How can we make things easier to read and understand?
CG's inclusion journey - #1
A few months ago I was glad I got to join the “Easy Read” Training with Inclusion Gloucestershire to learn more about how I could communicate more clearly.
In the Arts/Creative industries, and many other sectors, there is so much information that takes me hours to read and understand fully. I call it “waffle”, and it usually makes me switch off! I am fortunate though to be able to understand it eventually, and there are many who can’t.
The language can often be exclusive to those who can read complicated words and long sentences.
Inclusion Gloucestershire is a charity run by disabled people for disabled people (a user-led organisation) and their training offered me the time to think about how I communicate. How I “translate” and explain really big ideas into language that is easier to read. The challenge is not losing the meaning, and not losing what makes it interesting! I’m still practising this…
Woah! Did you know?
Research shows that most users prefer simple language as it helps them to understand and process information quickly.
In “this day and age” we are all given so much information, that many of us want to be given the key information as quickly and easily as possible. If you want people to apply for your job, come to your exhibition, donate to your campaign, share their ideas about your meeting - then make it all simple and easy to read!
To me, it’s also about learning to be aware that everyone processes information differently. There doesn’t appear to be a “correct way”.
But as a community, we would really appreciate any additional views or experiences if any of this information hasn’t worked for you - feel free to email kazz@creategloucestershire.co.uk.
What is Easy Read?
Easy Read was developed for people with learning disabilities to help them understand important information. Lots of other people use Easy Read information too:
Older people
Young people and children
People who don’t speak english as a first language
People who don’t have enough time to read long, complex versions of information
Easy Read information is written in short sentences that avoid difficult words or jargon.
Sentences are supported by images that help to explain the meaning.
Easy Read documents are usually a maximum of 20 pages. They use a clear font in a large size, at least 16pt.
They have clear headings, sub headings and bullet points.
If you would like Inclusion Gloucestershire to produce an Easy Read document, find more information at www.inclusiongloucestershire.co.uk/wp-content/uploads/EaRWIG-Information-Leaflet.pdf or contact Andrea Frost : 01425 623120 info@inclusion-glos.org
Easy Read Top Tips
Here are some tips for making things easier to read.
I’ve divided them into sections because I learn better that way. If you would like a more concise document, or have any feedback feel free to email me at kazz@creategloucestershire.co.uk.
Language : what you’re saying
Give the document a meaningful title : Give the context, and start the understanding
Use clear and simple language
Keep sentences and paragraphs short (fewer than 25 words per sentence)
If you need to use technical terms or abbreviations explain what they mean
Format : what the words look like on the page
Use a sans serif font like Arial or Helvetica with a minimum size of 12 points (ideally at least 14 points)
Avoid capital text and italics : the point is to make it all consistent so that the text doesn’t jump around. Use bold or increase the font size if you want to make something stand out.
Avoid underlining, except for links : again, having a clear format for the important information, and for the links, means that it’s easier to find both.
The link text must clearly describe where the link goes and what it is about.
Layout : how you order the words on the page
Keep the layout simple with a single continuous column of text
Use bullet points, numbered steps and subheadings :
Align text to the left, do not justify it : again, this makes it consistent so that the text doesn’t move around on the page.
Do not use footnotes. Give explanations of what is meant in the body of the document : to understand a document, if the person has to navigate to a different place, then it takes more concentration.
Inclusion Gloucestershire Easy Read Table of information : Images of reading with the text “Inclusion Gloucestershire can help you to make your information Easy Read. We can help with all kind of things like reports or meeting agendas and minutes. We will make your information easier to understand. We can use pictures like these or we can use your pictures. We mostly use photo-symbols pictures for our work. Images shown are of a person reading a book, and example images of documents. The link goes to the Inclusion Gloucesteshire PDF about making a document Easy Read.
Using other visual objects : eg. tables and shapes
Using only a colour or shape to show meaning, for example “click the big green button”, means that some people won’t be able to understand it : screen readers for example can’t describe the buttons, and people see colours differently. Put the information and link in the text.
Use tables for data only. Keep them simple and add a text explanation. This is because some reading software cannot put the words from your table in the right order, so the person listening to it might not understand the information.
Images
Find out more about Easy Read at www.easy-read-online.co.uk/about-easy-read
Pictures can illustrate the words of the paragraph. It can help the reader understand the text, but they need to be clear and described. Easy Read Online have some great tips about what images to use on their website : www.easy-read-online.co.uk/about-easy-read/easy-read-documents/pictures
If you must use an image that has text on, provide the descriptive text with the image. Make the text descriptive to as many people as possible.
Find the “alt-text” option in your website. If like our website, the alt-text option is limited to a small number of characters, you could add it in the caption area.
Making information compatible with devices : PDF, HTML, styles - what does it all mean?
Use HTML format wherever possible : HTML information works well with assistive technologies like screen readers, magnifiers and literacy software. They also need to be responsive to browsers, such as Google Translate, so that if someone is using a custom setting, then the browser will translate it clearly.
Providing documents : What should I use? : Currently, some PDF documents don’t allow the user to copy and paste text - this can make it difficult for someone who needs to reformat the text to read it. However, some text files such as a Word file or a Pages file (if you use a Mac computer) won’t open on someone else’s device. An ODT file can work really well. A PDF is a safe option because nearly all devices will open the file. However if you need someone to edit or add information (to a form, for example) then they may not be able to with a PDF.
What to include in a document to make it accessible? Include a document description, reading language, tags, and alternative text for images.
Provide an alternative option : if you’re sending a Word document, also include the information on your website in HTML. If you’re sending a PDF, consider offering a text file as well, especially if you need the user to add their information to a form.
Use styles for headings and bullet lists to help a screen reader recognise the formatting and read the content correctly : for example, don’t use the dash (“-”) symbol on your keyboard to create bullet points; use the bullet point button in Word or whatever software you are using. This is how you use a style.
For more information on devices and documents visit www.gov.uk/guidance/publishing-accessible-documents.
Creating and Publishing Accessible Written Information : Questions to ask yourself
When you are next writing a piece of information, you could ask yourself these questions :
Does it have a meaningful title?
Can I break up blocks of information with bullet points, numbered steps and subheadings?
Have I explained any technical terms, abbreviations and acronyms? (even if you are unsure, put an explanation in a bracket after the word)
If I am asking someone to refer to another document, can they find it easily?
Have I described any images that have text?
Can I use an image to illustrate the point I am making?
Could I offer an alternative format?
Get Inclusion Gloucestershire to make your document Easy Read
Inclusion Gloucestershire offer a brilliant service of helping you to make your information easy to read - whether a document, website or job application. This is what they can help with :
We can help with all kinds of things like reports or meeting agendas and minutes.
We will make your information easier to understand.
We can use pictures from a company called Photo Symbols or we can use your pictures. We mostly use Photo Symbols pictures for our work.
We have a Reader Panel of people with disabilities. They will check that the information is easy read before we send it back to you.
Thinking about a website
Provide contrast between foreground and background colours
Do not use colour alone to convey information
Be aware that if you use bright colours, it will be distracting
Make interactive elements such as links and buttons clear and easy to spot
Keep the style of interactive elements clear and consistent
Some people may only be able to navigate using a keyboard, so it is important that users can reach all interactive elements using the keyboard
Consider how page information is presented in different sized devices, such as mobile phones and zoomed browser windows
Include image and media alternatives in your design - for example visible links to transcripts of your audio or audio described videos.
Provide visible controls for content that starts automatically so that the user can stop any animations or automatically playing sound.
Find out more about Photo Symbols by clicking on this image.
Find out more about Inclusion Gloucestershire by clicking on this image.
Additional Services
Gloucestershire Rural Community Council (GRCC)
GRCC has launched a project called DAISI (Digital Accessibility & Inclusion Support & Innovation ). It aims to support with any digital need organisations may have.
The DAISI project is Gloucestershire's leading resource to help the county, and beyond, to ‘become digitally ready one click at a time’. You can find more information at grcc.org.uk/digital-inclusion-accessibility.
For information and support, contact them at info@grcc.org.uk
Easy Read explanation of Create Gloucestershire!
Create Gloucestershire is a small team and we work with people and groups of people in Gloucestershire. We all work part-time so we have other jobs. In our team we have artists, teachers, photographers, writers and people who work with the circus!
Being “creative” means doing things like art, dance, theatre, writing and music. But it can mean so much more. It can sometimes mean solving a problem in a different way, making a new path down your garden, imagining (like dreaming), having fun ideas or doodling a picture of your cat. We believe everyone can be creative and it can help in a lot of ways.
Our goal is that creativity becomes “everyday” in Gloucestershire, so everyone can be creative all the time. We test and share ideas with our “Community”, and we welcome anyone to join in.
The “Community” is people who connect with us and with each other. Connecting means teaming up, talking to another person, or spending time with a group of people. We connect in lots of ways – through talking, emails, and online.
We have learned a lot from working on projects so we also share this information with as many people as we can. We do this to help others, and make things better for even more people.
Part of CG’s #Inclusion journey.