Creating Inclusive and Accessible Documentation

Hey there! ?? Welcome back to the Tech Writing Journey! I'm so excited to have you here for this week's edition. Your feedback helps me make this newsletter better for you every week!

Why does inclusivity and accessibility matter in technical writing?

Let's imagine this: you're a technical writer, and your job is to make sure everyone—yes, everyone—can understand and use a product or service. Your audience could be anyone: a software engineer in Brazil, a teacher in Canada, or a retiree in Japan. And they might have different backgrounds, abilities, or levels of tech-savviness.

Creating inclusive and accessible documentation isn't just a “nice thing to do”—it’s essential.

Here’s why:

• Accessibility: Make sure that all users, including those with disabilities (visual, auditory, cognitive, etc.), can understand and interact with your documentation.
• Inclusivity: Ensures your content resonates with people from diverse backgrounds, cultures, and levels of expertise.

Key elements of accessible and inclusive documentation

Now, let's break it down into practical steps. How can you create documentation that is both inclusive and accessible? Here are some key elements to keep in mind:

1. Use clear and concise language: Imagine you’re explaining the content to a friend who knows nothing about the subject. Use straightforward language and avoid jargon or overly technical terms unless absolutely necessary. When you do use them, provide simple explanations.
2. Consider language translation and localization: Think globally!? Offering translations and localization helps users who prefer their native languages feel more comfortable and included.
3. Plain language techniques: Stick to active voice, short sentences, and simple vocabulary to enhance clarity. It’s like telling a story that everyone can follow.?
4. Use Alt Text: Always provide descriptive text for images. Think of it as giving a visual description to someone who can’t see the image.?
5. Fonts and Sizes: Choose readable fonts and ensure the size is easy on the eyes.
6. Headings and Structure: Use proper headings (H1, H2, H3) to help both screen readers and users navigate your content smoothly.?
7. Provide multiple formats: Not everyone learns the same way. Offer your documentation in various formats (PDFs, web pages, videos, audio files) to cater to different preferences.
8. Use inclusive language: Avoid idioms, slang, or cultural references that might not translate globally. Keep it neutral and inclusive of all genders, races, and backgrounds.?

Break down complex information with bullet points, short paragraphs, and visual aids.

Practical steps to get started

Ready to take action? Here are some easy ways to begin:

• Test for accessibility: Use tools like WAVE or Axe to check your documents for accessibility issues.?
• Gather feedback: Regularly ask for feedback from a diverse group of users to see how inclusive and accessible your documentation is. You might be surprised by what you learn!?
• Update regularly: Stay flexible! As technologies and user needs evolve, your documentation should, too.?

Case study: How Slack creates accessible User Guides

Let’s take Slack, a popular communication platform.

Slack’s user guides are a great example of accessible documentation

• They use simple, straightforward language that everyone can understand.
• They maintain high-contrast colors and a clean layout, making it easy to navigate with screen readers.?
• They provide keyboard shortcuts and navigation tips, ensuring all users—regardless of their needs—can easily use the platform.

Tip of the Week: Start small and build up

Don’t feel overwhelmed! Start with one small change—like making sure all your images have meaningful alt text—and then build from there. Each step you take will make your documentation more accessible and inclusive.?

Resources for Further Reading

• Web Accessibility Initiative (WAI) Guidelines
• Technical Writing for Accessibility

If you loved this newsletter, feel free to show some love by sharing it with your network or leaving a comment below. Stay tuned, and as always, keep writing inclusively!