4 Steps for developing an accessible publication

The ever-evolving landscape of accessible publications may seem overwhelming, but your efforts to keep up with and implement best practices will be helpful to users with disabilities.

4.1 Start early

Accessibility should be considered from the outset of the publication project. This will allow you to factor the necessary time and resources into the overall project schedule and budget, and to ensure that writers, editors and other key team members are briefed accordingly. It will also allow you to evaluate accessibility throughout the process and address any issues early on when it is easier to fix them.

4.2 Decide who will write the alt text

It is essential to ensure that the person who will write the alt text has been trained in good alt text practices. Authors and editors are often well placed to write alt text as they work closely with the content. However, it is possible to outsource the writing of the alt text to a specialized company or to use artificial intelligence-generated alt text as a first draft.  Note that the latter options might incur a cost and add time to the author’s or editor’s calendar as the text will need to be checked and approved.

4.3 Choose publication formats

Different formats require different workflows. It is important to decide which format(s) your publication will be published in and assess the resources and time needed to produce an accessible version. Consider your audiences’ needs and preferences. For example, e-books (in EPUB format) may be easier to produce as accessible versions but are not as widely consulted as HTML or PDF versions.  

4.4 Prepare the content correctly

Style the manuscript content in your word processing software, ensuring that all heading levels and lists are styled correctly. Align text to the left (for left-to-right languages) and do not justify. Opt for sans serif fonts. Use hyperlinks and avoid URL strings.

Make sure that tables and spreadsheets are prepared according to the accessibility principles outlined in 3.4 Tables and spreadsheets. When preparing maps and graphs, ensure sufficient colour contrast.

4.5 Engage skilled suppliers

FAO has secured long-term agreements (LTAs) with companies that provide accessible publication services. Contact publications@fao.org to learn more. It is possible to work with suppliers and consultants that you have identified yourself but, in such cases, it is even more important to test the final output correctly to ensure high quality.

4.6 Test

A mandatory last step in the production process is to test and validate the final files for accessibility compliance. Some tools can help with evaluation, but no tool alone can determine if the product is fully accessible. Skilled human assessment is necessary to check if a publication is accessible (W3C, 2023b).  

A three-step testing approach is recommended (WIPO, 2023) to ensure all accessibility issues are addressed:  

1. Spot-check for correct structure tags, alt text and metadata.
2. Use an automated accessibility-checking tool to detect any issues or omissions.
3. Test the document with a screen reader.

Write to publications@fao.org for more information and recommendations regarding accessibility testing.