Accessible Reports – easy to read versions or not?

 

Many of our clients consider designing two versions of their communications collateral (Annual Reports, Strategy Statements, Research Publications, etc.).

 

On the face of it, this can seem like a useful strategy. Making documents accessible and also visually attractive can be a challenge for some designers. In this article we describe the Advantages and Disadvantages of ‘Easy to Read’ documents – but there’s a kicker, that we discuss in the conclusion.

Advantages of ‘Easy to Read’ Versions of Documents:

1. Accessibility: Easy to read documents enhance accessibility for a wide range of individuals, including those with cognitive or reading disabilities, low literacy levels, non-native speakers, or individuals with limited education. By using simplified language and clearer formatting, these documents ensure that important information is easily understood and accessible to a larger audience.
2. Inclusivity: Easy to read versions promote inclusivity by breaking down barriers and reducing the impact of language and cognitive differences. They create a level playing field, allowing everyone to access and comprehend the information, regardless of their background or abilities. This inclusivity fosters a sense of equality and respect for diverse individuals.
3. Clarity and Comprehension: Easy to read documents prioritize clarity and comprehension. They use plain language, shorter sentences, and avoid complex jargon, making the content easier to understand. By eliminating unnecessary technical terms, acronyms, or convoluted language, these documents increase information retention and ensure that the intended message is effectively conveyed.
4. Time and Cost Savings: Creating easy to read versions can result in time and cost savings. By reducing confusion and misunderstanding, these documents minimize the need for follow-up clarification or support. Additionally, they may decrease translation costs, as simpler language is often more straightforward to translate accurately.

Disadvantages of ‘Easy to Read’ Versions of Documents:

1. Oversimplification: There is a risk of oversimplifying the content when creating easy to read versions. Oversimplification may lead to the loss of essential details or nuances, compromising the accuracy and integrity of the information. Striking the right balance between simplicity and completeness is crucial to avoid misinterpretation or misunderstanding.
2. Potential Stigmatization: In some cases, providing easy to read versions may unintentionally stigmatize the target audience. Individuals who require easy to read documents may feel singled out or labeled as having lower abilities or literacy levels. It is important to approach the creation and distribution of easy to read versions with sensitivity and respect, ensuring that they are presented as inclusive resources rather than isolating tools.
3. Contextual Limitations: Easy to read versions might not be suitable for all types of documents or subjects. Certain technical, legal, or scientific documents may require specific terminology or language to maintain accuracy and precision. Adapting complex information into simplified language may result in a loss of technical details, making the document less suitable for certain purposes or professional settings.
4. Additional Resource Requirements: Creating easy to read versions may require additional resources, including time, expertise, and design considerations. It may involve collaboration with specialists in accessible communication, proofreading, and formatting. Allocating resources to develop and maintain easy to read documents should be considered as part of an organization’s commitment to accessibility and inclusivity.

Conclusion

By carefully considering these advantages and disadvantages, you can make informed decisions about when and how to create easy to read versions of documents, ensuring that accessibility and inclusivity are prioritized while maintaining the accuracy and integrity of the information.

But here’s the kicker, often times the ‘Easy to Read’ version is harder to find. Will your audience, already potentially struggling to use your ‘in-accessible’ website be able to find the ‘Easy to Read’ version? We often encounter websites that have PDFs of reports that mention an ‘Easy to Read’ version, but don’t describe where it is. In the end the ‘Easy to Read’ version becomes the ‘Hard to Find’ version, and further challenges the user to make contact, email an accessibility officer, make a request for the accessible version which has often been lost within the organisation.

There’s a much better way, and Wonder Works pioneers this better way. If your organisation needs help meeting your Accessibility Requirements; get in touch with Wonder Works.