Inaccessible digital collaboration tools

Ensure all documents are accessible

• Use plain language and avoid technical jargon when possible.
• Include infographics, diagrams, and visual explanations to break down complex concepts. Ensure that all visual items include textual descriptions and alt text where appropriate.
• Use real-world examples to ground abstract ideas.
• Maintain a living glossary of technical terms and acronyms
• Include a summary page at the beginning of each document outlining its purpose, key content, and its relevance to other work
• Ensure all documents including drafts, meeting notes and final publications are accessible from the start, and throughout the collaboration process not just at the end of the process
• Publish standards in accessible formats like properly structured Word documents and tagged PDF documents

• Train chairs and committee members in accessible document creation practices

• Inaccessible digital documents
• Inaccessible digital collaboration tools
• Inaccessible registration systems
• Too much background information for new members
• Underestimated workloads
• People don’t start at the same place

Ensure websites are accessible

• Test websites on multiple browsers and devices, including mobile phones and tablets.
• Offer help or support for users who encounter accessibility barriers.

• Involve people who use assistive technologies like screen readers, switch devices, or captioning tools in the testing and feedback processes.
• Test for keyboard-only access across all steps including registration, login, confirmation and uploading documents. If someone can’t complete the process without a mouse, it’s not accessible.
• Use plain and simple language
• Ensure all images have descriptive alt text for people who use screen readers.
• Use high-contrast colors for text and backgrounds
• Avoid relying on color alone to convey information.
• Make forms accessible, with clear labels, instructions, and error messages that screen readers can detect.

• Inaccessible registration systems
• Inaccessible feedback mechanisms
• Inaccessible digital collaboration tools

Plan what to do if goals aren’t met

• Decide ahead of time what you will do if participation goals are not reached.
• Consider extending the comment period, changing your outreach approach, or building new relationships with groups that were not well represented.
• Set clear “minimum” targets, for example: number of participants, or key groups that must be included.
• Check progress early so you still have time to adjust.
• If you’re missing key voices, pause and fix the outreach instead of moving forward anyway.
• Ask community partners why people didn’t participate and what would make it easier next time.
• Add new accessible engagement options, like phone calls, short sessions, or one-on-one interviews.
• Extend timelines if needed, especially for reviewing documents.
• Document what didn’t work and what you changed, so the process improves over time.

• Difficulty receiving and communicating information
• Inaccessible digital collaboration tools
• Lack of clear and accessible onboarding process