Check whether the audience can use the message
A channel choice is only useful if the intended readers can reach the information and act on it. Consider employees away from a desk, working different schedules, or using a device with a small screen.
For a page with restricted audiences, check that permissions match the intended readers and that the page remains usable with keyboard navigation and assistive technology.
Five access checks before publishing
Check these against the real audience and channel, not assumptions about how employees work.
Device
Can readers open the channel on the devices they use at work?
Timing
Will readers on different schedules have a reasonable route to the update?
Plain language
Does the opening state who is affected and what they need to do?
Readable format
Are headings descriptive, links meaningful, and images given useful alternative text?
Alternative route
Can someone get the key information if they cannot use the primary channel?
A small edit can change who receives the update
Compare a desktop-only assumption with a version that names the audience and gives people more than one usable route.
Hard to act on
“The updated request process is in this week's desktop digest. Please review it.”
- Assumes every employee reads the same digest.
- Does not name who is affected.
- Does not say what action is required.
More accessible
“If you submit device requests, use the revised steps from Monday. Your manager will cover the change at a team briefing; the current steps are also in the shared reference space.”
- Names the affected audience and action.
- Provides a briefing route for teams.
- Points to a durable copy for later use.
When a channel may leave people out
How can I spot an access gap?
Check whether the intended audience can open the channel on their usual work device and schedule. Ask a representative of the audience how they would find the update and what they would do next.
What if a reader cannot use the primary format?
Provide the essential information in an accessible alternative route, and make the route explicit in the message. Keep both versions aligned on the action and effective date.
What makes a page easier to navigate with assistive technology?
Use meaningful headings in order, descriptive link text, sufficient text contrast, and alternative text for informative images. Check keyboard access and avoid communicating meaning through color alone.