Accessible information videos with captions, pace and plain language

This post will help you make accessible information videos. You will learn how to plan for clear captions, a good pace, and plain language. You will also learn how to check your video to make sure it is easy to understand.

Making accessible information videos with captions is important for reaching a wide audience. When you create videos, thinking about accessibility from the start helps everyone understand your message. This includes people who are deaf or hard of hearing, people who have difficulty processing information quickly, and people who speak a different language. Planning for accessibility means considering not just captions, but also the speed of your presentation and the clarity of your language.

Why accessible videos matter

When information is presented clearly and in multiple ways, it removes barriers for many viewers. For example, captions provide a text alternative to spoken words, which is essential for people who cannot hear the audio. A steady, unhurried pace allows viewers time to process information, especially if they are reading captions or if they have cognitive disabilities. Plain language makes complex ideas easier to grasp for everyone, regardless of their literacy level or background. By making your videos accessible, you show respect for your audience and make your content more effective.

Planning your video content

Before you start recording, plan your video's content carefully. Think about your main message and break it down into smaller, easy-to-understand points. Write a script that uses plain language and avoids jargon. Each scene or segment should focus on one idea. This structured approach helps keep your video clear and makes it easier to add accurate captions later. Consider who your audience is and what they need to know. If you are explaining a process, list the steps in order. For a training video, identify the key learning outcomes for each section.

Writing for plain language

Plain language is about communicating clearly and directly. When writing your video script, use short sentences and common words. Avoid acronyms and technical terms unless you explain them simply. Imagine you are explaining the topic to someone who is new to it. For example, instead of saying "implement robust protocols," you could say "put strong rules in place." Read your script aloud to check if it flows naturally and is easy to follow. If you find yourself stumbling over words or sentences, simplify them. This attention to language makes your video more accessible and helps viewers understand your message without effort.

Pacing your video for understanding

The pace of your video is crucial for accessibility. Speak at a moderate, consistent speed. Avoid rushing through information, especially when presenting new or complex ideas. A good pace allows viewers enough time to read captions, process what you are saying, and understand any visuals. If your video is too fast, people may miss important details or feel overwhelmed. If it is too slow, they might lose interest. Practice speaking your script to find a comfortable pace that is easy for listeners and caption readers to follow. Remember that some viewers may need to pause the video to fully absorb the information, so a clear structure helps them find their place again.

Creating accurate captions

Accurate captions are vital for accessible information videos. While some tools can generate automatic captions, it is important to review and edit them carefully. Automatic captions often contain errors, especially with names, technical terms, or Australian accents. Manually checking and correcting your captions ensures they precisely match the spoken words. Also, consider adding descriptions of important sounds if they are not clear from the visuals. For example, if a phone rings off-screen, a caption like "[phone ringing]" can be helpful. Good captions are synchronised with the audio and are easy to read, with clear punctuation and line breaks.

Visuals and on-screen text

Visuals should support your message without being distracting. Use clear, simple graphics and avoid busy backgrounds. If you include on-screen text, make sure it is large enough to read easily and stays on screen long enough for viewers to read it. Use a high-contrast colour scheme for text and background. The on-screen text should complement the spoken words and captions, not repeat them exactly. For example, if you are discussing a list of points, you might show each point on screen as you talk about it. This multi-modal approach reinforces your message and makes it more accessible.

Checking your video for accessibility

Once your video is complete, check it for accessibility. Watch it with the sound off to review the captions. Are they accurate and easy to read? Do they convey all the spoken information? Watch it again, paying attention to the pace. Is it too fast or too slow in any sections? Is the language consistently plain and clear? Ask someone else to watch your video and provide feedback, especially if they represent part of your target audience. Their perspective can help you identify areas for improvement. Making these checks ensures your accessible information videos meet their goal of clear communication for everyone.

If your organisation explains things like this to staff or clients, see aXai's accessible videos: training, induction and explainer videos in your branding, at a fixed price.

aXai is a disability-led AI, software and accessibility company, delivering through AI-supported work: skilled people with disability in real, properly paid roles, with AI removing the barriers. Read how AI-supported work works.