Document templates and best practices

Overview

Document templates are powerful tools for ensuring consistent accessibility across an organization. Well-designed templates can build in accessibility features, guide users toward accessible practices, and reduce the effort required to create accessible documents. This approach makes accessibility the default rather than an afterthought.

This section covers how to create accessible templates and implement organizational practices that support consistent accessibility.

Creating accessible templates

Accessible templates provide a foundation for accessible document creation:

Template design principles

• Build accessibility features into the template structure
• Use proper heading hierarchy and styles
• Include accessible color schemes and fonts
• Provide placeholder text that guides users
• Set up proper document properties

Starting with accessibility

1. Choose an accessible theme or color scheme
2. Set up heading styles with proper hierarchy
3. Configure default fonts and spacing for readability
4. Create placeholder content with accessibility guidance
5. Test the template with accessibility checker

Essential template elements

Include these elements in accessible templates:

Document structure

• Title page: With proper heading structure
• Table of contents: Automatically generated from headings
• Section templates: With appropriate heading levels
• Footer/header: With consistent formatting

Style definitions

• Heading styles: Hierarchical and descriptive
• Body text styles: With appropriate fonts and spacing
• List styles: For bulleted and numbered lists
• Table styles: With proper header formatting
• Caption styles: For images and tables

Accessibility features

• Color scheme: With sufficient contrast ratios
• Font choices: Clear, readable fonts
• Spacing: Adequate line and paragraph spacing
• Language settings: Proper document language

Guidance elements

• Placeholder text: Instructions for accessible content creation
• Sample content: Examples of accessible formatting
• Comments: Reminders about accessibility requirements
• Quick reference: Accessibility checklist or tips

Saving and sharing templates

Proper template management ensures wide adoption:

Saving templates

1. Complete your template design
2. Go to File > Save As
3. Choose Word Template (.dotx) as file type
4. Save to an accessible location (shared drive or template library)
5. Include "Accessible" in the template name

Creating template libraries

• Organize templates by document type
• Use descriptive names that indicate accessibility
• Provide template previews and descriptions
• Include usage instructions
• Maintain version control

Distribution strategies

• Make templates the default option
• Integrate with document management systems
• Provide templates through SharePoint or intranet
• Include templates in new employee onboarding
• Update templates regularly

Organizational accessibility standards

Develop clear standards and policies for accessible document creation:

Accessibility policies

• Establish clear accessibility requirements
• Define roles and responsibilities
• Set standards for different document types
• Include accessibility in document approval processes
• Provide policy exceptions process when needed

Style guides

• Create accessibility-focused style guides
• Include specific formatting requirements
• Provide examples of accessible design
• Cover color use, fonts, and layout standards
• Update guides based on feedback and changes

Quality assurance processes

• Include accessibility checks in review processes
• Train reviewers to identify accessibility issues
• Provide feedback mechanisms for accessibility problems
• Track accessibility compliance over time
• Celebrate accessibility achievements

Training and guidance

Effective training ensures proper template use and accessibility awareness:

Training programs

• Provide regular accessibility training sessions
• Include hands-on template practice
• Cover common accessibility mistakes
• Demonstrate assistive technology use
• Update training for new features and requirements

Documentation and resources

• Create step-by-step accessibility guides
• Provide template usage instructions
• Develop troubleshooting resources
• Maintain FAQ documents
• Offer video tutorials and examples

Support systems

• Designate accessibility champions or experts
• Provide help desk support for accessibility questions
• Create peer support networks
• Offer one-on-one consultation
• Establish feedback and improvement processes

Integrating accessibility into workflow

Make accessibility a natural part of document creation workflows:

Process integration

• Include accessibility checks at key milestones
• Build accessibility into approval workflows
• Automate accessibility checking where possible
• Provide accessibility feedback early in the process
• Track accessibility metrics and improvements

Tool integration

• Configure Word settings for accessibility by default
• Enable automatic accessibility checking
• Integrate with document management systems
• Use accessibility-focused add-ins or tools
• Set up accessibility reporting and tracking

Communication and awareness

• Regularly communicate accessibility importance
• Share accessibility success stories
• Provide updates on accessibility requirements
• Recognize accessibility achievements
• Foster a culture of inclusive design

Best practices summary

Key practices for successful accessible document programs:

Template design

• Build accessibility into templates from the start
• Use clear, descriptive placeholder text
• Include accessibility reminders and guidance
• Test templates with accessibility tools
• Update templates regularly based on feedback

Organizational implementation

• Make accessible templates the default choice
• Provide comprehensive training and support
• Establish clear accessibility policies
• Integrate accessibility into existing workflows
• Monitor and measure accessibility compliance

Continuous improvement

• Regularly review and update templates
• Gather user feedback on template effectiveness
• Stay current with accessibility standards
• Share best practices across the organization
• Celebrate accessibility successes and learn from challenges

User support

• Provide ongoing training and resources
• Offer multiple support channels
• Create user communities and peer support
• Maintain up-to-date documentation
• Respond quickly to accessibility questions and issues