Designing prompts for inclusive documentation

Designing prompts for inclusive documentation is essential to create a resource that caters to a diverse range of users, including people from various cultural backgrounds, abilities, and experiences. Inclusive documentation not only improves accessibility but also fosters a welcoming environment for everyone who interacts with it. Below are some key principles and strategies for creating inclusive prompts for documentation:

1. Use Clear and Simple Language

Avoid jargon or overly complex terminology. Ensure that your documentation can be understood by individuals with varying levels of expertise.

Prompt Example:

• Instead of: Configure the terminal to initiate a stable SSH connection.

• Use: Set up your terminal to securely connect using SSH.

Why this matters: Simple, direct language ensures that users don’t feel alienated due to technical complexity, and it helps those with cognitive or language differences understand instructions better.

2. Ensure Accessibility

Create documentation that can be easily navigated by screen readers or other assistive technologies. This includes structuring content with proper headings, alt text for images, and providing keyboard shortcuts for navigation.

Prompt Example:

• Ensure that images have alternative text descriptions to aid screen reader users.

• Use clear headings to help screen readers navigate the document smoothly.

Why this matters: Accessibility is key to ensuring that users with disabilities can interact with the content without barriers.

3. Provide Multiple Learning Formats

Some users prefer to learn through text, while others may prefer video tutorials, diagrams, or interactive examples. Offering multiple ways to consume content can help ensure all users are supported.

Prompt Example:

• Check our tutorial video on setting up the tool or follow these step-by-step text instructions.

Why this matters: By providing multiple formats, you cater to different learning styles and preferences, which is especially helpful for people with various learning disabilities.

4. Inclusive Terminology

Avoid language that may inadvertently exclude or offend certain groups. For instance, use “they” instead of assuming gender, and choose words that reflect diversity and inclusion in all contexts.

Prompt Example:

• Instead of: Each user should configure his settings.

• Use: Each user should configure their settings.

Why this matters: Language can shape how people feel included or excluded. Using inclusive language promotes equality and ensures that users feel valued.

5. Focus on Globalization and Localization

If your documentation is intended for a global audience, consider the diversity of cultures and regions. Adapt your documentation to avoid region-specific examples that might not resonate universally.

Prompt Example:

• Ensure that time and currency formats are adapted based on the user’s locale (e.g., dd/mm/yyyy vs. mm/dd/yyyy).

• Use neutral color references and avoid culturally specific idioms or humor.

Why this matters: Localization ensures your content resonates across different regions, helping users understand the context and making them feel comfortable with the material.

6. Empathy and User-Centric Focus

Write with empathy, understanding that users may be coming from different backgrounds and experiences. Avoid making assumptions about their level of expertise or their ability to follow instructions.

Prompt Example:

• We understand that setting up the software might seem overwhelming at first. If you get stuck, here’s a troubleshooting guide to help you get back on track.

• If you’re new to this tool, feel free to check out our beginner’s guide before proceeding.

Why this matters: Demonstrating empathy through your writing can make users feel supported and understood, reducing frustration and encouraging engagement with the documentation.

7. Diverse Visual Representation

Visuals such as screenshots, illustrations, and icons should reflect a wide range of users, representing different genders, ethnicities, ages, and abilities.

Prompt Example:

• When creating diagrams or icons, use diverse representations of people to reflect your global audience.

• Ensure that all visuals are accompanied by accessible descriptions, such as alternative text for images.

Why this matters: Inclusive visuals send a powerful message that your product or service is for everyone, promoting diversity and equality.

8. User Feedback and Iterative Improvement

Encourage users to provide feedback about the accessibility and inclusiveness of the documentation. Continuously update your content based on user input and new inclusivity standards.

Prompt Example:

• If you encounter any issues or have suggestions to make this documentation more inclusive, please let us know.

Why this matters: Inclusivity isn’t a one-time effort; it’s an ongoing process that benefits from regular feedback and updates.

9. Create a Supportive Community

Offer guidance on how users can connect with each other, ask questions, and share their experiences. Foster an environment where everyone feels safe to contribute and learn.

Prompt Example:

• Join our community forum to ask questions, share tips, or offer suggestions on improving the documentation.

Why this matters: A supportive community allows users from various backgrounds to feel more included and heard, enriching the documentation process through shared knowledge.

10. Respect Cultural Sensitivity

Be aware of cultural differences when providing examples, humor, or idiomatic expressions. What works in one culture may be confusing or offensive in another.

Prompt Example:

• When using metaphors or idioms, choose universally recognized references that won’t confuse or alienate non-native speakers.

Why this matters: Cultural sensitivity ensures that all users feel respected and prevents misunderstandings that could arise from language or cultural differences.

Conclusion

By incorporating these strategies into your documentation prompts, you ensure that the material is more accessible, welcoming, and effective for a wider range of users. Inclusive documentation not only benefits those with diverse needs but also contributes to a more positive user experience overall.