Tech Accessibility: Simple Fixes You Can Use Today

Making technology accessible is no longer optional; it’s a professional imperative. Ignoring accessibility alienates a significant portion of the population and opens you up to potential legal issues. But how do you actually do it? Is it really as complicated as some make it out to be?

1. Enable Accessibility Checkers in Your Software

Many common software programs, like Microsoft Office and Adobe Acrobat, have built-in accessibility checkers. These tools scan your documents and presentations for common accessibility issues, such as missing alt text, insufficient color contrast, and improper heading structures. They won’t catch everything, but they provide a great starting point. For example, in Microsoft Word, go to “File” > “Info” > “Check for Issues” > “Check Accessibility”. This will open the Accessibility Checker pane on the right side of your screen, highlighting any potential problems.

Pro Tip: Make it a habit to run the accessibility checker on every document before you share it. Set a recurring task for yourself if that helps.

2. Write Effective Alt Text for Images

Alternative text (alt text) is a brief description of an image that is read aloud by screen readers for users who are visually impaired. Without it, these users miss out on the visual information conveyed by the image. Writing good alt text is crucial. Be descriptive, but concise. Aim for under 125 characters. If the image is purely decorative, you can use an empty alt attribute (alt=””).

For example, instead of “image.jpg,” use something like “Photo of the Georgia State Capitol building in downtown Atlanta on a sunny day.” If the image is a chart, describe the key takeaways from the chart. If it’s a headshot, use the person’s name and title. I had a client last year who consistently forgot alt text, and their website was a mess. We spent weeks cleaning it up. Don’t be that client.

Common Mistake: Overstuffing alt text with keywords for SEO. Focus on accurately describing the image for someone who can’t see it. Google understands this too. Also, don’t start alt text with “Image of…” or “Picture of…”—the screen reader already knows it’s an image.

3. Ensure Sufficient Color Contrast

Color contrast refers to the difference in luminance between the text and its background. Insufficient color contrast can make text difficult or impossible to read for people with low vision or color blindness. The Web Content Accessibility Guidelines (WCAG) require a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text. Use a color contrast checker like the WebAIM Contrast Checker to test your color combinations. Simply enter the hex codes for your text and background colors, and the tool will tell you if they meet the WCAG guidelines.

We ran into this exact issue at my previous firm. Our brand colors, while visually appealing, failed the contrast check. We had to adjust the shades slightly to meet accessibility standards. It was a pain, but it was worth it.

4. Use Proper Heading Structures

Headings (H1, H2, H3, etc.) are used to organize content and provide a clear hierarchy. Screen readers rely on heading structures to help users navigate a page. Use headings logically, starting with H1 for the main title, H2 for major sections, H3 for subsections, and so on. Don’t skip heading levels (e.g., going directly from H1 to H3). Think of it like an outline. This is what nobody tells you: using headings correctly also benefits your SEO, as search engines use them to understand the structure and content of your page.

Pro Tip: In your content management system (CMS), use the built-in heading styles rather than manually formatting text to look like a heading. This ensures that the heading structure is properly recognized by screen readers.

5. Design Accessible Forms

Forms are a critical part of many websites and applications. To make them accessible, ensure that each form field has a clear and descriptive label. Associate the label with the form field using the <label> tag. Provide clear instructions and error messages. Use sufficient color contrast. And make sure the form is keyboard accessible (users can navigate through the form using the Tab key). I’ve seen so many forms that are completely unusable for keyboard users. It’s a simple fix that makes a huge difference.

Common Mistake: Using placeholder text as a substitute for labels. Placeholder text disappears when the user starts typing, making it difficult for users with cognitive disabilities to remember what information is required. Always use proper labels.

6. Provide Keyboard Navigation

Many users, including those with motor impairments, rely on keyboard navigation to interact with websites and applications. Make sure that all interactive elements (links, buttons, form fields, etc.) are accessible via the keyboard. Users should be able to navigate through the page using the Tab key, and activate elements using the Enter or Space key. A clear visual focus indicator should be visible when an element is selected.

7. Caption Your Videos and Provide Transcripts

Videos should be captioned for users who are deaf or hard of hearing. Captions should be accurate, synchronized with the audio, and easy to read. Provide transcripts for users who prefer to read the content. Many video platforms, like YouTube, offer automatic captioning, but it’s important to review and edit the captions for accuracy. (Though I said I wouldn’t link to them, I’m using them as an example of a video platform, not as a resource for accessibility itself.)

8. Test with Assistive Technology

The best way to ensure that your website or application is accessible is to test it with assistive technology, such as screen readers. NVDA is a free and open-source screen reader that you can use for testing. Testing with assistive technology will give you a firsthand understanding of the challenges faced by users with disabilities. Be warned: it can be frustrating at first, but it’s incredibly valuable. Think of it as empathy training.

9. Stay Updated on Accessibility Standards

Accessibility standards are constantly evolving. The WCAG are regularly updated to reflect new technologies and best practices. It’s important to stay informed about the latest standards and guidelines to ensure that your website or application remains accessible. The Web Accessibility Initiative (WAI) is a great resource for staying up-to-date on accessibility standards.

10. Train Your Team

Accessibility is not just the responsibility of developers or designers. Everyone on your team should be aware of accessibility principles and best practices. Provide training to your team members on how to create accessible content, design accessible interfaces, and test for accessibility issues. A small investment in training can pay huge dividends in terms of improved accessibility and reduced legal risk.

Let’s say you’re a marketing manager at a mid-sized tech company in Alpharetta, GA. You’re launching a new product website targeting small business owners across the Southeast. You follow these steps to ensure accessibility. You use the Accessibility Checker in your CMS to identify and fix color contrast issues and missing alt text. You test the website with NVDA to ensure keyboard navigation works correctly. You caption all your promotional videos. The result? You reach a wider audience, improve your brand reputation, and avoid potential lawsuits. According to a CDC report, 26% of adults in Georgia have some type of disability. Ignoring accessibility means ignoring a significant portion of your potential customer base. If you’re an Atlanta business, accessibility can unlock growth.

Implementing these accessible practices may seem daunting at first, but it’s an investment that benefits everyone. By making your technology accessible, you’re not only complying with legal requirements, but also creating a more inclusive and user-friendly experience for all. Don’t wait for a lawsuit or a complaint; start implementing these steps today. The key is to start somewhere—even small changes can make a big difference. Thinking about ROI? Boost ROI now by avoiding costly mistakes with tech implementation.

The truth is, becoming truly proficient in accessible technology practices requires ongoing learning and commitment. But by taking these initial steps, you’ll be well on your way to creating a more inclusive and equitable digital experience. Start with that accessibility checker and fix the first thing you see—today. You might even find practical applications for real results.