Accessibility Consulting | Planning for Inclusive Websites

Early-stage consulting and strategic planning are critical for ensuring web accessibility from the outset. Accessibility requirements should be defined and documented during the planning phase to serve as the conceptual foundation for design and development. This strategic groundwork can later guide both implementation and acceptance criteria.

By integrating accessibility from the beginning, organizations can ensure that digital information is accessible to all users. This is not merely a technical necessity, but a core principle of universal design—making digital experiences accessible to as many people as possible.

The importance of planning accessibility early

As of June 28, 2025, Germany's Barrierefreiheitsstärkungsgesetz (BFSG) will require many private-sector companies to make their websites, apps, and digital products accessible—failure to comply can lead to sanctions. Previously, accessibility laws primarily applied to public entities, but this expansion significantly increases pressure on private providers.

Early consulting helps organizations meet these requirements efficiently, rather than tacking on accessibility at the end. Integrating accessibility early reduces long-term costs and effort, as late-stage fixes tend to be more complex and expensive. In fact, all users benefit from accessible design: around 30% of people rely on accessibility features, and 100% find accessible websites more convenient and user-friendly. In short, accessibility improves reach, satisfaction, and brand image—while also mitigating legal risk.

In practice, the most successful accessibility outcomes arise when it's treated as a core element of the project. Many organizations bring in specialists early to raise awareness and support informed decisions. Consulting during the planning phase ensures that designers, developers, and content creators understand the needs of people with disabilities. The W3C Web Accessibility Initiative emphasizes that involving users with disabilities throughout the design and development process leads to better results—more motivated teams, more efficient processes, and higher satisfaction among a wider audience. Accessibility must be understood not as a checklist at the end, but as a quality standard from day one.

Defining accessibility requirements: The basis for strategic planning

Every accessible web project begins with a thorough requirements analysis. The central question: Who needs to use this site, and how? This phase focuses on understanding the diverse target groups and their specific needs—for example, users with visual impairments, keyboard-only users, or those with cognitive disabilities. These requirements should be identified early and documented in a written requirements profile. This profile may include: minimum font sizes, contrast requirements, screen reader compatibility, plain language needs, content structure, etc.

Even at this stage, involving stakeholders or accessibility experts—via interviews, user testing, or pre-project audits—can help uncover real needs.

It’s also important to factor in constraints such as budget and timeline from the start. While accessibility can be cost-effective if planned early, trade-offs may be necessary. Experienced consultants help assess which actions offer the highest impact per budget, often producing action plans that prioritize immediate and long-term improvements.

Another key aspect is assessing the technical foundations early. In this consulting phase, the team determines which platform or CMS best supports accessibility goals. Off-the-shelf systems like WordPress may offer built-in features, while custom solutions can be tailored for specific requirements. These technical decisions significantly influence how easily accessibility can be implemented. The goal is to establish a technical foundation that supports HTML5, ARIA attributes, alternative text management, and other critical features.

Developing an accessibility-centered website concept

With requirements and constraints in place, the next step is creating a comprehensive accessibility-focused concept—the blueprint for design, implementation, and testing. This typically results in a written concept document outlining planned actions and accessibility principles. Often, it later becomes a checklist for project sign-off or acceptance.

An effective concept covers all levels of the website:

Content (editorial requirements)

Alternative text for images, clear and concise language, proper heading structure, and well-organized information are essential. Where necessary, content should be offered in plain or easy language for users with cognitive disabilities or limited language proficiency. Accessibility strategies for downloadable PDFs or documents should also be included.

Technical standards and implementation rules

The concept defines which standards and guidelines to follow, typically WCAG 2.1/2.2, BITV 2.0, or EN 301 549. This includes valid semantic HTML5, proper form labeling, selective use of ARIA, separation of content and layout (CSS), and guidance on plugin use. The goal is to document technical boundaries for developers so accessibility is built in—not left to chance.

Content types and media

Special attention should be given to content formats: how alt text is managed, how videos are captioned or transcribed, and how forms are labeled and validated. If complex PDFs are used, the plan should specify whether accessible HTML alternatives will be offered. Anticipating these needs ensures nothing is overlooked during implementation.

Once the concept is complete, it’s reviewed with the client and becomes a kind of project charter. Ideally, the defined criteria are later included in a testing plan: verifying contrast values, presence of alt text, keyboard focus, etc. In this way, a solid concept makes accessibility measurable and enforceable.

Consulting during implementation & team enablement

Accessibility planning is not a one-time task—it should support the entire development process. Specialist consultants are often retained throughout the project to answer design or code questions as they arise. Many agencies offer project accompaniment, participating in agile sprints or check-ins to ensure continuous accessibility oversight. This on-the-job consulting ensures consistent alignment with the original concept.

Additionally, it’s often useful to train internal teams. Initial workshops can raise awareness and teach accessibility basics to designers, developers, and content authors. Later, role-specific sessions can address topics like easy language writing or ARIA use. Many consultancies offer these workshops directly or via partners, recognizing that long-term accessibility depends on internalizing knowledge within the team.

Continuous Improvement & Accessibility Maintenance

A well-structured accessibility concept is essential—but accessibility must be understood as a continuous responsibility. Standards and technologies evolve (e.g., WCAG 2.2), and digital content is constantly changing. That’s why accessibility must be embedded in ongoing processes.

Good consulting includes guidance on how to maintain and improve accessibility over time. This includes:

Regular accessibility audits, combining automated scans and manual testing

Periodic user testing with people with disabilities, to validate usability in practice

Establishing clear roles and responsibilities within the organization, e.g. appointing an accessibility coordinator

Embedding accessibility into QA cycles and relaunch processes, with defined review checkpoints

Creating monitoring routines, such as quarterly scans using selected tools and follow-up via ticketing systems

Defining measurable KPIs for accessibility and linking them to responsibilities and timelines

Organizationally, accessibility should be anchored through defined processes and ownership. Frameworks like the W3C’s Accessibility Roles and Responsibilities Mapping (ARRM) can support this. Consultants often help structure such internal workflows, ensuring sustainability.

Importantly, consulting doesn’t end with go-live. Continuous support helps organizations stay up-to-date with new legal and technical requirements. For example, a consultant may proactively advise when WCAG 2.2 introduces new success criteria, ensuring adjustments are made in good time.

Accessibility is not a static checkbox—it is a living quality dimension of digital products. Treating it as such allows teams to safeguard long-term impact and legal compliance while steadily improving the user experience for everyone.

Investing in professional consulting and planning for accessible websites pays off in multiple ways. Accessible design increases reach, user satisfaction, SEO performance, and brand reputation—while reducing legal risks. High-quality websites don’t happen by accident.

They are the result of strategic planning and careful decision-making.

As one UX agency puts it: Accessibility means driving innovation. From consulting and planning to design and implementation, a tailored strategy enables inclusive digital experiences. Those who integrate accessibility early unlock potential—for users, for business, and for society.

A good concept lays the foundation for websites that truly reach everyone.

Consulting & planning accessible websites

Consulting and strategic planning