- Use an easy to read font in 12 – 14 type size, and provide alternatives in font type and size, for print and web.
- Use a rounded, easy to read font such as Arial, Comic Sans, Verdana or a specialised ‘dyslexia friendly’ font.
- If documents contain numbers, use a font with clear numbers, especially 3, 5, 8 and 0.
- Use 12 to 14 point type size.
- Provide alternatives such as large print, Braille, or audio for printed material.
- On websites.
- Provide a choice of enlarged text sizes.
- Provide speech enablement.
- Offer a choice of font styles.
Explanation:
This is the most basic of all the reasonable adjustments we recommend, and will help everyone, not only those with dyslexia and sight difficulties.
It is now much easier to provide customised alternative versions, both in print and on the web. Some website applications, such as EasyRead, make it simple to enlarge text.
For more information on how to produce alternative formats, such as in Braille, or with subtitles or sign language, contact organisations such as the RNIB and RNID.
The BDA (British Dyslexia Association) Style Guide says:
"Fonts should be rounded, allow for space between letters, reflect ordinary cursive writing and be 'easy on the eye'. Look for a font that spaces letters rather than running them closely together. Bear in mind that fonts that have unusual shaped letters can create difficulties. Select sans serif fonts such as Arial or Comic Sans. Other suggestions include Verdana, Helvetica, Tahoma, Trebuchet and Sassoon. (Information on Sassoon is available at www.clubtype.co.uk)".
- Use a minimum of size 12pt or 14pt.
The RNIB (Royal National Institute for the Blind) See it Right Guide says:
"The size of the type (known as point size) is a fundamental factor in legibility. We recommend a typeface between 12 to 14 point. To make sure you reach more people with sight problems it's better to go for 14 point."
"Typeface - As a general rule, be guided by typefaces such as Arial, Universe and New Century Schoolbook. These are all good examples of clear and legible typefaces. Avoid simulated handwriting and ornate typefaces as these can be difficult to read."
Recommendation 2: Clear and comfortable- Use clear text presentation.
- Only justify the left hand margin;
- Break text up into short paragraphs;
- Space content by using wide margins and headings, and sufficient width between lines;
- Don’t write sentences entirely in capitals;
- Use bold type for emphasis, instead of capital letters, italics or underlining;
- Use punctuation to assist text reading software;
- Avoid white backgrounds, or paper, if possible, as this causes glare;
- Avoid light type weights;
- Use matt paper, weighing over 90 GSM;
- When folding paper, avoid creases that obscure the text.
Explanation:
These bullet points are drawn from the BDA and RNIB guidelines. A well set out page, whether in print or on the web, will benefit all readers and encourage them to keep reading. It will also make websites more ‘sticky’ - that is it will encourage people to stay, and to return.
Don’t put full stops after headings as text to speech readers will drop the tone of voice and pause, losing continuity. Keep signs and symbols to a minimum, as these will be spoken and may interfere with meaning. Using punctuation at the end of bullet points ensures that they are given separate emphasis.
The BDA (British Dyslexia Association) Style Guide says:
“Presenting information in a format which makes it easily accessible is vital, if the information it contains is to be understood by everyone… Everyone is susceptible to eye strain and tiredness when working. When a person concentrates for a long period on a particular piece of text the words may go blurry, though this is only temporary. Dyslexic people frequently experience visual discomfort when reading. Some dyslexic people focus on the spaces rather than on the words. This is often described as seeing 'rivers' moving down the page. The words and text can appear to be moving around the page or wobbling.
Anything that disturbs concentration, such as visual discomfort, makes the problem worse. With a few small alterations however it is possible to alleviate the pressures of visual discomfort.
Recommendation 3: Plain and Simple
- Use plain English.
- Keep sentences short and simple.
- Use active verbs.
- Use ‘you’ and ‘we’.
- Avoid jargon, and archaic language.
- Use positive language.
- Use lists.
- Write as if you were speaking to your reader.
- For websites, follow W3C guideline 14 and keep documents clear and simple.
Explanation:
Writing in a clear, concise way helps all readers. Getting your message across simply will increase its effectiveness, save your readers’ time and save you money! Jargon is alright if you are writing for a specialised audience and are sure your readers will understand it. Otherwise, if you must use it, provide an explanation (see recommendation 7).
W3C guideline 14 says:
“… easy to understand language benefits all users. In particular… people with cognitive disabilities or who have difficulty reading…
Using clear and simple language promotes effective communication. Access to written information can be difficult for people who have cognitive or learning disabilities. Using clear and simple language also benefits people whose first language differs from your own, including those people who communicate primarily in sign language.”
The Plain English Campaign says:
“The main advantages of plain English are:
- It is easier to write;
- It is easier to read; and
- You get your message across more often, more easily and in a friendlier way.
If you spend more than an hour a day writing, you are to an extent a professional writer. So it’s vital that you get it right.
So what is plain English? It is a message, written with the reader in mind and with the right tone, that is clear and concise.”
Visit the Plain English Campaign website at www.plainenglish.co.uk for more advice and information. There’s a free guide, which includes words to avoid. The Campaign also offers training, and a Crystal Mark accreditation system.
You can also check your readability yourself, using Microsoft Word, under the spelling and grammar options.
Recommendation 4: Accessible and ‘Alt’ friendly
- For websites, use clear navigation, which is alt button friendly.
- Follow the W3C guidelines 12 and 13 for web orientation and navigation (see below).
- Provide a site map for websites, and a contents list and index for long documents.
- Keep information about venue, date and time in one place.
- On websites, provide a contents links colour change to show which pages have been accessed.
- Make sure your website can be navigated using Alt keys, as well as a mouse.
- Keep headings and page numbers in the same place and style.
- Use a variety of users to test website accessibility.
Explanation:
Nobody likes going round in circles, or taking ages to find key information. Not everybody using a computer is able to use a mouse, or even a keyboard.
W3C guideline 12 states:
“Provide context and orientation information to help users understand complex pages or elements.
Grouping elements and providing contextual information about the relationships between elements can be useful for all users. Complex relationships between parts of a page may be difficult for people with cognitive disabilities and people with visual disabilities to interpret.”
W3C guideline 13 states:
“Provide clear and consistent navigation mechanisms -- orientation information, navigation bars, a site map, etc. -- to increase the likelihood that a person will find what they are looking for at a site.”
You can test your website’s accessibility using web accessibility tools such as Bobby (http://bobby.watchfire.com) webxact (www.webxact.com), wave (www.wave.webaim.org) or the w3 website code validator (http://validator.w3.org). However, as the Disability Rights Commission investigation into the web points out, automated testing should be supplemented with user testing.
Recommendation 5: Customer considerate choices- Provide clear design and contrast/colour choices.
- Use images, lists, diagrams and flowcharts to break up text.
- Keep website and leaflet design simple, avoid putting text over images, and fitting text around images.
- Provide clear text alternatives to images on websites.
- Provide a simple alternative to moving text/images on websites.
- Ensure good contrast between background and text, for example avoid using different shades of the same colour.
- Avoid green, red and pink as these are difficult for those with colour blindness.
- Provide a choice of contrast and colours on websites.
Explanation:
If you are investing in printed brochures, or a website, put the reader first, not the designer! Distracting design can mean information is lost on the page. Good design can make sure that information is found and understood.
The RNIB (Royal National Institute for the Blind) See it Right Guide says:
“It's important to design your website so it's flexible. Customers should be able to adjust text and colour settings in their browser to suit their individual needs.
Other customers will browse your website using "text to speech" software. Careful design is paramount for people accessing the web using speech access because inappropriate use of HTML can make a website unreadable.”
- Provide a spoken alternative to the written word.
- Offer an alternative voice format for printed material, such as an audio tape or CD.
- Provide a text to speech facility on your website.
Explanation:
Offering a spoken alternative not only helps your blind and partially sighted audience, but also people with severe dyslexia, significant learning difficulties, or literacy problems.
Remember under the Disability Discrimination Act it is the service provider’s responsibility to make adjustments, not the user. If you are a large organisation, it may no longer be enough just to make your material compatible with your disabled customers’ text to speech software.
The ability to listen will help non disabled customers too, especially those with English as a second language, or those who would simply rather listen than read!
The RNIB (Royal National Institute for the Blind) See it Right Guide says:
“Spoken word audio on tape or CD has the benefit that everyone is able to use it except those with very poor hearing. It is also ideal for people with learning difficulties, low literacy levels, or those who may have problems with their hands.
Once you have chosen to produce spoken word audio on tape or CD, you will need to decide whether to do it yourself, or to use a transcription agency.
Doing it yourself may be appropriate if responding to an individual request, whilst an agency can produce audio material to professional quality, often including music and other effects.”
Recommendation 7: Spell it out
- Provide an explanation of technical terms, acronyms and abbreviations.
- Provide expansions/explanations of abbreviations and acronyms in print and on websites.
- Provide an easy to find glossary of technical terms in print and on websites.
- Provide access to a dictionary or thesaurus on websites.
Explanation:
It is important that all your readers can understand you. You may be familiar with your subject matter, but your audience may not.
If you follow recommendation 3, and use plain English, you may still need to use technical terms, acronyms and abbreviations. If this is the case, provide a glossary for readers and make it easy to find. It is possible to provide hyperlinks on websites to a dictionary/thesaurus at little or no cost. Expanding abbreviations the first time they appear not only helps the unfamiliar reader – it also assists those using assistive technology.
W3C Guideline 4 says:
“Content developers should…provide expansions of abbreviations and acronyms…when abbreviations and acronyms are not identified, they may be indecipherable when machine-spoken or Brailled.”
Recommendation 8: Translate to communicate
- Provide alternative languages for those whose first language is not English.
- Know your audience and who you are providing information for. In the UK, for example, 50,000 people have sign language as their first or preferred language.
- Make sign language versions of written information available.
- On websites, provide information in alternative language versions for disabled/other customers whose first language is not English or do not speak the language of the website.
- Mark up natural language changes (see below).
Explanation:
We live in a diverse society, so you cannot assume that all your disabled customers have English as their first language – or can speak English at all. Some might rely on sign language to communicate. Providing alternative language versions will also help those customers whose first language is not English or who do not use English. Website owners can access basic translation services for free.
Marking up language changes will help those using text to speech, or Braille devices. Contact the RNID about providing information for people who are deaf or hard of hearing.
The RNIB (Royal National Institute for the Blind) See it Right Guide says:
“It is…important to develop materials in a range of languages for people whose first language is not English.”
W3C guideline 4 says:
“When content developers mark up natural language changes in a document, speech synthesizers and Braille devices can automatically switch to the new language, making the document more accessible to multilingual users. Content developers should identify the predominant natural language of a document's content (through markup or HTTP headers). Content developers should also provide expansions of abbreviations and acronyms.
In addition to helping assistive technologies, natural language markup allows search engines to find key words and identify documents in a desired language. Natural language markup also improves readability of the Web for all people, including those with learning disabilities, cognitive disabilities, or people who are deaf.
When abbreviations and natural language changes are not identified, they may be indecipherable when machine-spoken or Brailled.”
Recommendation 9: Feedback- Provide a variety of ways for customers or users to give feedback.
- Always invite and consider customer feedback.
- Provide alternative ways to respond, such as a freephone number, textphone number for deaf or hard of hearing people, e-mail address or postal address.
- Allow plenty of room on written feedback forms as some disabled people will need more space.
Explanation:
Customer feedback could be the best free advice you ever get. Providing a range of ways to respond should make feedback possible for all.
The RNIB (Royal National Institute for the Blind) See it Right Guide says:
“Partially sighted people tend to have handwriting that is larger than average, so allow extra space on forms. This will also benefit people with conditions that affect the use of their hands, such as arthritis.”
Recommendation 10: The 4 Ps of great communication- Have a company policy, programmes, practices and research panels in place to make sure that all your communication is both inclusive and accessible.
- Make sure your most senior managers are committed to inclusive and accessible communication.
- Put your company policy into place through an effective change programme.
- Use staff training to embed your change programme.
- Make sure that existing practices are changed if they do not fit with your company policy.
- Validate your policy, programmes and practices through research panels that include people with a range of disabilities.
Explanation:
Making your communication inclusive and accessible will probably require a number of changes. To implement change effectively, senior management must both lead and support change programmes.
Although this is the final recommendation, it is arguably the most important. Implementing this recommendation should ensure that the other 9 are implemented too.
