Consider the best channel and format for your audience

The content we produce must be tailored to our audiences and their needs. We must consider the best channel to get the information to them as well as the best format. This includes:

  • digital communications – websites, social media, emails, electronic direct mail (EDM)
  • written communications – documents (printed and digital)
  • visual communications – video and images
  • audio and verbal communication – how we talk to people, how we deliver presentations in person or via electronic platforms including radio, television commercials, film and video, webinars, podcasts and social media.

Alternative formats

Always consider alternative formats for people with diverse communication needs.

Some alternative formats include:

  • Accessible documents and websites
  • Large print
  • Audio
  • Video (with captions)
  • Auslan
  • Braille
  • Easy Read

Creating accessible communications

Making documents accessible

Before you start

  • What is the information you want to communicate?
  • Who is your audience and what are their needs?
  • What are the best formats to reach your audience?

Order and structure

  • Start with a clear structure
  • Set out your table of contents with a proper heading structure (not more than 5 levels of headings)
  • Group information when possible
  • Repeat information if needed
  • Background information can be included but should sit in the “background”

Plain English

  • Write in plain English:
    • Use short paragraphs focused on a single idea
    • Use short sentences
    • Use clear and inclusive language

Design and format

  • Use an easy-to-read format
  • Use a plain background and ensure there is enough colour contrast
  • Graphs and tables can be difficult to understand. Make graphs and tables simple and explain them where necessary
  • Align text to the left of the page (avoid justifying text)
  • Don’t put too much text on a page
  • Leave space between paragraphs
  • Use the Styles feature in Microsoft Office products to define the text and structure

Images

  • Images can help people with low literacy to understand text
  • Insert images next to the text
  • Try to use the same style of text throughout your document
  • Add alternative (alt) text to images

Fonts

  • Tasmanian Government fonts have been chosen to be accessible
  • Fonts should be at least for 12pt for copy text
  • Avoid using upper case (capitals), lower case letters are easier to read
  • Do not underline text unless it is a hyperlink
  • Avoid using italics; use only for legislation and Latin names
  • Lower case letters are easier to read

Colour

  • Don't use colour alone to convey information
  • People who can't see colour won't find a "blue button" unless it's presented in another way
  • Some colour combinations are hard to see, such as for those with colour blindness, who are blind or have low vision
  • Ensure colour contrast is appropriate, minimum AA is required

Accessible PDFs

Making PDFs accessible means ensuring everyone can easily read and understand the content. Here's how you can do it:

  1. Add descriptions to images: Include descriptive text for images so people who use screen readers can understand them.
  2. Use proper headings and structure: Organise the document with clear headings and subheadings to make it easy to navigate.
  3. Include alternative text for links: Describe where the link is taking the user, so they know what to expect when they click on it.
  4. Ensure colour contrast: Make sure text and background colours have enough contrast so they are easy to read.
  5. Enable text copying: Allow users to copy text from the PDF for those who may need to use text-to-speech tools.
  6. Check reading order: Make sure the content flows logically when read out loud by a screen reader.
  7. Test accessibility: Use accessibility tools to check the PDF and make sure it's easy for everyone to use.

Further resources

Plain English

Accessibility

Other

Making websites accessible

Website accessibility is important because it ensures everyone can access and use the internet effectively. It promotes inclusivity by removing barriers to information and services, allowing people with disability to participate fully online. It is not just a legal requirement.

Always:

  • Use clear and simple language.
  • Provide alt text for images so people who can't see them understand what they show.
  • Use headings, lists, and bullet points to organise content clearly.
  • Make sure links describe where they are taking the user.
  • Ensure colours have enough contrast so the text is easy to read.
  • Allow users to resize text and navigate the website using only a keyboard.
  • Provide captions and transcripts for audio and video content.
  • Make forms and interactive elements accessible for keyboard users.
  • Test the website with accessibility tools and ask people with disabilities to test the functionality.

Further resources

Making emails accessible

Emails are a fundamental aspect of inclusive communication, legal compliance and ethical responsibility.

  • Write a clear subject line that explains what the email is about.
  • Keep the email simple without fancy designs or too many pictures.
  • Describe any images using words for people who can't see them.
  • Use easy-to-read fonts and make sure the text is easy to see against the background.
  • Organise the email with clear headings, paragraphs, and lists to make it easier to read.
  • Don't rely only on colours to give information; explain things with words too.
  • Make sure links describe where they are taking the reader and aren't generic like "click here."
  • Make sure people can use the keyboard to move around and use things like buttons or forms.
  • Check the email is easy to use for people who might need help using computers.
  • Include contact information or additional instructions for people who might need extra help.

Further resources

Making social media accessible

Accessible social media ensures everyone can participate. Incorporating accessibility features makes platforms more inclusive and welcoming.

Tips to ensure social media is accessible

  • Add alt text to images
  • Add video captions
  • Write clear text (use plain English)
  • Create clear visuals
  • Don’t use or rely on memes and emojis
  • Stay up to date with the platform’s accessibility features
  • Use feedback to improve your social media presence

Further resources

Meta (Facebook and Instagram)

X (formerly Twitter)

YouTube

Vimeo

LinkedIn

Making events and venues accessible

Ensuring accessibility at events creates opportunities for all individuals to participate.

  • Check if the venue is easy to get to, with options for accessible transportation and parking nearby.
  • Make sure the venue has ramps or elevators for wheelchair users or people who use mobility aids.
  • Ensure there are accessible restrooms with enough space for wheelchair users.
  • Provide seating options that accommodate different needs, such as chairs with arms or spaces for wheelchairs.
  • Make sure the event space is well-lit and free of obstacles for people who are blind or have low vision.
  • Offer alternative formats for materials, such as large print or electronic versions.
  • Train staff or volunteers on how to assist people with disability and be respectful and inclusive.
  • Ask attendees about any accommodations they may need in advance and try to meet those needs.

Further resources

Additional resources

Audio and video

Colour

Plain English

Electronic direct mail (EDM)

Imagery

Language

Forms and surveys