In recent years, organizations have doubled down on social initiatives related to diversity, equity, and inclusion (DEI).
As awareness of people living with disabilities grows — more than 1 in 4 adults (28.7%) in the United States — organizations must ensure employees with disabilities are able to realize their full potential and minimize barriers that can hinder their success.
A core requirement of this mission is digital accessibility or creating digital documents, such as PDFs, brochures, presentations and more, that everyone can understand.
But making documents accessible is challenging and time-consuming. Most document creation tools like Office or Canva are not accessibility friendly and require you to remediate documents in third-party tools. However, Venngage is a game-changer as it lets you create and export documents that are accessible.
In a recent podcast with Denis Boudreau, a consultant, trainer, and author specializing in accessibility and inclusive communication, Venngage CEO Eugene Woo spoke about the importance of document accessibility, challenges and myths, and how to build a business case for accessibility for organizational buy-in.
Click to jump ahead:
- Understanding the importance of document accessibility
- Role of accessibility in digital content
- Challenges and misconceptions
- Building a business case for accessibility
- Importance of training and awareness
- Conclusion
Understanding the importance of document accessibility
What does it mean when we say digital content should be accessible?
Let’s explore this in-depth.
The role of accessibility in digital content
According to Boudreau of Inklusiv Communication and author of the The Inclusive Speaker: How to Truly Connect With All of Your Audience Without Leaving Anyone Behind, whose journey into accessibility began back in 2000 when he made a website that could be used by blind users, accessibility in digital content means ensuring every person, including those with disabilities, can access and benefit from information and services online.
For an organization, the buck doesn’t stop there though. They must ensure that besides their website, all internal documents like newsletters, email communication, employee handbooks and manuals, visual content like infographics and presentations, and surveys and blogs are accessible.
Why?
Accessible communication creates a more inclusive work environment where all employees feel valued and empowered. When everyone can easily access and understand information like the infographic below, they’re better equipped to contribute to the organization’s success.
“We started by overhauling our website and mobile app with Web Content Accessibility Guidelines (WCAG) 2.1 compliance in mind. This wasn’t just about meeting standards; it was about opening doors. We implemented high-contrast modes, screen reader compatibility, and keyboard navigation. But our commitment goes beyond technical solutions. We’ve trained our content team to write in plain language, breaking down complex financial concepts into digestible pieces. This approach has not only helped users with cognitive disabilities but has also made our platform more user-friendly for everyone.”
– Kevin Shahnazari, Founder and CEO, FinlyWealth.
Challenges and misconceptions
Many business leaders mistakenly believe that accessibility is a niche issue that affects a small portion of their market.
However, statistics show that about 42.5 million Americans live with disabilities, making up 13% of the civilian population, according to US Census Bureau data from 2021, making the accessibility market a lucrative one.
Additionally, as populations age, the prevalence of neurodivergent individuals (people with disabilities such as ADHD or dyslexia) is expected to rise which will add to the pressure to create accessible documents.
Another major challenge to creating an accessible organizational environment is overcoming the belief that accessible documents result in boring or less visually appealing content.
But this also isn’t true. Modern accessibility guidelines enable designers to make creative and engaging designs, while still being accessible. A few examples include Microsoft and Apple, which have successfully integrated accessibility into their products without compromising on aesthetics or functionality.
Misconceptions around accessibility
Let’s look at three common myths surrounding accessibility and debunk them.
Myth 1: “Accessibility is only for a small group of people.”
It’s true that accessibility benefits people with disabilities, but it also improves user experience for everyone.
For instance, accessible design elements like clear navigation, larger text, and better contrast benefit users who are older, have temporary impairments, or are in difficult environments, such as bright sunlight or noisy areas.
Myth 2: “Creating accessible content is too costly and time-consuming.”
While there are costs associated with creating accessible content or fixing existing documents, they’re outweighed by the benefits.
Accessible content reaches a wider audience, potentially increasing market share. Also, many accessibility improvements, such as concise content or logical structure, do not require additional resources.
Myth 3: “We can address accessibility later.”
Delaying considering accessibility leads to higher costs and complex changes down the line.
Accessibility should be integrated into document design and development from the beginning as this leads to better outcomes for all users and avoids the need for expensive retrofitting.
“We do face challenges, however, in maintaining the ever-evolving standards of accessibility. Indeed, it takes vigilant and continuous education to make sure that all new content remains compliant with current best practices”
Matt Bellerose, Founder, Lobster Order.
Building a business case for accessibility
Often, building a business case for accessibility is challenging because it requires quantifying intangible benefits like improved user experience and increased brand reputation.
Moreover, it can be hard to allocate resources to accessibility given competing priorities within an organization.
Here are some strategies on how a company can prioritize accessibility.
Focus on legal compliance
One of the best ways to build a case for accessibility is to focus on the legal landscape. For example, in the United States, there’s the Americans with Disabilities Act (ADA) standards while Canada has provincial Accessibility for Ontarians with Disabilities Act (AODA) in Canada.
Organizations that fail to adhere to these laws face financial penalties and risk damaging their reputation.
And over the past decade, the number of accessibility-related lawsuits has been increasing which means not only an increased awareness of accessibility rights and governments and regulatory bodies becoming more proactive in enforcing accessibility laws.
And accessibility-related lawsuits are expensive. On average, federal law allows for penalties of up to $75,000 for the first violation of the ADA and $150,000 for subsequent offenses.
And then there’s the costs associated with hiring a legal team if you decide to fight the case in a court.
These costs can add up quickly which is why’ it’s always better to invest in being accessible from the beginning as the initial costs will certainly be significantly lower than any lawsuit.
Tap into a growing market
Besides meeting legal requirements, organizations should focus on accessibility because it’s a growing market.
For example, in the United States alone, the digital accessibility market was valued at $538.3 million in 2022 and it’s only expected to grow as the world ages and grows older.
In the near future, a larger proportion of the population will require assistive technologies and usability considerations to use digital products as people with disabilities do today. Hence, companies that prioritize accessibility today can get an early advantage, differentiate themselves in the market, and attract customers who value inclusivity.
“With the help of our accessible PDF design, one client with a visual impairment was able to navigate and comprehend a complex financial report. Providing accessible content ensures compliance with regulations as well as providing an improved client experience.”
– Gary Hemming, Owner & Finance Director, ABC Finance.
The importance of training and awareness
Creating accessible documents doesn’t require a radical shift in work processes but it’s often overlooked due to ignorance.
Most business leaders and teams are simply unaware of the need to be accessible.
To overcome this, organizations must change their mindset and prioritize training and awareness in the workplace to create more inclusive environments.
What should training look like?
It shouldn’t only cover the technical details (like how to use tools like Venngage to create accessible content) but also include broader training on DEI. This will help break the stigma and prejudice that surrounds disability..
Not sure what to focus your training on to promote accessibility in the workplace?
Here’s a list of DEI training ideas to consider:
- Focus on teaching accessibility standards:
Employees should be familiar with relevant accessibility standards, such as the Americans with Disabilities Act (ADA) or the Web Content Accessibility Guidelines (WCAG).
- Educate on universal design principles
Training should cover design principles which aim to create products and environments that are usable by everyone, regardless of their abilities.
- Familiarize employees with assistive technology
Employees should be familiar with various assistive technologies, such as screen readers, speech-to-text software, and alternative input devices.
- Teach inclusive communication
Your training program should emphasize the importance of inclusive communication and how to effectively communicate with individuals with disabilities.
For example, you can organize a workshop to teach staff how to be inclusive in various communication styles. For example, in visual communication, your content should include features like text. And for staff with motor impairments, you can explore alternative input methods like voice recognition or adaptive keyboards to facilitate effective communication
Make company documents with Venngage and create a more equal and inclusive environment
Document and digital content accessibility is not just meeting ethical and legal obligations.
Investing in transforming your organization into one that prioritizes accessibility is a smart business decision. Accessibility opens up opportunities to a broader audience, enhances user experience, and builds a positive brand reputation.
By overcoming initial challenges and investing in training and awareness, organizations can lead the charge in creating a more inclusive digital world for everyone.
