Back to Basics: The ABCs of Accessible Internal Comms

By Matisse Hamel-Nelis ADS, CPACC

“Sometimes, going back to basics and working through the fundamentals systematically is exactly what moves us forward toward truly inclusive workplace communication.” Accessible communications and marketing expert, Matisse Hamel-Nelis offers a guide to creating internal communications that reach everyone.

Remember that first-day-of-school feeling? The fresh notebooks, the promise of new knowledge, and maybe a tiny flutter of nerves about what you might have forgotten over the summer break? As professional communicators, we often experience something similar when we step back and examine our internal communications practices. Have we been consistently applying the fundamentals that make our messages truly inclusive?

This issue feels like the perfect time to revisit the basics of accessible internal communications. Not because accessibility is elementary, but because the most powerful practices are often the simplest ones we can easily overlook in our day-to-day rush to get messages out the door.

Let me walk you through the complete alphabet of accessible internal comms. Think of these as your essential back-to-school supplies for creating communications that reach everyone in your organization.

Alt text transforms visual barriers into accessible pathways. Instead of “chart showing numbers,” try “Q3 sales increased 23% compared to Q2.”

Bias-free language creates space for everyone without sacrificing clarity. Avoid assumptions about family structures, abilities or shared experiences.

Captions make video content accessible to employees who are D/deaf or hard of hearing, plus anyone in noisy environments or processing information through text.

Document structure using proper headings creates roadmaps for screen readers.

Easy language benefits employees with cognitive differences and those for whom English isn’t their first language.

Fonts and formatting matter: sans-serif fonts improve readability for people with dyslexia, while adequate contrast helps everyone.

Genuine engagement means viewing accessibility as meaningful inclusion rather than compliance checkboxes.

Headings should follow proper hierarchy, like H1 for titles, H2 for sections, H3 for subsections.

Inclusive imagery goes beyond diverse representation to avoid perpetuating stereotypes about disability, age, or cultural backgrounds.

Jargon awareness helps newcomers and employees from different departments participate fully.

Keyboard navigation ensures your digital communications work for people who don’t work with a mouse.

Link descriptions like “review the updated expense policy” provide context that “click here” never can.

Mobile accessibility matters because many employees access internal communications on phones and tablets.

Natural reading order ensures screen readers follow logical information flow.

Open communication channels let employees request accommodations without stigma.

Plain language principles: short sentences, active voice, common words reduce cognitive load for everyone.

Quality control means building accessibility checks into your review process.

Responsive design helps content adapt to different screen sizes and assistive technologies.

Sensory considerations mean not relying on colour alone to convey information.

Timing and pacing give employees adequate processing time for important announcements.

Universal design creates communications that work for the widest possible range of people from the start.

Video transcripts make content searchable and provide alternative access methods beyond captions.

Writing for scanning using subheadings and bullet points supports natural reading behavior.

eXtra consideration acknowledges that some accessibility needs aren’t immediately obvious. Invisible disabilities, temporary injuries or situational limitations all benefit from thoughtful design.

Your organization’s needs require tailoring general principles to specific industries and employee demographics.

Zero barriers represent the ultimate goal of removing anything that prevents full participation in workplace communication.

Making it practical

This comprehensive approach might seem overwhelming, but you don’t need to master every element immediately. Start with the fundamentals that address your biggest accessibility gaps.

Under the Web Content Accessibility Guidelines (WCAG), meeting Level AA standards requires attention to elements like captions, proper heading structure and sufficient colour contrast. The Accessibility for Ontarians with Disabilities Act (AODA) similarly requires accessible communication formats, making these practices both ethical imperatives and legal requirements.

Focus on three or four letters that align with your most common communication formats. If you regularly create video content, prioritize captions, transcripts and timing. For document-heavy communications, emphasize structure, headings and plain language. Email-focused teams might start with link descriptions, bias-free language and mobile accessibility.

The beauty of this alphabetical framework lies in its systematic completeness. Rather than approaching accessibility as an add-on consideration, you’re building inclusive practices into every aspect of your communication strategy. Each principle reinforces the others, creating compound benefits that serve all employees better.

Beyond compliance

While meeting WCAG and AODA standards provides important baseline requirements, truly accessible communication goes deeper. It’s about recognizing the full spectrum of human diversity in how people receive, process and interact with information.

Some employees learn better through visual content, others through text. Some need extra processing time; others prefer rapid-fire updates. Some work in quiet environments where audio is practical, others in spaces where captions are essential. Accessible communication design accommodates this natural variation rather than forcing everyone into identical experiences.

This approach benefits everyone, not just employees with disabilities. Clear document structure helps rushed managers scan for key information. Plain language reduces misunderstandings across departments. Captions help in noisy open offices. Mobile-friendly formats serve remote workers. These practices strengthen communication effectiveness while promoting inclusion.

Building momentum

Start small and build systematically. Choose one upcoming project, maybe next month’s newsletter or quarterly presentation, and deliberately apply several alphabetical principles. Notice where you encounter challenges or questions, then address those gaps in your regular workflow.

Consider creating simple checklists based on these principles, customized for your most common communication types. A presentation checklist might emphasize headings, contrast and alternative formats. An email template might prompt for descriptive links and inclusive language. These tools transform good intentions into consistent practices.

The goal isn’t perfection from day one. It’s progress toward communications that genuinely serve everyone in your organization. Like any fundamental skill, accessible communication improves with conscious practice and attention.

As we head into another year of connecting, informing and engaging our internal audiences, this A-to-Z approach offers both comprehensive guidance and practical flexibility. It reminds us that accessible communication isn’t a single skill but an integrated approach that considers human diversity at every stage of message creation and delivery.

The most sophisticated communication strategies mean nothing if they don’t reach everyone they’re intended to serve. Sometimes, going back to basics and working through the fundamentals systematically is exactly what moves us forward toward truly inclusive workplace communication.