How to Make SharePoint Site Accessible to Everyone in Organization?

Introduction:

SharePoint, Microsoft's powerful collaboration and content management platform, is widely used by organizations to create and manage websites for various purposes, including document sharing, project management, and company intranets. To ensure that your SharePoint site is truly inclusive and accessible to everyone in your organization, it's essential to make it compliant with accessibility standards. Accessibility isn't just a nice-to-have; it's a legal requirement and a moral imperative. In this blog post, we will explore how to create a SharePoint site that is accessible to all, including individuals with disabilities.

Understanding Accessibility in SharePoint

Accessibility, in the context of digital content and websites, refers to the design and development practices that make information and functionality available to people with disabilities. This includes individuals with visual, auditory, motor, and cognitive impairments. SharePoint Services, as a platform for creating web content, should adhere to accessibility principles to ensure that all users can interact with and benefit from the site.

Why Accessibility Matters

Ensuring accessibility in your SharePoint site is not just about compliance with legal requirements such as the Americans with Disabilities Act (ADA) or the Web Content Accessibility Guidelines (WCAG). It's about creating an inclusive environment where all employees can access information and participate fully in the organization's digital workspace. Here are a few reasons why accessibility matters:

Legal Compliance: Non-compliance with accessibility standards can lead to legal consequences, including lawsuits and regulatory penalties.

Inclusivity: It's essential to foster an inclusive workplace where all employees, regardless of their abilities, can participate and contribute effectively.

Diversity: Employees come from various backgrounds and abilities, and accessible technology ensures that diversity is truly embraced and utilized.

Customer Experience: An accessible SharePoint site not only benefits internal users but can also improve the experience for customers, partners, and clients who interact with your organization.

Reputation: Demonstrating a commitment to accessibility can enhance your organization's reputation and brand image.

Steps to Make Your SharePoint Site Accessible

Creating an accessible SharePoint site involves a combination of design, development, and content management practices. Here are the key steps to follow:

1. Choose an Accessible SharePoint Theme

SharePoint provides various themes and templates for site design. Ensure that you select a theme that is accessible and adheres to WCAG guidelines. Accessible themes typically offer high contrast, clear fonts, and keyboard navigation support.

2. Use Semantic HTML

When creating and structuring your content, use semantic HTML elements such as headings, lists, and tables appropriately. These elements provide a meaningful structure to your content, which is vital for screen readers and other assistive technologies.

3. Provide Alternative Text for Images

All images used in your SharePoint site should have descriptive alternative text (alt text). This alt text is read aloud by screen readers to convey the content and purpose of the image. Avoid using images as text and use text wherever possible.

4. Implement Keyboard Navigation

Ensure that your SharePoint site can be navigated using a keyboard alone. Keyboard users should be able to tab through interactive elements, menus, and forms in a logical and predictable order.

5. Caption and Transcribe Multimedia Content

For any multimedia content, including videos and audio, provide captions and transcriptions. This makes the content accessible to individuals with hearing impairments.

6. Test with Assistive Technologies

Regularly test your SharePoint site with popular screen readers and other assistive technologies to identify and resolve accessibility issues. Consider involving individuals with disabilities in your testing process for valuable feedback.

7. Train Content Creators and Editors

Educate content creators and editors about accessibility best practices. Provide guidelines and training to ensure that new content is created with accessibility in mind.

8. Check Document Accessibility

SharePoint often includes document libraries for storing files like PDFs, Word documents, and spreadsheets. Make sure these documents are accessible by following accessible document creation guidelines.

9. Maintain Accessibility During Updates

As your SharePoint site evolves, it's crucial to maintain accessibility. Ensure that new features, pages, and content additions continue to follow accessibility standards.

10. Provide User Support

Offer support and guidance for employees who encounter accessibility issues while using the SharePoint site. Create a process for reporting and addressing accessibility concerns.

Testing and Validation

It's essential to validate the accessibility of your SharePoint site. You can use automated testing tools, such as Microsoft's Accessibility Insights, to scan your site for common issues. Additionally, manual testing with assistive technologies and user feedback can help you identify and resolve more complex accessibility challenges.

Conclusion

Creating an accessible SharePoint site isn't just about adhering to legal requirements; it's about fostering a workplace where every employee can thrive. By following the steps outlined in this blog, you can ensure that your SharePoint site is inclusive and available to everyone in your organization, regardless of their abilities. Prioritizing accessibility benefits not only individuals with disabilities but also the organization as a whole by promoting diversity, compliance, and a positive reputation. Remember that accessibility is an ongoing commitment, and regular reviews and updates are essential to maintaining an accessible SharePoint environment.