How can you make technical documents more accessible?

A unique approach to make Technical Documents more accessible is to integrate interactive elements into the document. For example, imagine a technical document on machine learning models. It could include an embedded tool that lets readers input different data sets, adjust model parameters, and immediately see how these changes affect the model's predictions. This hands-on experience would not only make the document more accessible but also more memorable and practical for the reader.

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Start by using plain language and avoiding jargon, include clear definitions. Breaking down the text into smaller sections with subheadings helps readers navigate the content more easily. Visual aids like charts and infographics can significantly enhance understanding by illustrating complex concepts. Ensuring the document is well-structured is key. Additionally, consider the accessibility needs of diverse audiences: provide alternative text for images for visually impaired readers, and if possible, offer translations or summaries in other languages to cater to non-native speakers. Lastly, getting feedback from a test audience can provide valuable insights into how the document can be further refined for clarity and accessibility.

The basic rule of technical writing is to follow 3 CS: Clear - write sentences that are easy to read and understand using STE. Do not use jargon, too many clauses, or predicates. Concise - write to the point. Don't beat around the bush. Correct - write sentences that are technically correct.

When I think of making a document accessible, I'm thinking of designing it for users with disabilities. In addition to organizing your document with logical headings and content, you could use "alt" tags for all images. Make sure all interactive elements (links, buttons, form fields, etc.) are keyboard accessible. For links, use descriptive text that provides information about the link's destination Use simple tables and avoid merging cells. HTML documents should follow the Web Content Accessibility Guidelines (WCAG).

We used Adobe FrameMaker with SGML to provide several structure options for easy access plus all authors used the same structured authoring.

Organize content with a clear and logical heading structure. Use heading tags (e.g., H1, H2, H3) to create a hierarchy that aids navigation for screen reader users and others.

Audience analysis gets half the job done. We know what to write if we understand our audiences keenly. Can't write a rocket science manual for a carpenter! Horses for courses...

Testing a document is not limited to English Grammar or Style Guide. When it comes to Technical Documentation, you need to also test its formatting for different platforms. In certain cases, the well-drafted document fails to get generated in one or more format, for eg., PDF, HTML. Also, the links mentioned in documentation are not tested periodically resulting in distraction for end-users to consume. In this case, you may need to use technologies like rubygems to compile and assemble your documents in a desired format.

Concise, audience-focused, and accurate documentation is the standard for good documentation but not what makes content accessible. I could discuss all the best practices missing here (starting with alt text), but ADA.gov provides guidance on web content, which can be applied to PDFs as well. However, it’s only a starting point. One thing not included in ADA’s guidance is GIFs. GIFs limit screen reader's capabilities, distract readers, and can trigger photosensitivity. Also, your content cannot be accessible without being inclusive. Acrolinx and Google both have decent inclusivity guides. Web content is not regulated. It's important to remember that it's our responsibility as technical writers to provide accessible information.

Choose document formats that support accessibility features. PDFs, Word documents, and HTML are commonly used formats that allow for the integration of accessibility features.

Best practices for accessibility include (but are not limited to): - Keyboard-only navigable documents and websites -️ Image descriptions in text - Easily readable fonts - High contrast/color combinations - Closed captioning and subtitles for videos - Minimal flashing and motion