How can you make your financial documents accessible to everyone?

1 Choose the right format

The first step to make your financial documents accessible is to choose the right format for your purpose and audience. Depending on the level of detail, complexity, and interactivity you want to provide, you can opt for different formats, such as PDF, Excel, PowerPoint, or online dashboards. PDF is a good option for static and secure documents that you want to print or email, but it can be difficult to edit or analyze. Excel is a powerful tool for creating and manipulating financial data, but it can be overwhelming or confusing for some users. PowerPoint can help you create visual and engaging presentations, but it can also limit the amount of information you can show. Online dashboards can offer interactive and dynamic views of your financial data, but they can also require more technical skills and resources to set up and maintain. Consider the pros and cons of each format and choose the one that best suits your needs and preferences.

2 Use clear and consistent language

The second step to make your financial documents accessible is to use clear and consistent language throughout your documents. Avoid jargon, acronyms, and technical terms that your audience may not be familiar with, or explain them in simple and plain terms. Use headings, subheadings, labels, and captions to organize and highlight your information. Use the same terminology, definitions, and units across your documents to avoid confusion and inconsistency. Use active and concise sentences to convey your message and avoid ambiguity and redundancy. Use punctuation, grammar, and spelling correctly to ensure readability and credibility.

3 Design for readability and usability

The third step to make your financial documents accessible is to design them for readability and usability. Use fonts, colors, and sizes that are easy to read and distinguish. Use white space, margins, and alignment to create a clean and balanced layout. Use tables, charts, graphs, and icons to visualize your data and make it easier to comprehend and compare. Use colors, shapes, and labels to highlight key points and trends. Use filters, sorting, and navigation tools to enable users to explore and customize your data. Use legends, notes, and sources to provide context and explanation for your data. Use feedback, validation, and error messages to ensure accuracy and reliability of your data.

4 Test and refine your documents

The fourth step to make your financial documents accessible is to test and refine them before you share them with your audience. Ask for feedback from a sample of your audience or from someone who is not familiar with your data. Check if they can access, understand, and use your documents without any difficulty or confusion. Ask them if they have any questions, suggestions, or comments about your documents. Identify any issues or errors in your documents and fix them accordingly. Make sure your documents are clear, consistent, accurate, and complete.

5 Choose the best way to share your documents

The fifth step to make your financial documents accessible is to choose the best way to share them with your audience. Depending on the format, size, and security of your documents, you can use different methods, such as email, cloud storage, web hosting, or online platforms. Email is a simple and convenient way to send your documents, but it can also pose some challenges, such as file size limits, attachment errors, spam filters, and privacy risks. Cloud storage services, such as Google Drive, Dropbox, or OneDrive, can help you store and share your documents online, but they can also require internet access, account registration, and permission settings. Web hosting services, such as WordPress, Wix, or Squarespace, can help you create and publish your own website or blog, but they can also involve some costs, technical skills, and maintenance. Online platforms, such as SlideShare, Prezi, or Tableau Public, can help you showcase and distribute your documents to a wider audience, but they can also limit your control and ownership of your data.

6 Follow the best practices and standards

The sixth step to make your financial documents accessible is to follow the best practices and standards for financial reporting and communication. Depending on the type, purpose, and audience of your documents, you may need to comply with certain rules, regulations, and guidelines, such as GAAP, IFRS, SEC, IRS, or others. These standards can help you ensure the quality, consistency, and transparency of your financial information and avoid any legal or ethical issues. They can also help you establish your credibility and reputation as a reliable and professional source of financial information. Consult the relevant sources and authorities for the specific requirements and recommendations for your documents.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?