From Assumptions to Inclusion: A Journey into Accessible Documentation

When I first heard about accessibility in technical writing, I had one thought: “This doesn’t really apply to me.”

I assumed accessibility meant designing for people with vision impairments. And let’s face it—my documentation is often about complex software, detailed installation processes, or programming tools. At the time, I couldn’t imagine how someone who is blind might interact with the software or navigate my documentation.

If that was your reaction too, I get it. We’re human, and instinctively our designs are based on what we can understand—or sometimes not. The fact is, accessibility goes quite a bit further than just vision and mobility issues. It is being deliberate to not accidentally create barriers that keep any person from the information.

What Is Ableism?

Ableism is the assumption—intentional or not—that people with disabilities can’t do certain things or that their needs don’t matter. For example, assuming someone with a disability can’t program software, rather than asking how the tools or documentation could better serve them, is a subtle form of exclusion.

Ableism often comes from a lack of awareness, not bad intentions. I realized that it’s not my job to decide what someone can or can’t do. It’s my job to make sure that my documentation doesn’t make it harder for them to do it.

What Disabilities Are We Talking About?

Accessibility isn’t just for people with blindness or mobility challenges. It also includes:

• Cognitive difficulties: Dyslexia, ADHD, autism, or memory-related problems.
• Temporary disabilities: A broken arm, an injury, or even multitasking with a baby on your hip.
• Situational constraints: Poor lighting, noisy environments, or small screens.
• Language barriers: Non-native speakers or global users may find it difficult to follow jargon, idioms, or overcomplicated text.

When we think about accessibility, we need to broaden our perspective. It’s not about fixing people—it’s about removing barriers.

See Accessibility as Universal Design

Good accessibility practices don’t just help people with disabilities—they make the experience better for everyone, no matter their situation.

For example:

• Clear, concise language helps non-native speakers and anyone skimming for quick answers.
• Descriptive alt text for images benefits people in poorly lit environments or using small mobile screens.
• High-contrast colors make text easier to read, whether you’re outside in bright sunlight or using an older monitor.
• Responsive designs ensure documentation is just as readable on a mobile phone as on a desktop.
• Logical navigation and headings help users quickly find what they need, reducing frustration for all readers.

Accessibility isn’t a niche concern—it’s a way to make your documentation better for everyone.

How Can We Remove Barriers in Documentation?

Here are a few ways we can adapt our writing to make documentation more inclusive:

• Write for Screen Readers: Add descriptive alt text for images and avoid phrases like “click the red button” (color alone isn’t accessible).
• Use Plain Language: Simplify jargon, break steps into short sentences, and focus on clarity.
• Provide Captions and Transcripts: Make sure videos and audio guides have written alternatives.
• Design for Cognitive Accessibility: Use consistent headings, white space, and numbered steps to reduce cognitive load.

AI isn’t just a tool for efficiency; it’s a bridge to inclusivity, helping us design systems and documentation that remove barriers and empower everyone.

How AI Can Help

AI tools can make accessibility easier and faster to implement:

• Screen Reader Optimization: AI can analyze content and recommend changes to improve compatibility.
• Translation for Localization: AI-powered translators can help reach non-native speakers.
• Content Summarization: For users with cognitive challenges, AI can simplify lengthy content into key points.
• Alt Text Generation: Tools like OpenAI’s models can help generate alt text for images quickly.

AI won’t solve everything, but it’s a powerful assistant for removing barriers—when we use it responsibly.

Always Something to Learn and Improve

I’m still learning, and I know I have more to do. But that’s the point: it's not about perfection — inclusivity is an ongoing process toward getting it right, step by step.

If you’re new to accessibility in documentation, start by asking yourself: What barriers might I be creating? Then, take small, deliberate actions to remove them. Accessibility isn’t just a checkbox; it’s a commitment to making sure everyone has a seat at the table.

What are your thoughts on accessibility in technical writing? How do you ensure your documentation is inclusive? Let’s share ideas in the comments!

#Accessibility #TechnicalWriting #Inclusivity #AIForGood