Sometimes it is easier to start with what not to do. That is often the case for technically trained professionals who are often not the best natural communicators. Americans with Disabilities Act (ADA) and international standards for the visually and hearing impaired provide good guardrails.
The Basics
These are five basics that should be considered as a minimum standard.
- Do not create visual content that flashes more than three times in any one second or the flash is below the general flash and red flash thresholds. This may induce seizures.
- Avoid slang so that assistive devices can determine the default language. Avoiding slang and keeping language concise also provides a co-benefit for people with different native languages, These Tips Will Improve Your Presentations as a Non-Native English Speaker.
- Get the logic correct so that information, structure, and relationships conveyed through presentation can be programmatically determined or are available in text.
- Color should not be the primary visual means of conveying information, indicating an action, prompting a response, or distinguishing an element. Visit the CWF blog for articles such as “Do Park Here”: How Are You Communicating Effectively with the Color Blind? and Are Your PowerPoint Slides Ready for the Color Blind?, Use These Colors To Convince A Decision Maker for more insight on colors.
- Always provide users enough time to read and use the content.
ALT Text for Images
Alternatives for any non-text content, usually images, are provided so that the non-text content can be changed into other forms people need, such as large print, braille, speech, symbols, or simpler language.
Most of us are prompted for ALT Text whenever we add a picture to some form of a written report or a PowerPoint slide. Few technical professionals use ALT text consistently.
Standard practice is that the ALT text should not be longer than a sentence or two. Alt Text should provide the key message and idea of the non-text content. Do not refer to the image of the surrounding texture, such as “a picture of.” Stick with the key message.
Remember, too, that web search engines use the ALT Text when they crawl your website in search of keywords. ALT Text has power beyond making your work accessible to people with disabilities.
Logical Reading Order
Most written reports have a framework that provides a logical reading order. However, heading types such as H1, H2, and H3 are important for a text that may be conveyed or searched on the internet and visual assistance devices. Many commercially-available word processors have features that can provide the creator with feedback.
The bigger issue usually relates to PowerPoint presentations and websites. Headings and labels describe the topic or purpose. Make slides and webpages readable in the order that you intend. PowerPoint will check this and allow the user to set the reading order for each slide. Most open-source content management applications also make available heading and reading order tools.
Getting the heading types right in the text is usually easier than in tables. Or at least tables provide more room to get sloppy.
Contrast
A strong contrast between text and background makes it easier for people with low vision or colorblindness to use the content.
Contrast relates to the visual presentation of text, images, and background combinations. Industry guidance is a contrast ratio of at least 4.5:1 for websites.
Black-and-white and dark blue-and-white schemes are the best for providing high contrast. If desired, built-in and online contrast-checking tools can be used for different schemes.
Keep it simple. If you stay with high-contrast schemes, most modifications will only require tweaking the contrast of the background or the image. For example, we changed the background contrast level from 56 percent to 46 percent for a recent website update to meet the standard. The desired contrast ratio was obtained with no real visible difference.
Moving to Action
Many engineers and other technically trained professionals are not natural communicators. There is much benefit in using ADA standards as a starting point for more effective communication practices. Incorporating good practices for people with visual and hearing impairments does not take much effort, so it should be an easy decision to do it. Are you Communicating with FINESSE?
JD Solomon Inc provides facilitation, asset management, and program development solutions at the nexus of facilities, infrastructure, and the environment. Founded by JD Solomon, Communicating with FINESSE is the community of technical professionals dedicated to being highly effective trusted advisors and getting the boss’s boss to understand. Learn more about our publications, webinars, and workshops. Join the community for free.
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