Accessibility in our Everyday Communications

Clare O’Keeffe, Digital Accessibility Consulting Engineer

Agenda

• Introduction to types of disabilities
• Benefits of accessible communications
• Examples of accessible communications (documents, emails, Zoom, Slack)

Introduction to Disability Types

Disability Population

• 26% of the population has some form of disability.
• Many disabilities are invisible.
• Disability can be complex, and people may have multiple.

26%

Disability Types - Visual

Types

• Blind, low vision, color blind, deaf-blind.

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Impacts

• Difficulty perceiving visual elements, such as images, low contrast and small text, and color differentiations.
• May be using a screen reader, screen resolution and zoom settings, high contrast modes, or custom color and font settings.

Disability Types - Mobility

Types

• Mobility impairments as well as limited motor skills, such as arthritis or Parkinson's.

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Impacts

• May not be able to use a mouse. May use a full keyboard or a simplified device that mimics keyboard behavior.

Disability Types - Hearing

Types

• Deaf, hard of hearing, speech impairment.

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Impacts

• Difficulty perceiving audible content and completing interactions requiring speech.

Disability Types – Cognitive/Learning

Types

• Most diverse group. Includes ADD/ADHD, traumatic brain injury, dyslexia, autism, and more.

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Impacts

• May experience cognitive overload, difficulty concentrating, and difficulty processing information. May experience seizures caused by flashing content.

Choose Accessible as Your Default

Accessible and inclusive communications benefit everyone!

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You can't assume someone does not have a disability based on their appearance. (And you can't ask either).

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Consider how your communications could spread beyond the initial intended audience.

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Accessible Writing

General Writing Guidelines (1 of 3)

Keep it simple.�

• Bad example:�

"When considering what we should do in this situation, we should focus first on the most pressing issue, disregarding anything not imminently important, so we can avoid unnecessary diversions".�

• Good example:�

"We should focus on the most important issue in this situation".

General Writing Guidelines (2 of 3)

• Break up long passages of text into smaller paragraphs.�
• Use bulleted lists and numbered lists.�
• Use headings to organize content.

General Writing Guidelines (3 of 3)

• Spell out acronyms the first time they are used:� � Residential and Dining Enterprises (R&DE)�
• Avoid directional and device-specific language:�� "Click the middle button"

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• Make sure the reading order is logical.�

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Avoid Ableist Language

Ableism = discrimination and social prejudice against people with disabilities.

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Avoid language that equates disability with something negative, such as:�

• Blind spot
• Falling on deaf ears
• Crippled, paralyzed
• Lame
• Crazy, deranged
• OCD (for meticulous)

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Accessible Documents

Tips for Word and Google Docs (1 of 8)

Structure

• Use built-in features for headings, lists, tables, multiple columns, and other formatting styles.

Tips for Word and Google Docs (2 of 8)

Document Titles

• Set descriptive document titles.
• In Word: File > Info > Properties > Advanced Properties
• In Google Doc: Edit the text field at the top of the document

Tips for Word and Google Docs (3 of 8)

File Names

• Choose readable file names.�
• Bad:
• rf1021-final(v3).docx�
• Good:

RevenueForecastSummaryOctober2021.docx

Tips for Word and Google Docs (4 of 8)

Link Text

• Set descriptive link text rather than just pasting URLs.�
• Bad:
• https://cardinalatwork.stanford.edu/benefits-rewards/health/change-your-benefits �
• Good:
• Change your benefits

Tips for Word and Google Docs (5 of 8)

Image Alt Text

• Add alt text to images or mark them as decorative.

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Tips for Word and Google Docs (6 of 8)

Color Usage

• Don’t rely on color to convey information - often a problem with charts and graphs.

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Tips for Word and Google Docs (7 of 8)

Color Contrast

• Choose text colors with good contrast (4.5:1 for small text, 3:1 for large text).
• This text has poor contrast (contrast ratio of 1.7:1)
• This text has good contrast (contrast ratio of 7.3:1)�
• Choose easily readable, sans serif font styles, such as:
• Source Sans Pro
• Roboto

�Not: Times New Roman, Bookman Old Style, etc.

Tips for Word and Google Docs (8 of 8)

Exporting to PDF

• When exporting to PDF from Word, do so through the "Save As" process, NOT by "Print".
• Google Docs cannot save to an accessible PDF, so download as Word file first, make corrections, and then save to PDF.

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Tips for PowerPoint and Google Slides (1 of 2)

Themes and Slide Titles

• Use built-in theme slide templates and themes.
• Use unique slide titles.

Tips for PowerPoint and Google Slides (2 of 2)

Reading Order

• Set the reading order within a slide
• For Word: go to Review > Check Accessibility > Reading Order Pane
• For Google Slides: go to Arrange > Order

Accessible E-mails

Tips for E-mails (1 of 4)

• Use many of the same tips for Word and Google Docs
• Use built-in structure and formatting
• Write descriptive link text
• Add alt text for images
• Check color contrast
• Choose readable fonts

Tips for E-mails (2 of 4)

• Use a descriptive Subject for e-mails.
• Ensure attachments have readable file names.

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Tips for E-mails (3 of 4)

• Avoid image-only emails.

Tips for E-mails (4 of 4)

• Avoid attaching inaccessible PDFs.

Accessible Zoom

Tips for Zoom

• Set your display name and be accurate and descriptive.
• e.g., "Clare O'Keeffe" not "49ers Chick"
• Do not alter the way your name displays visually.
• Limit the use of chat to avoid distraction.

Accessible Slack

Tips for Slack (1 of 6)

Display Name

• Set your display name here similarly to in Zoom.

Tips for Slack (2 of 6)

Conversation Threads

• Use conversation threads to make following a discussion easier.

Tips for Slack (3 of 6)

Link Text

• Use descriptive link text rather than pasting URLs.

Tips for Slack (4 of 6)

Alt text

• Add alt text for images either uploaded or pasted.

Tips for Slack (5 of 6)

GIFs

• Add captions for GIFs

Type /giphy #caption “write description here” [giphy search term]

Tips for Slack (6 of 6)

Emojis

• Use emojis sparingly.

Image Source: How to boost accessibility in Slack

Questions?

Thanks for attending!