Before You Put Up That PDF

Written by Rebecka Anderson April 26th, 2009 No Comments

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Here’s the request: “Please put this PDF on the website”.  This of course is a  simple task that should take mere minutes to complete, but before  that  PDF file  (or for that matter any other file type such as .doc, .xls, .ppt) goes up,  take the time  to think critically about the request, and provide some leadership regarding the placement of it whether you are the web designer or content provider.

Why Does The PDF Need To Be Uploaded?
Determine if  the content of the file serves the purpose of the site. All too often I’ve seen files uploaded to a website because someONE MIGHT want that piece of information.  Keep your site clean and provide only the most relevant pieces of information that serve your larger audience.  Avoid altering your website for the ONE person that MIGHT access it. If the PDF content is aligned with the purpose of the site you should proceed, but be sure to carefully consider where the file will be added on the site.

Adding a PDF to a site has implications for the site’s users,  so before you begin adding PDFs, consider the following 5 questions.

Is The Location Right?
If a file doesn’t quite fit the purpose of the site, then finding the right location for it can be a challenge. As a result, you may find yourself adding the file to a page where it “SORT OF”  makes sense.  When this occurs users “MIGHT” stumble upon it, but it will be difficult for users in general to know logically where to find the pdf in the future.  That said, consider again the purpose of the site. Does the content of the PDF make sense? If it does, then identify the best location for it on your site so that users will easily find it. This may mean adding a new page to your website. Don’t be lazy and just throw up file to the site!

Do Your Users Know What They Are Clicking On?
There’s nothing worse than browsing a website and then suddenly finding out that you have inadvertently started a download of a file. When adding PDFs to your site, avoid having download links as part of your primary navigation system. List your PDF files within the main content area of your site and indicate to the users that clicking the link will initiate a download (or view) of a PDF file. Example.

Is Your PDF Accessible?
Users utilizing assistive technology devices such as screen readers may find it difficult to access the contents of the PDF. There are various steps you can take to creating an accessible PDF files, but generally speaking most usability experts  will agree that PDFs are less desirable, and that regular HTML is best. You may be thinking that accessibility isn’t an issue for you or your audience, but you want may want to read up who is required to create accessible websites (inclusive of content found within any PDF file). If you are  federally funded, or funded by a state which has adopted Section 508 as state law (such as California),  you  are required to make all of your content (including PDFs) accessible. Even if you’re not federally or state funded  you may want to jump on the band wagon as Target recently settled a brought against them (they are neither federal or state funded) by the National Federation of the Blind.  Depending upon the PDF, making  it accessible can be simple, or a time consuming challenge. Therefore you may want to consider creating HTML file(s) instead, and then use the PDF file as a printable version of the page.

Can Your PDF Be Found?
As discussed earlier, determining the best location for your PDF to reside is important. It must be in a location obvious to users of your site so they can find it. But what about people who aren’t on your web site yet? Perhaps you want the content to be searchable? Before uploading that PDF be sure to do some PDF Search Engine Optimization by adding details about the document itself (author, date, description)  using Adobe Acrobat Professional.

What Would Rebecka Do?
How could I resist this question? I’ll wrap things up here by explaining how I tend to place PDFs on a site. Once its been determined that the content of that file has  to be online, I first examine where the file should go on the site.  If necessary I will make  navigational adjustments. For example, if I have a PDF of a meeting agenda but have no other information about the meeting on the website, I probably need to add some pages/navigation to my site about the meeting itself. From there, I would  include a link to the meeting agenda. Whenever possible I will take the content of the PDF and turn it into (copy/paste to HTML) a regular HTML page  that is stylized in the same way other HTML files are on the site and include a link to download a printer friendly version of the page. Example.

To conclude, before you put up that PDF make sure you take the time to ensure that the file fits with the purpose of your site, that is properly placed, that your users are aware of what they are accessing, that it’s accessible, and that the contents of your file can be found.

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Web Designers Should Be Leading Clients

Written by Rebecka Anderson March 13th, 2009 No Comments

HTML Monkey

There are several qualities and skills you would want of a web designer, but did you know that most of those qualities extend beyond the technical skills required  of the position?  If you are a web designer, you should consider the technical skills you hold  to be  a minimum qualification in the same way an employer requires a high school diploma, or college degree as a  minimum qualification.  After all, nearly anyone with basic HTML and Photoshop skills can transform a free web design template from Open Source Web Design. You  need to stand out amongst the rest.

So who stands out amongst the rest? A leader does. A good web designer is one who can provide complete leadership over the development of the site. A bad web designer is one who merely follows client direction, and fails to notify and inform the client of potential improvements, or pitfalls. To shine above the rest, take note of the following ten points.

  1. Meet with the client (at no charge) to discuss their needs. Find out the purpose of the site and who their audience is. Determine what requirements exist….does the site have to have certain features? Determine what resources are available for the project (budget, staff time/skill). Listen and occasionally make suggestions. The client will appreciate your goodwill in agreeing to meet as well as your interest and attention to the project. Once you’ve heard the details, take the time to explain that if you are offered the opportunity to create the site that they can expect  items 2-9 from you. If you have more suggestions please post your comments.
  2. Take the time to put together a contract even if you are OK performing work without one. Preparing a contract demonstrates professionalism and provides you with the opportunity to clarify  the site’s purpose, expectations of one another, and it gives you an opportunity to sum up any verbal agreements made about how the site will be designed and organized.
  3. Create a detailed timeline, which clearly defines who will do what and when. For example, if the client needs the site complete and live in 60 days, then your timeline should reflect when their content will be to you, when they can edit your work, and when they need to have their edits back to you. Clarity is key and I dare you to be too detailed oriented.
  4. Beat the timelines you agreed upon with the client. Nothing says “you’re on it” to the client like having it done yesterday.
  5. Provide the client with a site map that demonstrates the site’s navigation and how pages are linked. Site maps on websites traditionally use an outline format such as this one, however I would strongly encourage you to take it to a more meaningful level for your client. Draw rectangles on a page and use arrows showing how pages link to each other.  Providing both formats will not only demonstrate that you are “on the ball,” but it also provides  an opportunity to confirm agreement.
  6. As soon as the client sends you content, review it. Make sure you are clear on what goes where. Identify any missing information and advise of changes to content so that keywords are inserted and properly used through the page/site. If content is late, get in touch with the client. Demonstrate that you are paying attention to the details and you know what’s coming up next.
  7. Generally speaking (unless you’ve made another arrangement) it is the client’s responsibility to provide you with proofed content (always good to clarify this in your contract). However, if you notice a spelling error, make the change and  simply notify the client. Don’t pretend to not see a problem.
  8. Offer suggestions regarding the incorporation of tools like Google Analytics, AdWords, AdSense, AddThis, YouTube, Twitter etc. and explain their value.
  9. Advise the client against bad web design requests. For example, if the client requests words be emphasized through underlines, you need to advise the client that doing so would be bad form. Additionally, if a client wants to stream a one hour video you need to let them know of the implications for the user etc.
  10. Validate your pages for HTML, CSS, and 508 Compliance. Its likely your client won’t understand initially, but once explained,  they will certainly appreciate what this means with regard to their website being widely accessible to various browsers, mobile phones, and those using assistive technology.

In that initial  meeting with the client you need to demonstrate that you are more than just a “techy”. Explain what you offer technically, but be sure to cover the points listed above. Most importantly, if you are marketing yourself as a leader you need to make sure you follow through on your campaign promise else find yourself working as an HTML Monkey through Craig’s List for $10/hr.

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