Ensure all documents are accessible

Inaccessible digital documents

Some documents, like drafts, reports, and agendas, are not made accessible. This can make them hard or impossible for some people to read and use. When this happens, people may not be able to review them, give feedback, or fully take part in the discussion.

Common problems include:

• PDFs and scanned files that screen readers can’t read
• Small text, poor contrast, or missing headings
• Images, charts, or tables without descriptions
• Images that contain text
• Complex or technical language
• Long documents with no plain-language summary
• Formats that cannot be edited or adapted

• Check and improve accessibility
• Ensure all documents are accessible
• Help with information management

Inaccessible digital collaboration tools

Some digital tools used for meetings and teamwork are not accessible to everyone. When tools are hard to use or not available to all, some people are left out and cannot fully take part.

Common problems include:

• Tools that don’t work with screen readers or other assistive technologies
• Buttons or features that are hard to use with a keyboard
• Missing or limited captions, screen reader support, keyboard navigation, high-contrast modes, and sign language/interpretation support.
• Security settings that block accessibility features
• Platforms blocked in some countries
• Tools that need fast internet or powerful devices

• Ensure all documents are accessible
• Ensure websites are accessible
• Plan what to do if goals aren’t met

Inaccessible registration systems

Many standard development organizations' application processes are not accessible, which makes it harder for people to participate. Some common examples include:

• Not having alternative registration options, such as phone, email, or paper sign-up
• Websites or application portals that don’t work with screen readers or other assistive technology
• Having no way to request accommodations during registration, or having a request option that is difficult to find
• CAPTCHAs that are hard or impossible to use with screen readers
• Time limits that log people out before they finish the form
• Forms that are long, complicated, and not written in plain language
• Forms that aren’t keyboard accessible and can’t be completed without a mouse
• Required fields that don’t make sense or force people to share personal information
• Mobile-unfriendly forms that are a barrier for people who rely on phones or tablets
• Requiring a specific file format for documents that need to be uploaded
• Not having a save-and-return option, which people who need more time or breaks require
• Error messages that are unclear, aren’t read by screen readers, or don’t explain how to fix the problem
• Language barriers, including not having a translation option or using overly technical wording
• Confirmation emails that don’t arrive or are inaccessible, for example, they have images instead of text or unclear next steps

• Be transparent in the application process
• Check and improve accessibility
• Ensure all documents are accessible
• Ensure websites are accessible

Too much background information for new members

New members must learn a lot before joining the standards process, including how the process works, how decision-making is done, what the committee roles are, the standard history and versions, meeting rules and tools, and technical and legal language. This information is often long, complex, and not in plain language. It can be especially hard for people who are new, have learning disabilities, limited digital skills, or come from different professional backgrounds. This can make members feel confused, overwhelmed, or excluded, which may lead them to leave.

• Ensure all documents are accessible
• Help with information management
• Plan for regular check-ins with new members
• Provide a welcome package for new members
• Provide diverse, accessible knowledge-building opportunities
• Provide guidance and ongoing support to new members

Underestimated workloads

Committee work often takes more time than people think. This can become too much for people to manage, leading to fatigue and distress. It can be especially hard for people with disabilities, who may have changing energy levels, caregiving responsibilities, or need more time because of access needs.

Many members experience:

• Too many meetings
• Tasks that take longer than planned, like reading, writing, or editing
• Pressure to do both technical work and advocate for underrepresented communities

• Ensure all documents are accessible
• Help with information management
• Plan for regular check-ins with new members
• Set clear and realistic timelines for reviews, drafts, or revisions

People don’t start at the same place

Standards work is often very technical and complex, and assumes people already know how things work. When information is too technical, it is hard for newcomers or people without a technical background to participate. Efforts to diversify participation need to recognize that people have different levels of experience and knowledge. Without proper support, many people will be left out.

• Empower chairs and facilitators to manage conflict
• Ensure all documents are accessible
• Help with information management
• Host onboarding meetings before committee work begins
• Plan for regular check-ins with new members
• Provide a welcome package for new members
• Provide diverse, accessible knowledge-building opportunities
• Provide guidance and ongoing support to new members