In the office, people need to be able to understand what is being communicated to them, so that work gets done properly. For the most part, this is done well, however, with the rise of diversity in workplaces, there's no time like the present to level up.

If you want to know how to improve the accessibility of your emails, documentation, and other written office mediums, here we look at some tips on how to do it.

Reasons for Having Accessible Materials

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If you are reading this, your reason for improving accessibility in written material might be to become more inclusive and is one of the main reasons most companies adopt it. An inclusive workspace attracts diverse recruitment and supports staff who need it.

It is well known that when the environment is right, people with specific learning needs are able to think creatively and often excel. Starting with how you communicate is the foundation for this.

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However, accessibility is also an incredibly smart business move. Just because you know what you mean, does not mean that it translates that way. If everyone understands what it is they need to do and things make sense, it means:

  • Fewer mistakes
  • Improved staff confidence
  • You reach a wider audience
  • A more engaging workplace
  • You save time when explaining things

Most importantly, it is incredibly easy to do, and may actually improve your work output along the way.

1. Using Simple Language

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Whether you are sending out an email to a large audience, writing a newsletter, or creating new documentation for a new procedure at work, the intention is for others to take it on board. In these cases, using simple language is necessary.

Firstly, you should avoid using acronyms and jargon in your text. Some people may not know what they mean and can be a barrier for new starters. They can also make employees feel excluded and take away from the overall impact of your work. Instead, write the acronyms out in full and opt for words that everyone can understand.

When writing to an audience, a good tip is to write for someone who has no idea what your job is. A lot of written communication skirts over important details and misses out on necessary steps. This happens when the author is writing from a place of knowledge, and they mentally fill the gaps in, rather than writing them down.

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By being thorough and considering each step mindfully, you can write a more in-depth explanation, and you're less likely to get employees asking for clarification. For example, telling someone what to do can be quite open-ended, whereas also telling them what not to do keeps the instruction specific.

You can use examples if you're struggling to simplify something, to give your work some real-world application, as well.

2. Using Accessible Font

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There is a reason why most websites, applications, and social media sites use the same type of font, and that is because they know it reaches a wider audience. Your email and digital messaging applications already have a default font that is easy to read, which is usually Arial or Calibri, and are ideal accessible fonts to use for all written documentation.

Lower-case text is also easier on the eye, so refrain from using all capitals, such as when writing titles or trying to emphasize something. Instead, you can bold the words to draw the person's attention to it, or break up the text.

Additionally, font size can be important for employees who struggle to see smaller text. Text that is 12px or above is ideal, and is often the standard for public materials. Any smaller than this and you risk people being unable to read it properly. Of course, they can use the Zoom function on their computers if it is a digital file, but if it has been printed, this can present issues.

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Lastly, font and backgrounds should be black and white, and if you must use color, blue is the best because it is the one that most people with color-blindness can make out. Not only that, it is a simple color that isn't contrasting.

3. Breaking Up Blocks of Text

Wall of Different Strips of Color

Have you ever received an email or document that contains continuous blocks of text? If you have, you'll know that it can be off-putting, and it can also be difficult for many people to read. Thankfully, there are some quick and easy ways to make detailed pieces of text more accessible.

Bullet points and numbered lists are great tools to use for listing ideas, benefits, steps, and other chunks of information. Make sure the bullet points are concise and specific, and you'll be able to condense several paragraphs into an easy-to-read section. It keeps the reader's attention and saves you time.

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Another way to break up text is to use images. However, you need to be careful with the images you use. Any image you use should complement the text; if your image contains important information that isn't included in your writing, you could be excluding or confusing people. Images should also use simple colors, and avoid contrasting colors that might be difficult for others to see.

You may not need to do this if it's just an email you're sending out, but in that case, it may be worth considering whether that one email could be broken into separate emails if it contains lots of different ideas and topics. Keeping one topic per email is ideal if there's a lot to get through.

Being Accessible Helps Everyone

Everyone has different ways of working, and some people may need additional things that aren't considered here. The important thing is to get feedback and find out what works for people; the more you can improve the accessibility of your written communication, the more benefits you'll see.

Don't overthink it; just get started and give it a go. With these tips, you'll be well on your way to an accessible workplace, and others will appreciate your mindfulness approach.