Following an accessibility process helps you systematically cover all the areas of document design and accessibility without the worry of missing something. You want to remember overall layout, colours, text, images and more. You can create your own process by looking at what you are already doing and adding any items that are new to you. Over time, your process will become automatic and accessible design will become second nature. If you are new to accessibility, try following the steps I use to create accessible material.
First, check your own material using an accessibility checklist
Review your current material. You may already be creating documents that follow some of the current accessibility requirements just by using good design. Are you using readable text, lots of white space, and proper headings? Do your images make sense and are they tagged properly? Take a look at the following elements:
Overall design
Your material should be uncluttered, easy to read, and contain correct heading levels so people can find your important information and screen readers can access it. Writing should be clear and easy to understand with sections defining new ideas. Navigation should be easy to use so people can find what they are looking for without difficulty.
Fonts
Fonts should be large enough to read, easy to see, and contrast with the background of the document. Links are usually blue and each link should have a distinct label that connects to a corresponding page. Think about the purpose of your material because you might want large fonts for slides that people are viewing from a distance but smaller fonts for information viewed online. Also, fonts that are easy to read on a screen might be more difficult to read on paper. Technical guidelines can help you decide which fonts are best for your material.
Images
Pictures can be decorative or informative. Your informative images should be relevant to the information on the page and contain proper tags or descriptive text. You want to create images that can be enlarged without distorting them and pay attention to image size. You want files that load quickly.
Accessibility addresses overall design, fonts, images, and more. You may need to address audio and video as well. By checking your own material first, you can recognize what you are already doing to enhance accessibility and pinpoint the areas you need to learn more about. Once you are aware of the changes you need to make, you can start thinking about accessibility proactively with each subsequent document you create.
Second, create new material using an accessibility mindset
You want to design for everyone without losing your creativity. Accessible design does not mean creating everything the same. For example, you can use colour to appeal to visual people as long as the message is not lost without the colour. You want to create an equal learning experience for all users. Sometimes this means creating an alternative document. For example, you might have an audio lecture on your website with an accompanying text transcript.
As you become more experienced with accessible design, you will discover many different ways to meet accessibility requirements. I found the challenge of designing for everyone enhanced my creativity not stifled it. I had to think of design and accessibility simultaneously so that I could view my own work from different perspectives. With a proactive mindset, you can unleash your own creativity and then step back and analyze your work through various lenses.
Third, make changes section by section
Even when you consider accessibility at the outset, you still need to review and make changes. As you edit your material, think about the purpose of your communication. Make sure your material conveys your message clearly and appeals to your audience. I review the overall design first and then focus on individual sections using an accessibility checklist. Some people prefer to look at each aspect individually instead of each section. For example, you might want to review all the headings first, then all of the images, and so on.
Once you determine which process works best for you, make a list of possible changes. Remember, you want to address accessibility issues like proper headings and labelled images. Analyze your material. Did you use correct heading levels? Do your images have alternative text? Use an accessibility checklist to make sure you address all the requirements.
Fourth, review and test your material
Once you have created accessible material, edited it, and made any necessary changes, you need to review it again. Then test it for accessibility and ask others to look it over. Usability testing can uncover errors you might not notice.
Try the following actions:
- Put the document away for a day and then review it with fresh eyes.
- Ask others to look at it. You can give them your accessibility checklist if they are not familiar with accessibility requirements.
- Use accessibility tools that come with your software. For example, Microsoft Word has an accessibility tool which points out errors and offers suggestions.
- Use an online accessibility checker like Achecker. You can upload your material to Achecker to find out what errors exist.
- Try a screen reader and listen to how your material sounds when a user cannot see your information.
- Ask people who use assistive devices to review your material.
Fifth, create a template for similar material
Initially, creating accessible material takes time so after putting a lot of work into your accessibility design, you might find it daunting to have to do it a second and third time. Using a template can cut down on your work. You can design your document with accessible headings, logos, images and more. Then save a copy of the document to use each subsequent time you want to create something similar. You can create your own template or use one of the many templates found online.
Sixth, repeat
Repeat the process each time you create new material and you will get quicker as you begin to develop an accessible design mindset. Over time, you will find yourself thinking proactively instead of re-actively. Your users will have less difficulty accessing your material and can instead focus on the important message you want to convey.