Accessibility is an essential part of internal communications. Following accessibility guidelines helps you cater to everyone, including people with:

• Cognitive or neurological conditions: dyslexia, ADHD, autism, memory issues
• Visual impairments: blindness, low vision, color blindness
• Hearing impairments: deafness, hard of hearing
• Motor disabilities: limited fine motor control, use of assistive devices like keyboards or switch systems
• Temporary impairments: a broken arm, eye strain, a noisy environment

Follow these guidelines so that everyone, regardless of ability, can access, perceive, understand, and interact with the content on your platform.

Use Inclusive Language

Use words to respect all people and support accessibility for users with diverse abilities. For example, select the right option or navigate to the page you would like to edit.

Avoid words that assume certain physical actions or cognitive ability. For example: Using click or scroll assumes the use of a mouse, which is not inclusive of keyboard or screen reader users. Also, using words like obviously, clearly, or simply can feel exclusionary to users who may not find the concept that easy or simple.

Structure Headings

Use meaningful headings that accurately reflect the content that follows. To make your content clear and accessible. Apply proper heading styles, such as Heading 1 and Heading 2, from the editor's format menu to the content hierarchy.

Avoid mimicking headings by simply increasing font size or using bold text, as this does not provide structural clarity for screen readers. Also, do not skip levels, for example, starting with Heading 3 without preceding it with Heading 1 and Heading 2.

Write Clear and Concise Content

Write informative, logically structured paragraphs that are easy to follow.

Use short and simple sentences.

Incorporate lists and illustrations when they add clarity

Expand abbreviations in the first instance, for example: Internal Communications (IC)

Avoid dense blocks of text, overly complex sentences, unexplained jargon, and assuming readers know all abbreviations. For example: For more info, read the following paragraph to learn about SOPs & PTO, which we outlined last FY.

Use Unique Link Texts 

Describe the target of the link within the link text. For example: Read our company’s [privacy policy] for more information. Or Learn more about our privacy policy.

Avoid using generic or vague text. For example, click here. 

Use Images Effectively

Provide descriptive and relevant alt text for images. Make sure to check our best practices for alt text. 

Avoid images with text. Use real, selectable text instead of images of text, as even with alt text, images of text are harder to read for people using screen readers or zoom tools. For example, using an image of a text quote instead of typing it out.

Use the Right Contrast Ratio

Ensure sufficient contrast between text and background. Use this web-based contrast checker to help you verify the contrast ratio of the colors you used, such as dark blue text on a white background.

Avoid custom colors or background images that can make text hard to read if the contrast is too low. For example, light gray text on a white background.

Use Multi-Sensory Cues 

Use more than one way to convey meaning. For example, click the red Submit button below this paragraph.

Avoid relying only on color, size, position, spatial relationships, or other visual features, as they may not be accessible to everyone. For example: Click the red button.

Use Tables Only For Data, Not Layout 

Use tables to organize data with a logical relationship in a grid. For example, a table listing departments, contact names, and phone numbers.

Use the Sections tool in the Staffbase editor to format general content in columns.

Avoid using tables to influence the layout of general content. For example, a table used just to align image and text blocks side by side.