Introduction
Creating a document that improves usability and is understood by everyone, including people with disabilities, makes it inclusive. Incorporating principles of inclusion reaches more of your audience and upgrades the user experience for all.
Here are five ways to make your technical documents inclusive:
- Write in clear, simple sentences without jargon: This approach helps everyone understand, including non-native speakers, people with cognitive disabilities, and those with different reading skills. Use short, active sentences and avoid idioms or slang. Be specific and direct.
Tip: Cater to various reading levels by avoiding overly complex vocabulary.
- Provide alternative text for images and graphics: A written description of an image or graphic is crucial for making content understandable to users who rely on screen readers. Screen readers use alt text to describe images to visually impaired users. Also, if an image fails to load, alt text provides additional context for readers.
Tip: Be concise but descriptive, e.g., “Line graph showing a 20% sales increase from Q1 to Q4.“
- Ensure Screen Reader Compatibility: Ensuring that technical documents are compatible with screen readers and other assistive technologies like voice recognition software, makes the content easy to understand for everyone. Accessibility laws, such as the Americans with Disabilities Act and the Accessible Canada Act mandate screen-reader compatibility.
Tip: Use specific text for hyperlinks, e.g., “Download the User Guide” instead of generic text like “Click here.”
- Structure Content for Easy Navigation: Create clear headings, subheadings, and numbered or bulleted lists to make the information scannable. Organizing content into smaller, logical sections makes it easier to follow and enhances readability. Readers can find and understand information quickly.
Tip: Use consistent formatting for headings, fonts, and spacing; use hierarchical headings to organize content (e.g., H1 for main titles, H2 for subheadings).
- Offer Multiple Formats: Offer documents in various formats, such as PDFs with screen reader compatibility, audio versions, or braille options. This supports diverse user preferences such as visual learners preferring infographics or auditory learners relying on audio versions.
Tip: Provide download links for each format in a central location. The same instruction manual should have identical headings and steps in each format.
Conclusion
Accessible documents demonstrate respect for diversity and empower all users to engage with the content fully. By following accessibility guidelines and using the right tools, writers can craft content that is both inclusive and enriching, improving the experience for every reader.✿