Create Inclusive Documents with the Plain Language App
Meet Jasmin, a Program Director at an international nonprofit. She drafts donor updates, volunteer guidelines, and impact reports destined for a diverse audience. The Plain Language App’s “Check accessibility” prompt helps Jasmin ensure materials are understandable and usable for everyone, including people with different abilities or limited internet access.
The Challenge: Ensuring Accessibility in Diverse Communication Materials
Jasmin was tasked with preparing the annual impact report. The document needed to:
- Meet accessibility standards for text, images, and overall structure.
- Address varied literacy levels across different countries.
- Present data in ways all donors, volunteers, and stakeholders can follow.
How the Plain Language App Empowers Inclusive Communication
Step 1: Assess Current Materials
Jasmin accessed Microsoft Teams and clicked on "View Prompts." She then selected Check accessibility, which pre-populated the prompt:
Check accessibility
Jasmin must then paste or type the content requiring accessibility checks into the prompt. Below is an example of content that needs assessment:
Our organization endeavors to synergize cross-functional teams to optimize stakeholder engagement and leverage scalable solutions for global impact. Through the implementation of multifaceted strategies, we aim to facilitate sustainable development and foster synergistic partnerships across diverse operational landscapes.
Last fiscal year's performance metrics indicate a robust uptrend in key performance indicators, reflecting our commitment to deliverables and value propositions. However, it's imperative to continuously assess and recalibrate our methodologies to ensure alignment with overarching mission objectives and dynamic market paradigms.
Step 2: Request Specific Accessibility Guidance
She then asked:
In addition to simplifying the text, I need help ensuring that our report is fully accessible. Please review the following sections for:
- Proper use of headings and structure for screen readers.
- Alternative text descriptions for all images and charts.
- Accessible formatting for tables and data visualizations.
Here is the content for assessment:
Our annual impact report includes various graphical representations and structured data to illustrate our progress. The executive summary provides a high-level overview, while detailed sections break down achievements by region and program. Visual aids such as bar charts, pie charts, and infographics are integrated to highlight key statistics and trends. Additionally, we have included tables that compare year-over-year performance metrics to showcase growth and areas needing improvement.
However, we want to ensure that all visual and structural elements are accessible to individuals using assistive technologies. Please evaluate the current setup and provide recommendations to enhance accessibility compliance.
Step 3: Adapt for Inclusive Design
After initial feedback, Jasmin followed up:
Apply the accessibility recommendations to the impact report. Provide a brief summary of the changes made.
Watch the 'Check accessibility' prompt in action:
Why This Matters
By using the Plain Language App, Jasmin:
- Ensures her nonprofit’s materials can be read and understood by all.
- Demonstrates a commitment to inclusivity, increasing donor trust.
- Proactively addresses accessibility requirements to reach a larger audience.
Try the Plain Language App Today!
Enhance the inclusivity of your documents with ease. Discover how the Plain Language App’s accessibility checks can help you connect with every reader.