Accessible Documentation

The Need for Accessible Documentation

Documentation is an important channel for effectively imparting information to users, but people with disabilities face challenges in accessing it. In an endeavor to promote maximum reach for and receptivity to documentation, organizations are putting much importance on its accessibility, so users with disabilities can also benefit from the documentation.

Make Documentation Easy to Read

First, documentation should be easy to read. It is always advisable to use plain, simple language that communicates clearly.

• Avoid indicating directions in instructions or language that may require the user to see the design or layout of a page or screen.
• Avoid using jargon or providing unnecessary detail.
• Keep your sentences concise. Avoid writing run-on sentences that require overly complex punctuation.
• If you are writing for users with learning disabilities, use digits instead of spelling out numbers—for example, use 3 instead of three.

Present Information with Clarity

The way in which we present information is an important factor in making our documentation accessible. Always ensure that your page layout and typefaces are easy to perceive and understand.

• Whenever possible, use a larger typeface, because this helps people with learning and vision impairments. Ideally, a print typeface should be a minimum of 12 points. Also, use clear fonts such as Arial or Times New Roman. Animated or fancy display fonts usually don’t comply with accessibility standards.
• Avoid using all capital letters, italics, or block text unless absolutely necessary. Use title case for titles and subheadings; sentence case for paragraphs. Highlight important points with boldface type.
• Structure your documentation well. Use subheadings to differentiate sections, and break the text into short, logical chunks that are separated by considerable whitespace.
• Whenever possible, use bullet points to make your individual points clear, instead of long or highly stylized sentences.
• Use descriptive link text that provides information about their destination. Do not use ambiguous phrases such as Learn more or Click here.
• Try to use the larger A3 page format, because it enables you to use larger fonts and images.

Use Supporting Images

Supporting simple language with easy-to-understand images is one of the best ways to make your documentation attractive and accessible.

• Ensure that you use high-contrast themes with good value contrast between the background and font colors. Dim font colors are very difficult to read for people who have low vision, which impairs their ability to read.
• Choose images, photos, or symbols that best explain the text. Do not use ambiguous or stylized images that are difficult to comprehend.
• Do not use complex symbols that might confuse users. If necessary, use easy-to-understand symbols.
• Include alt text for all images on the Web. This is easy to do and provides a basic description of each image to the visually impaired. The descriptions should be short and must clearly define the purpose of each image.

Employ Assistive Features and Tools

Implementing assistive features and tools is essential to making your documentation accessible.

• In addition to writing documents, try recording demonstrations, the minutes of meetings, or important events as video or audio. Such recordings can be very useful for users with learning disabilities or, in the latter case, those with vision impairments.
• Provide adequate accessibility tools such as screen readers and joy sticks for disabled users whenever they are taking part in any discussion. They are helpful for any users who cannot use technology or access information in the best possible manner. It is important to keep accessibility in mind whenever you impart information.

Summary

Ultimately, users’ preferences matter most when choosing any form of assistive technology. Accessibility plays a key role in enhancing people’s experience of technology. However, it is very difficult to fully meet accessibility standards. Whether you are writing documentation, creating any form of user assistance, or presenting information, implementing at least basic accessibility factors can go a long way toward ensuring that anyone and everyone can avail themselves of your content. 

References

MailChimp. “Writing for Accessibility.” MailChimp Content Style Guide, undated. Retrieved June 6, 2016.

Interactive Accessibility. “ADA Compliance.” Interactive Accessibility, undated. Retrieved June 6, 2016.

Wikipedia. Web Content Accessibility Guidelines.” Wikipedia, undated. Retrieved June 6, 2016.

508Checker. “What Is 508 Compliance?” 508Checker, undated. Retrieved June 6, 2016.

WebAIM. “Writing Clearly and Simply.” WebAIM, undated. Retrieved June 6, 2016.