Accessible Document Design

Accessible document design is something that I have very little experience in. The career that I have chosen since entering the workforce has few, if any, people within our organization have physical issues such as blindness or deafness. Additionally, neurological differences are extremely rare as all these factors are disqualifiers for employment. That isn’t to say that they don’t exist within our organization, but they only hold positions that are strictly civilian such as federal workers or defense contractors. I have never been in a situation where accessibility was a consideration when preparing communications.

If you consider the word accessibility, and what it means, it is a perfect reference to the concept of reader-centered writing and communications. We should tailor our communication to our target audience, that would include those people who may have difficulties with traditional communications methods. For instance, you may draft your communications in a font or size that someone with visual deficiencies would be able to read without having to use technology to make the communication accessible to them. I would perhaps use high-contrast colors to make it easier to see. For those that are colorblind, I would avoid colors in presentations that are often associated with colorblindness such as blue, red or green. Sure, we have technology on our computers that they can use to make these changes but why not draft the communications in that makes it readily accessible? Communications can still be drafted in an attractive manner that meets the needs of those with visibility issues while meeting the aesthetics of those that do not.

Throughout my career, two accessibility concerns that I have experienced were perhaps age and class. Our organization consists of people who are aged from as young as 18 to 60. Communications across these age groups must be considered when drafting communications. From my perspective and age, the target audience can be a factor, especially when communicating with younger generations. I have discovered that a younger audience often needs reassurance, praise and detailed instruction within my communications to be effective. Whereas older target audiences do not need such platitudes and often prefer a straight to the point approach, often without detailed instruction. However, I must consider if this communication will be received by all ages, which is typically the norm. In most communications, I take a generic approach to my communications and incorporate all expected elements within my communications. Additionally, I most often deal with class in my communications. In my case, rank is associated with class. Ironically, age and class in my case correlate with each other. Generally, those that are lower ranking tend to be younger in age, where those that are higher ranking tend to be older in age. In both age and class accessibility issues, the same communication expectations exist, with one exception. In most cases, when communicating with those that are younger or lower ranking than me, my communications are directive in nature. In other words, I am trying to convey something that needs to be done, corrected, or I am providing intent to my directives. Conversely, when communicating with those that are older or equal to higher rank than me, much of my communication is informative. I provide both qualitative and quantitative information so they can make better assessments or decisions.

There are many things to consider when discussing accessibility. In most cases we think of tools such as Braille keyboards, text-to-speech, large type, contrasting or soothing colors and designs. Communications should be completed with the receiver in mind. This includes those that may face unique challenges as a receiver of communication, and this must be considered as they may be a part of your target audience.