Ensuring digital accessibility is a shared responsibility across all staff who contribute to your website or social media. This guide outlines practical best practices for content authors to create and maintain accessible, inclusive content that meets WCAG standards and provides a better experience for all users.
Accessibility is not a one-time task. It is an ongoing process that should be integrated into daily workflows, supported by training, and reinforced through consistent review.
Why Accessibility Matters
Accessible content ensures that people with disabilities can perceive, understand, navigate, and interact with your website. It also:
Improves usability for all users
Supports legal and compliance requirements
Enhances SEO and overall content quality
Builds trust with your community
Core Principles for Content Authors
When creating or updating content, follow these four principles:
Perceivable: Content must be easy to see or hear
Operable: Users must be able to navigate and interact with it
Understandable: Content should be clear and readable
Robust: Content must work with assistive technologies
Best Practices for Creating Accessible Content
1. Use Clear and Structured Headings
Use headings (H1, H2, H3) in a logical order
Do not skip heading levels
Avoid using bold text as a substitute for headings
2. Write Descriptive Link Text
Avoid vague phrases like “click here” or “read more”
Use meaningful text that describes the destination
Example:
Good: “Download the City Budget Report (PDF)”
Avoid: “Click here”
3. Add Alternative Text for Images
Provide concise, meaningful descriptions for all images
Decorative images should be marked as decorative (null Alt Text)
4. Ensure Proper Color Contrast
Use sufficient contrast between text and background
Avoid conveying meaning using color alone
5. Use Lists and Tables Correctly
Use bullet or numbered lists for grouped content
Only use tables for data, not layout
Include table headers where appropriate
6. Write in Plain Language
Use simple, clear language
Avoid jargon when possible
Break content into short paragraphs
Use descriptive section titles
7. Make Multimedia Accessible
Provide captions for videos
Include transcripts for audio content
Ensure video players are keyboard accessible
8. Use Accessible Documents
When linking to PDFs or other documents:
Ensure documents are accessible before uploading
Use proper tagging, headings, and reading order
Avoid scanned PDFs when possible
9. Check Forms and Interactive Content
Ensure all form fields have labels
Provide clear instructions and error messages
Confirm keyboard navigation works properly
10. Avoid Accessibility Pitfalls
Do not use images of text
Avoid auto-playing media
Do not rely on hover-only interactions
Workflow Best Practices for Teams
Build Accessibility Into Your Process
Include accessibility in content creation checklists
Use tools like CivicPlus Accessibility Widget (AWG) as a support, not a replacement
Review content before publishing
Provide Ongoing Training
Train all content contributors on accessibility basics
Offer refresher sessions periodically
Share examples of good and bad practices
Assign Responsibility
Designate accessibility champions or reviewers
Establish approval workflows for content publishing
Use Testing Tools
Run automated accessibility scans regularly
Perform manual checks for usability and clarity
Test with keyboard navigation and screen readers when possible
Quick Accessibility Checklist
Before publishing, confirm:
Headings are structured correctly
Links are descriptive
Images have alt text
Color contrast is sufficient
Content is clear and easy to read
Documents are accessible
Multimedia includes captions or transcripts
Continuous Improvement
Accessibility is an ongoing effort. Encourage feedback from users, monitor issues, and continuously refine your processes and training.