Digital accessibility is indispensable for people with disabilities to be able to perform their basic tasks online in an independent manner. People with disabilities, English-language learners, and those with limited technology skills may have trouble viewing or reading the digital communications provided for your company’s managed travel program. Overlooked accessibility concerns can lead to lower traveler engagement within your program. Fortunately, there are tools available to help overcome these challenges, but it’s up to travel program stakeholders to create a foundation for success.
Here are five considerations for producing digitally accessible corporate travel communications.
1. Go “behind the screens” with alternative text.
Alternative (alt) text is a basic principle of accessible design. It’s useful for assisting and supporting users who are sight-impaired or otherwise unable to visually identify images. Alt text is an “invisible” description of images. That means it’s added “behind” images so assistive technologies can detect it and read it aloud. Alt text should be simple and concise, describing the image as accurately as possible. Descriptions should be no longer than 100 characters; longer text may result in a poor experience for users.
Including alt text with your images ensures all users, regardless of visual ability, can access and understand the content on your site and in your documents.
2. Create information in audio and visual formats.
Providing information in multiple formats helps ensure that everyone can use it. Some users may opt for text-based communications, while others may favor audio or visual content. For example: to teach travelers how to book travel online, you could provide written instructions, an audio recording, and a video tutorial. This approach makes it easier for travelers with different learning styles or accessibility needs to absorb the information in the format that works best for them.
3. Use the right color and contrast for easier viewing.
Color contrast is essential for travelers who may have vision impairments or color perception differences. Low-contrast color combinations (like blue on black or red on green) can be difficult to read, especially on mobile devices.
Using high-contrast colors, such as black text on a white background or white text on a dark purple background, improves readability for everyone. As a rule of thumb, avoid relying on color alone to convey meaning, pair color changes with text or icons when highlighting important actions, such as policy updates or booking deadlines.
Tip: Search contrast checkers online to check accessibility against the standards set by the W3C® Web Accessibility Initiative in the Web Content Accessibility Guidelines.
4. Add captions to videos.
Adding captions to video content provides added support for deaf or hard-of hearing users. Today, most video editing software can automatically generate captions, making it easy to create accessible video content.
5. Test accessibility and keep making improvements.
Before distributing internal travel communications, take time to assess them through an accessibility lens. A few key questions to consider:
- Can users navigate the communication easily without a mouse?
- Are hyperlinks clearly described and easy to understand?
- Are forms, surveys, or requests easy to complete with clear instructions?
Clear navigation, logical headings, simple language, and easy-to-follow layouts all contribute to a better experience for everyone, not just travelers with disabilities.
While many aspects come together to create an equitable travel program, it’s important to make a commitment to start somewhere. Begin with the materials you already have and look for simple accessibility improvements you can make today. By focusing on better digital accessibility, you’ll strengthen your traveler communications and ensure all travelers feel included and supported in your program.
