November 26, 2025

The SMB Guide to Making Your Website and Documents Digitally Accessible

Let me ask you something simple.
Have you ever wondered how many customers might click away from your website because something on the page didn’t work for them?

Most small business owners don’t think about digital accessibility until it becomes a requirement from an insurer, a compliance auditor, or a frustrated customer. But the truth is that accessibility is not about technology. It’s about people. It’s about making your website a place where anyone can read, navigate, and understand what you do without friction or frustration.

Here in Kansas City, where many small businesses run lean and rely heavily on Microsoft 365, Google Workspace, and online forms, accessibility is a competitive advantage. It quietly signals, “We care about everyone who walks through our digital front door.”

Let’s walk through the steps that make your website and documents welcoming to every visitor.

Understand How People Use Your Site

Most of us browse the web using a mouse or our thumbs. But many people use screen readers, voice commands, or keyboard-only navigation. Some rely on larger text or high contrast to read comfortably.

If your website works only for people who browse like you, you unintentionally lock out a large portion of your audience.

A simple way to begin:
Spend a few minutes trying to navigate your own website using only the Tab key. Notice where you get stuck. Notice where the focus disappears. Those small moments hint at big barriers for someone with mobility or vision needs.

Even better, gather feedback from real users. Their experiences will reveal what your eyes have been trained to miss.

Make Your Visuals Easier to Read

Visual accessibility is one of the easiest fixes with some of the biggest returns. A few quick guidelines:

  • Aim for text that clearly stands out against the background

  • Maintain a contrast ratio of at least 4.5:1

  • Choose readable fonts like Arial, Verdana, or other clean sans-serif options

  • Keep body text at least 14 points

These adjustments help not only those with vision challenges, but also busy users glancing at your site from a bright lobby, a dimly lit office, or a cracked phone screen.

Create Accessible Documents Every Time

Many small businesses share important information in PDFs, Word files, and PowerPoint decks. These documents often go to clients, partners, insurers, or auditors. But most standard documents are not accessible by default.

To improve accessibility:

  • Create tagged PDFs that screen readers can interpret

  • Use headings in the correct order

  • Add alt text to images

  • Keep tables simple and structured

  • Avoid text embedded inside images

Before sharing anything publicly, run a quick accessibility check. It takes seconds and saves someone else from struggling.

Make Reading Easier for Everyone

Clear, calm writing reduces the mental load on the reader. Whether someone has a cognitive disability, ADHD, ESL background, or simply a packed schedule, plain language helps them stay with you.

Tips that work across the board:

  • Write short paragraphs

  • Use descriptive subheadings

  • Avoid jargon and acronyms when possible

  • Don’t rely on italics or all caps for emphasis

Your goal is simple: reduce friction. When your content flows, people stay.

Support People with Hearing or Mobility Needs

A few thoughtful additions can make a big difference:

  • Add captions or transcripts to every video

  • Ensure your website is fully navigable using only a keyboard

  • Avoid features that require fine motor movements or dragging elements into place

  • Make buttons large enough to click easily

Accessibility helps everyone. Even your fully able visitors benefit from videos with captions when they watch silently in an office or waiting room.

Keep Improving Over Time

Accessibility isn’t a one-time project. Each time you update your site or post a new document, do a quick accessibility check. Encourage visitors to share feedback. Consider adding an accessibility statement to your site that includes a contact method for anyone who needs help.

Small changes add up. And every improvement makes your brand more welcoming.

Make Accessibility Part of Your Brand Story

For small businesses across Kansas City, accessibility is not just a compliance checkbox. It’s a signal. It shows that you’re thoughtful, modern, and inclusive. It shows that your digital presence is built with care and intention.

And as ADA and state-level expectations continue to rise, accessible design also protects your business from legal or insurance-related risks.

Ready to Make Your Website More Accessible?

If the idea of tackling accessibility feels overwhelming, you’re not alone. Many SMBs feel unsure where to begin. But with the right guidance, accessibility becomes a simple, sustainable part of your online presence.

If you want to make your website more welcoming, more compliant, and more user-friendly, we’re here to help.
Reach out anytime.