. The use of justified text distorts the uniform spaces between letters and words which can make it difficult for a person with dyslexia, cognitive, or learning difficulties to understand the text.
- Language: Plain English should be used where possible. Complicated phrasing and jargon should be avoided in order to make the text as understandable as possible to all users.
- Images: Where images are included, they should be placed ‘in-line’ with text, and text should not be overlaid on the image to ensure it remains legible. Include descriptive text for the image as this will allow persons using a screen reader to identify what is contained within the image.
- Colour: Ensure good colour contrast is provided between the text and the background, for instance if using a light background, a dark colour text should be used. Avoid placing text in front of images or patterned documents and avoid using watermarks.
- Format: Ensure you consider accessible format and layout throughout your document. By utilising heading styles, from which you can create a table of contents, screen readers are able to recognise the structure of the text and navigate through the document.
The above list offers a general outline of what should be considered in order to provide accessible documents and should be used as a starting point for the development of a style guide for producing accessible information. Additionally, accessibility and universal design should be embedded in your communications strategy as a way of defining your commitment to a more inclusive, accessible and disability friendly workplace.
If you need further information or advice in relation to accessible information provision please do not hesitate to contact one of our team on (01) 415 12 85 or e-mail [email protected].
