The playbook
Alt Text: Team Workflow and Handoff
A team workflow for alt text needs more than a list of tasks. Each person should know what to receive, what to produce, and what evidence allows the next person to continue. Use the procedure below to make responsibilities explicit and keep informative images with useful alternatives connected to the work.
Put the task in context
For a linked image, the text alternative should communicate the link's purpose. For a chart, provide the important finding and an accessible explanation of the data. Purely decorative images usually need an empty alternative rather than a verbose description that adds no useful information.
Assign responsibilities around the work
| Role | Responsibility | Handoff output |
|---|---|---|
| SEO lead | Determine whether an image is informative functional or decorative | Confirmed image and purpose |
| content or development owner | Describe necessary information in the current context | Implemented change with a reason and supporting evidence |
| analytics owner | Check image links buttons and complex diagrams separately | Verified result and definition of informative images with useful alternatives |
Start with a usable request
The request should explain why alt text work is needed now. Include the affected page or query record, the intended result, and the information already available. A request to “make it better” leaves the receiving person to invent the scope. State which decision or customer task is currently difficult.
Prepare the handoff
Before transferring work, record image, purpose, text alternative, long description. Explain which values were observed directly, which were supplied by another owner, and which are still uncertain. Attach the reasoning behind the proposed change so the next person does not have to reconstruct the discussion from scattered messages.
Handle an exception without losing ownership
If the receiving owner observes stuffing keywords into every text alternative, pause the affected step and return a specific question or proposed correction. Describe the purpose and provide longer explanations when needed. The original owner remains responsible for helping resolve missing context until the handoff is accepted; moving the record to a new column does not automatically resolve responsibility.
Agree on what accepted means
- The correct image is identified.
- The receiving owner understands the purpose and expected output.
- Required information is present or its absence is explicitly accepted.
- The next action and responsible person are recorded.
- The completed result can be checked through check image links buttons and complex diagrams separately.
Run a short operating review
Review items waiting for information, work awaiting acceptance, and repeated returns. If the same question keeps appearing, improve the request or handoff fields. Keep the review focused on removing delays and rework rather than merely counting completed tasks. Connect the work with informative images with useful alternatives on a consistent reporting basis.
One person may fill several roles in a small team. The responsibility distinctions still help: prepare the context, perform the change, and verify the result as separate acts. As the team grows, those same responsibilities can move to different people without redesigning the whole process.
Test representative templates as well as individual URLs. When a problem appears on several pages built from the same component, a template correction may be more useful than a series of one-off edits. Verify the affected pages after the shared change.
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