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Writing accessible and effective content

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Introduction

Creating accessible content ensures that all users, including those with disabilities, can read, understand, and navigate your materials with ease. This article is an overview of the key principles to guide you in writing content that is clear, inclusive, and effective.

You are responsible for the content available in the platform, ranging from training materials, titles, and descriptions (for courses, learning plans, catalogs, etc.), to the text of the conditions of use (cookie policy, privacy policies, and terms and conditions). 

For more information about accessibility at Docebo, including a list of the available resources, refer to the article Accessibility at Docebo.

Understand your audience and purpose

When creating content in your platform, it is essential that you consider the diverse needs of your audience. Users may have different roles, levels of expertise, and educational backgrounds, as well as varying abilities that can affect how they interact with digital content. Writing content with accessibility and usability in mind ensures that everyone can engage with it effectively.

Key considerations:

  • Sensory, motor, and physical impairments: Some users rely on assistive technologies such as screen readers, magnification tools, keyboard navigation, or voice commands. To support them, structure content with clear headings, logical flows, and descriptive alternative text for images. Ensure that interactive elements are easy to access, with proper focus states and large clickable areas. Captions and transcripts should be provided for audio or video content.
  • Cognitive and attention-related challenges: Clear, concise language, predictable layouts, and consistent terminology help users process information more easily.
  • Language and comprehension barriers: Users with different literacy levels or non-native speakers engage more effectively with content that avoids jargon, uses straightforward language, and provides definitions for complex terms. Supporting text with visuals can further enhance understanding.

Use clear and concise language

Clarity is at the core of accessible content. Simple, direct communication benefits everyone and minimizes the risk of misinterpretation for individuals with cognitive disabilities, ADHD, dyslexia, or temporary cognitive fatigue, as well as those experiencing distractions or information overload.

Follow these key principles:

  • Use straightforward language: Avoid unnecessarily complex words, technical jargon, or industry-specific terminology unless your audience is expected to understand them. If specialized terms are necessary, define them clearly.
  • Limit sentence length: Long, complicated sentences can be difficult to process. Keep sentences short and focused on one idea at a time.
  • Avoid unnecessary sentences and words: Every word should serve a purpose. Screen readers vocalize all text on a page, so keeping content concise reduces cognitive load and allows users to navigate more efficiently.
  • Explain acronyms and abbreviations: Always introduce the full version of an acronym or abbreviation the first time you use it, unless it is universally recognized (e.g., "HTML"). Consider your audience’s level of expertise before assuming familiarity with technical terms.

✅  Use: Web Content Accessibility Guidelines (WCAG) provide accessibility standards.
❌  Avoid: WCAG is a widely recognized standard. (Without prior definition, this may be unclear)

Write clear and descriptive headings

Headings serve as navigational landmarks, allowing users to quickly understand and locate content. They play a crucial role in defining the structure of a page and help all users understand the hierarchy of information and making it easier for people using assistive technologies, such as screen readers, to navigate the content effectively. 

Consider these best practices:

  • Be descriptive: A good title concisely describes the content it refers to.
  • Prioritize key information: Place the most important details at the beginning so users immediately understand what to expect.
  • Ensure uniqueness:  Avoid using vague or repetitive Headings. Each title should clearly distinguish one section or document from another.

✅  Use: Creating accessible content: A beginner’s guide.
❌  Avoid: Accessibility guide. (too vague and unclear)

Please note! The term Heading refers to a textual element that introduces and organizes a section of content. In everyday language, headings are often called titles or section titles.

Enhance readability for learners

Some learners may find it difficult to read long texts. To enhance readability, consider the following strategies:

  • Use headings: Structure content with headings to improve navigation and help learners find information quickly.
  • Break down content: Write short, focused sentences and paragraphs.
  • Use spaces: Use spacing between sections and around images to enhance clarity and reduce visual clutter.
  • Limit text formatting:
    • Avoid excessive bold, italics, and underlining to minimize cognitive load. Use them only when necessary.
    • Stick to one or two fonts and use semantic tags like <strong> and <em> for meaning. Reserve underlining for links.
    • Align text to the left (or to the right for RTL languages), avoid justified text, which can be harder to process.
  • Use colors with care: Do not rely on color alone to convey meaning. Ensure sufficient contrast for accessibility. If you use colors, make sure to take color contrast into consideration.

Use links wisely

Make sure that links are clear, meaningful, and informative. Users often navigate via links independently from surrounding text, so each link must make sense on its own. 

Here follow some guidelines:

  • Use descriptive link text:  Avoid generic sentences and directional language,  such as "Click here", "Read more", or "Learn more". Instead, describe the link destination or purpose.
    ✅  Use: Explore the full Web Accessibility Guide.
    ❌  Avoid: Click here for more information.
  • Do not use raw URLs: Write a clear and meaningful link text instead of displaying a full URL.
    ✅ Use: Visit the official WCAG website for detailed guidelines.
    ❌ Avoid: For more information, go to https://www.w3.org/WAI/standards-guidelines/wcag/ (opens in a new tab).
  • Avoid using identical link text for different destinations: When multiple links have the same text but point to different pages, it can be confusing, especially for screen reader users who often navigate by links alone. Make sure each link clearly reflects its unique destination.
    ✅ Use: Learn about accessibility in design.
    ✅ Use: Learn about accessibility in development.
  • Indicate the types and sizes of download files: If a link leads to a downloadable file, specify the format and size so users know what to expect.
    ✅ Use: Download the user manual (PDF, 1.2 MB).
  • Avoid directional language: Do not use directional cues such as "See the link above", "Click the button on the right", or "Click here”, as they do not provide useful context for users relying on screen readers or keyboard navigation. Instead, describe the action or destination explicitly.
     ✅ Use: Select ‘Next step’ to continue the process.
    ❌ Avoid: Click the button in the top right corner to proceed.
  • Indicate if a link opens in a new window or tab: Avoid opening links in new tabs or windows, unless it is strictly necessary, as this can disrupt the user's browsing experience. If you have to, refer to the Custom links chapter of the knowledge base article Building an accessible platform with custom code.
  • Ensuring visually distinguishable links in custom code: When you are adding custom HTML or code, make sure your links are visually distinguishable. Links must stand out from the surrounding text, not just by color but also through other visual indicators, such as underlining. Ensure sufficient contrast between the link color and background to improve readability for users with visual impairments.

Consider labels

When customizing buttons and form element labels in the user interface, remember that these labels are a crucial part of the overall user experience for learners. 

Keep the following in mind:

  • Apply readability strategies: Use the same readability strategies as for text when modifying default labels with the Localization tool. This ensures clarity and accessibility, making navigation easier for all users.
  • Be mindful of custom content: When creating custom content, use clear and concise language for labels. Consistency in terminology and formatting is vital to help users quickly understand the meaning and function of each label, enhancing the overall user experience.

Remember, every label counts, so modify them with care and attention to detail.

Review content regularly

The digital landscape evolves, and accessibility standards improve over time. Regularly review and update your content to align with the latest accessibility guidelines. This commitment to ongoing improvement ensures that your content remains inclusive and user-friendly.

References

Here are some useful links that may help you in creating accessible content: