Why accessibility belongs in the evaluation
Accessibility means that people with different abilities and circumstances can use a tool effectively. That includes people with low vision, color blindness, limited hand mobility, hearing loss or cognitive differences. It also includes people with temporary limits, such as a broken wrist, or situational ones, such as bright sunlight on a screen or a noisy room.
A tool that cannot be used by some of your colleagues forces workarounds, creates dependence on other people and can leave someone out of the work. In some places and workplaces there may also be legal or policy expectations about accessible software. Requirements vary, so check what applies to your organization. Even where nothing is required, accessibility is a practical quality. A product built carefully for keyboard users, for example, is often faster for everyone.
This article gives you a set of simple checks you can do without special training. They will not replace a professional audit, but they reveal obvious problems early. Accessibility fits alongside the other criteria in a general tool evaluation, where it is easy to overlook.
Check keyboard use
Many people navigate without a mouse, either by choice or necessity. Try to complete a core task using only the keyboard:
- Press Tab repeatedly. Does focus move through the controls in a logical order?
- Is there a visible indicator, such as an outline, showing which element is currently selected?
- Can you open menus, press buttons, fill in forms and close dialogs with the keyboard alone?
- Can you get out of a pop-up or panel without being trapped inside it?
- Does the tool offer its own keyboard shortcuts, and can you see a list of them? Well-designed keyboard shortcuts help power users as well as people who cannot use a mouse.
If you get stuck on the first screen, that tells you a lot.
Check contrast, color and text
Low contrast between text and background is one of the most common problems. Look at the interface in normal conditions and consider whether the text is comfortable to read.
- Is body text clearly distinguishable from the background, including gray text on white, and text inside buttons?
- Does the tool rely on color alone to convey meaning, such as red for overdue and green for done? People with color blindness may not be able to tell the difference. Good tools add an icon, label or pattern.
- Can you enlarge the text, using the browser’s zoom or a setting in the app, without the layout breaking or content being cut off?
- Does the tool offer a dark or high-contrast mode? Some people find these easier on the eyes, which can also help with eye strain during long sessions.
- Does it respect settings from your operating system, such as larger text or reduced motion?
Published guidelines, such as the widely used Web Content Accessibility Guidelines, set contrast and other targets, and many vendors state which level they aim for. A claim of conformance is a useful starting point, but it is worth confirming with your own testing.
Check screen reader support
A screen reader converts on-screen content to speech or braille. It depends on the underlying structure of the page or app: labels on buttons, headings that reflect the layout, and descriptions of images.
If someone on your team uses a screen reader, involve them in testing, because their experience is the most reliable guide. If not, you can still do a basic check using a screen reader built into your operating system. Turn it on and try a simple task. Things to listen for:
- Are buttons and links announced with meaningful names, rather than “button” or “unlabeled”?
- Are form fields labeled, so you know what to type where?
- Do headings and lists allow you to move around the page efficiently?
- Are updates, such as a saved message or an error, announced, or do they appear silently?
- Do images and icons that carry meaning have text descriptions?
Expect a learning curve if you have never used one. The point is to notice whether anything is obviously missing, not to become an expert.
Other things worth checking
- Captions and transcripts. For tools involving audio or video, check whether captions are available and editable, and whether recordings can have transcripts. This matters for virtual meetings and for anyone working in a noisy or silent setting.
- Timing. Does the tool log you out or dismiss messages quickly with no way to extend the time?
- Clear language and simple layouts. Cluttered screens and jargon make a tool harder for many people, including those with attention or memory difficulties.
- Mobile. Check whether the same features work with the phone’s built-in accessibility settings.
- Documents created in the tool. If the tool produces files, forms or web pages for others, check whether those outputs can be made accessible.
Ask the vendor
Many vendors publish an accessibility statement or a conformance report. Ask for one, and ask direct questions: what standards do you aim to meet, how do you test, and how can issues be reported? A vendor that takes accessibility seriously can usually answer plainly. A vague answer or none at all is information too. Treat claims as claims, and verify the important ones yourself during a trial.
Fold it into the decision
Add accessibility to your scoring criteria rather than treating it as an afterthought. For a tool that everyone must use, a serious barrier should count as a must-have failure. For optional tools, you might accept some limits but have an alternative ready.
Keep in mind that no product is perfectly accessible, and your own needs can change. Choosing tools that are flexible, that respect system settings and that are actively improved gives you the best chance of staying usable for everyone over time.