Accessibility & Inclusivity in Technical Writing

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The landscape of technical writing and IT documentation is undergoing a significant transformation, driven by the need for greater accessibility and inclusivity. As business markets go global and different cultures interact with increasing frequency, IT professionals and tech writers must be fluent in the tools that increase access and inclusion.

These principles aren't merely about compliance or best practices. Rather, they're essential for ensuring that our IT documentation and communications are accessible to our target audience , regardless of their ability or background.

Accessibility Matters in Technical Writing

Accessibility in technical documentation is not just about accommodating those with physical and psychological challenges, such as people who are blind or dyslexic. Rather, it is about creating content that's universally usable.

This approach benefits a broad spectrum of users, including those with permanent disabilities (such as blindness), temporary impairments (like a broken arm), situational limitations (using a smartphone or tablet in bright sunlight), and people with differing levels of technical literacy (this is a critical point).

• Broader Market Reach: By designing and developing documentation that's accessible, companies not only meet regulatory standards, but also tap into a larger market. This includes users who might otherwise be excluded, which is good for the bottom line.
• Legal & Ethical Imperatives: Laws like the Americans with Disabilities Act (ADA) and the Web Content Accessibility Guidelines (WCAG) underscore the legal need for accessibility. However, beyond legal requirements, there's an ethical dimension. Everyone should have equal access to information. Particularly in large enterprise organizations , accessibility improves efficiency, which—in theory—can boost profitability and is good for public relations.

Key Strategies for Enhancing Accessibility

Accessibility improves our content, allowing it to reach a larger audience and targeting the consumers of our information who suffer permanent or temporary limitations on the type of information that they can digest. But what are some strategies and approaches to accessibility that actually work? How can tech writers go beyond intent to achieve accessibility and inclusion?

• Alternative Text for Images: Provide descriptive alt text for images to ensure that visually impaired users understand the content through their assistive devices. The focus should be on the purpose or function of the image, rather than merely a physical description.
• Clear Language & Formatting: Use simple, direct language and avoid jargon to aid comprehension for users with cognitive disabilities or non-native speakers. Formatting like bullet points, clear headings, and consistent layout further enhance readability and should be obsessively pursued.

• Initial Caps on Hashtags: When using social media hashtags, always employ initial caps. As in always. So #curtrobbinstechnicalwriter is bad, but #CurtRobbinsTechnicalWriter is good. Use of initial caps increases readability and helps the visually challenged and those with dyslexia who depend upon text parsing screen readers that cannot identify individual words in a hashtag if they're fully lower case. To learn more about hashtags, check out my article "How to Use Social Media Hashtags ."
• Interactive Elements: Incorporate transcripts for audio content to make forms and navigation menus accessible and ensure that interactive elements like buttons or links are clearly identifiable and operable.
• Structured Content: Use proper heading structures (H1, H2, etc.) in documents to facilitate navigation with assistive technologies such as screen readers (text parsers). This structure mimics how sighted users skim through content, but makes it navigable for those using assistive tools. To learn more about structured content, check out my article "Tech Writers: Embrace Structured Content ."

Inclusivity Beyond Accessibility

Inclusivity in technical writing goes beyond physical or sensory disabilities to include cultural, linguistic, and cognitive diversity. Companies and technical writers must strategically focus on these issues, putting considerable effort into going beyond lip service and truly achieving inclusivity and reaching a larger audience.

• Age & Cognitive Considerations: When writing for an audience that might include older adults or those with cognitive disabilities, clarity and simplicity are key. This might involve avoiding idioms, providing definitions for technical terms, and use of more straightforward sentence structures.
• Cultural Sensitivity: Documentation should reflect a diverse user base in examples, eschewing cultural biases or assumptions. This might mean using a variety of names across different cultures or genders in illustrative examples.
• Language Inclusivity: Avoid gendered language or terms that might alienate parts of your audience. For example, use "they" instead of "he/she" when referring to generic users. This is a logical approach that goes beyond political correctness, with the ultimate goal of achieving objectivity (one of my Eight Pillars of Technical Writing ).

Good Luck

Despite advancements, challenges persist for technical writers wishing to achieve true accessibility. These include technical complexity (we must ensure that technical documentation and content remains accessible without losing its depth or accuracy), keeping pace with technology (as new tech such as augmented reality and virtual reality emerge, accessibility standards must adapt to these platforms), and global standards.

Accessibility and inclusivity in technical writing and IT documentation are not just trends. Rather, they are necessary evolutions in our approach to communications. By embracing these principles, we not only meet legal and ethical requirements, but also foster a more inclusive digital world where information is truly for everyone. If done correctly, we can create a future where technology serves as an equalizer, not a barrier.

To further improve your accessibility, check out my article "IT Professionals: Embrace Audio Content ."

But that's just my opinion. Let me know your thoughts in the comments.

— Curt Robbins, Senior Technical Writer

P.S.: I'm currently taking on new clients. I enjoy helping companies with their documentation and communications strategy and implementation. Contact me to learn about my reasonable rates and fast turnaround.