Applying the basic tenets of accessible communication ensures you get your message across to as many people as possible. These basic tenets ensure clear communication that breaks barriers and increases the chances everyone understands what you’re trying to communicate.

The Basics

Common courtesy dictates we try to be as clear as possible with our communications. By checking a few things before making a post, setting up an event, or sending an email, we can help everyone understand what we mean.

Spelling

This may seem like a no-brainer, and for many people, it is. Proper spelling helps people comprehend what you’ve written and assists anyone who struggles with English language comprehension. Additionally, proper spelling supports translation. Misspelled words can turn something simple into something frustrating, so let’s avoid making anything more difficult than it needs to be.

Spellcheck is fabulous, word processor editors are great, and the auto checks most applications include are helpful.

Grammar

Grammar is a little trickier than spelling to get right. Grammar affects how we understand the written word, as well as the spoken. Clear grammar prevents frustration and improves the odds someone will receive the intended message.

Most word processors and proofreading plug-ins include at least basic grammar editing.

Enunciation

Enunciation is often associated with speech, although you can enunciate points in writing as well. Enunciation simply means saying the parts of each word clearly, and for most people, that means slowing down their speech when they’re being recorded.

In many cases, enunciation is a matter of practice. A simple rule of thumb is to speak twice as slowly as you think you should.

Limited Distractions

Whether writing or speaking, it’s best to limit potential distractions so people can focus on your message. A picture may be worth a thousand words, but ten pictures in two pages is too much for most people to focus on.

Apply the KISS (Keep It Simple Silly) principle whenever possible.

The Information

Creating information that is accessible may take a little bit of practice at first. However, it makes a world of difference when communicating with large groups with diverse needs.

Assume This is the First Time

With information, it’s always best to assume this is the first time someone has heard of you, the event, or the idea you’re trying to communicate. In STARFLEET, that might be the case more often than not.

The simple solutions are to either include the original information or a link to where it was originally posted. Including the original information tends to work best for communication on platforms like Facebook or email. Linking, meanwhile, tends to work better on Discord or in forums.

No one has a perfect memory, and it’s best not to expect them to. Instead, plan communication and any subsequent reminders about the event or idea to include at least the bare details.

Include Contact Information

Contact information and website links cost nothing to include, but make an enormous difference in how information is received. It gives people somewhere to direct questions, find more information, and generally helps the message spread further.

Apply Simple Language

Language is complex, and English is a medley of other language pieces. This makes it challenging to learn, retain, and use. Even in the United States, the average reading level for English is around 7th grade.

Simplifying language is a great option to make sure your message is received. Language shifts might include choosing a more common word, shortening sentences, or single main idea paragraphs.

Use Short Segments

Short segments refers to how you subdivide your text, speech, video, or other communication choice. For example, it’s much easier to read a three sentence paragraph compared to a twelve sentence one.

Ultimately, segment length helps guide people through what they need to understand. The shorter segments are easier to read, practical to write, and lessen the risk that people will just skip over parts of your message.

Lists Are Helpful

Bulleted lists are another option to provide shorter segments to your readers. These are practical to replace multi-line sentences and add a bit of a break for readers. The format also helps people who are skimming for important points.

In regards to lists, whenever possible, include a period at the end of each bullet or number point. Some adaptive technologies use periods to determine the spacing of phrases, so if you do not include them, all the bullets are read together. This can be confusing to the user.

Make It as Available as Possible

Information availability is crucial to participation in anything. After all, no one participates in things they’ve never heard of! Information availability is key, and you can be part of the solution within any organization.

STARFLEET uses both Facebook and Discord as a fleet, yet many people continue distributing information on one or the other. Distributing to both, and more channels if available, helps everyone know about the awesome activities at Fleet level, regional level, and so on.

The International Aspect

STARFLEET is an international organization, so there are a few specific things to keep in mind while crafting any communication. For people who learned English as their first language, some of these points may seem overly obvious if you’ve lived abroad.

Idioms

An idiom is a set of words whose collective meaning is not easy to figure out because it’s not literal. For example, “under the weather” is a common idiom in the United States that means someone is feeling unwell. However, the collection of words does not reference illness or make literal sense.

Idioms are difficult to translate into other languages. They can also rely on regional contexts, which can make them difficult even if people speak the same language. Therefore, it’s best to limit the use of idioms or include what the idiom means after it is used.

Similes and Metaphors

Similes and metaphors are comparison devices. These can be difficult to translate and may rely on cultural context. Therefore, it’s best to seriously consider whether a comparison can be made in a more straightforward way.

Language Levels

Everyone speaks English at various levels, and international members are no different. The best practice is to assume a solid understanding of English. No one should be talked to as though they are dumb because English is their second language. However, minding that our communication doesn’t sound like a college dissertation is also a good choice.

The Format

Formatting can help a diverse group of people understand what you are communicating as well. In some cases, applying accessible formatting can limit misunderstandings and improve how much of the information you want to share is actually received.

Allow White Space

White space is brain space, and studies show it helps information absorption. You can build white space by using line spacing, adjusting margins, how you divide out your information, and adding visual elements.

Font

Font can affect how well people read the information and absorb it. Certain brain differences do not process fonts chosen for their flourishes. Sans-serif fonts (like Arial or Helvetica) or monospace fonts in 12 or 14 point are the most universal format. Eurostile, the preferred font in the STARFLEET Visual Standards Manual, is a geometric sans-serif font.

There are also specialty fonts for certain brain differences. For example, Open Dyslexic in 14 point is one of the best options for helping people with dyslexia access written information. People with traumatic brain injuries may benefit from larger fonts. The options for adjustment are endless to match what people need.

Color

Color can be complex since there are seven official types of color blindness, many conditions that can be affected by visual stimuli, contrast necessities, and common principles of design. In general, simpler is better, and less saturated versions can help. Additionally, ensure that colors don’t clash too much and words are readily visible on the background.

Colors is one area where Star Trek provides a fabulous example. LCARS is generally a high contrast theme that’s easy to distinguish the various elements of.

Border

Using a border around text helps draw the eyes in and helps people focus. These borders can be a fabulous aid for a variety of needs, and they add to the professionalism of the document. A good suggestion is 2¼ wide borders.

Columns

While columns are an efficient way to use space in print media, they are often difficult to read for anyone who has a brain or sight difference. In digital communication, multiple columns should be avoided whenever possible.

Visual Communication

Visual communication has rapidly expanded with the growth of the world wide web. Most platforms now include picture sharing, emoticons, and gif searches to allow even broader communication flavors. However, it takes a few extra minutes to make that visual communication accessible.

Captions

A caption is a piece of text visible under an image or graphic. Captions talk about the purpose of the image and how it relates to the rest of the document. A good caption helps the image fit in context.

Alt Text

Alt text describes what is in the image. Alt text should be at least a sentence, but can be multiple sentences. Alt text is read by screen readers so someone without complete vision has an idea what the image contains, so make sure to focus on the parts of the image that are most useful.

Image Sizes

Images should be a reasonable size so the average person does not have to squint to view it. If there is text, it should be comparable to the size used in the rest of the document whenever possible. No one likes having to zoom in just to see something.

Accessible Video

Accessible video should include caption options, segment summaries, non-distracting formats, and clear audio. Since you never know who will see the video, it’s best to plan for all the possibilities.

Speech

How we talk and express ourselves is part of how people recognize us. Speech is one of the least technical things to make accessible, but it makes an enormous difference when we give it the consideration it needs.

Speech is Individual

Speech should remain unique to you as an individual, but should be clear, unhurried, and at an appropriate volume to be easily understood. You may need to practice a little, but it should also come naturally with a little work.

Moderate Expression and Movement

We all have different forms of expression and movement that we use as we speak. It’s important to ensure these things are not so visually distracting that people have trouble focusing on your words.

Mind the Visual Look

Whether you’re using a real background or a virtual one, take some time to make sure it’s working properly and offers minimal distraction. For example, sudden loud noises or flashing lights are not ideal, nevermind how dangerous it could be. When you’re on video, the focus should be on you!

Feel like this guide is missing something? Let us know at sfcoa@sfi.org.