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Accessibility & WCAG practice

WCAG 2.2 In Word: Live Training For UF Procurement

Change Management (Switch Method) · Virtual Facilitation

A live virtual training that taught UF's Office of Procurement to produce WCAG 2.2-compliant instruction guides in Word — turning a department into accessibility partners.

  • Accessibility
  • Facilitation
A non-compliant Word document with a red X, gears of uncertainty in the middle, and a WCAG-compliant document with an accessibility icon and a community of people.Accessibility

The Problem

Procurement publishes outward-facing instruction guides used across UF, and creators needed practical guidance to make those guides WCAG 2.2 compliant.

Design Story

Our team had spent months refining the guide-creation process but had never trained another department. I organized the content into a focused session built around Procurement's specific needs.

Complexity

The process relies on Word styles, which feel counterintuitive to traditional formatting habits, and most participants were unfamiliar with WCAG 2.2 — a real knowledge gap between current and desired practice.

Use the Switch method to drive process change: direct the rider with clear, step-by-step instructions; motivate the elephant by connecting the change to its purpose and impact; and shape the path with tools and resources so the team can succeed on its own.

The Designed Solution

A Teams-based live session with step-by-step demonstrations, the rationale and community impact behind accessibility, and a resource hub for ongoing support.

Design Decisions

  • Built a simple PowerPoint to structure the session and serve as a hub for references and tools.
  • Spent most of the session on live demonstrations of the exact processes participants need.
  • Led with the why — what WCAG is and who it helps — to engage the emotional side of change.
An illustration of a rider guiding an elephant down a path — the Switch model of change.
The Switch framework — rider, elephant, path — that shaped the session’s change story.

The Result

A short, high-impact live training that introduced and facilitated departmental change.

Impact

Procurement left with a clear understanding of accessibility's impact and the confidence and resources to update their own practices.

Outcome

Procurement became partners in WCAG 2.2 document creation, reducing the design team's workload and empowering UF staff to drive change.

Session Materials

Session deck · PowerPointOpen in OneDrive ↗
WCAG 2.2 AA checklist · WordOpen in OneDrive ↗
Process walkthrough · WordOpen in OneDrive ↗