Scheduling and hosting accessible meetings

In an increasingly diverse and interconnected world, organizations are taking important steps to advance their diversity, equity and inclusion (DEI) efforts. But when it comes to meetings, accessibility is sometimes overlooked. Whether you’re hosting an in-person gathering or a virtual meeting, it’s essential to ensure that everyone can fully participate—comfortably and without barriers.

Many organizations have begun taking action to establish accessible options for their large-scale events and conferences, yet day-to-day practices can often leave more to be desired. The truth is, accessibility should not be reserved for special occasions. Every meeting, no matter how routine, should be designed so that every individual feels included and welcomed.

By integrating thoughtful accessibility practices into everyday meetings, organizations can foster a more inclusive culture where everyone feels valued and supported. This also relieves the burden of requiring individuals to disclose their disability, request accommodations or educate others about their needs. Plus, these accessibility measures often benefit everyone.

So, what does this approach look like?

Nine strategies for hosting inclusive meetings

1. Choose an accessible location: This can include everything from making sure a space is physically accessible (wheelchair access, accessible restrooms, clear pathways and accessible parking) to considering the needs of individuals with service animals or sensory sensitivities.

2. Provide a virtual option: Allowing individuals to join virtually not only accommodates individuals with transportation, health or mobility issues, but it also ensures guests can use the accessibility features built into many online platforms (captions, distraction mode, screen reader compatibility, etc.) Cameras can be a barrier for some, and it’s ideal to make them optional.

3. Include accessibility in your invitations: By addressing accommodations head on, attendees may feel more comfortable making requests. Invitations are also a good place to provide details about parking, accessibility information and food options. Include a phone number and email to request reasonable accommodations.

4. Establish meeting norms: When attendees can anticipate discussion topics, timing and objectives, they can prepare themselves and manage their expectations before going into a meeting. This can also help negate interruptions and topic hopping and leave space for different communication styles.

5. Share slides, visuals and materials early: If your meeting includes presentations or visuals, you’ll not only want to make sure they’re accessible according to ADA guidelines, but that you share them with plenty of time to review before the meeting. This will benefit everyone, but especially individuals that process internally or struggle with auditory processing.

6. Use simple and clear language: It’s best to avoid technical jargon or speaking too quickly when explaining complex concepts. By using plain language, you can ensure that all attendees can understand the information begin discussed, regardless of their experience or level of knowledge.

7. Encourage questions and participation: Navigating communication styles and preferences can be difficult, so creating an environment where participation is encouraged, but not mandatory, is crucial. Allowing attendees to submit questions via chat or prior to meetings protects the individuals that may prefer not to speak in front of groups, while taking pauses to check in makes space for individuals that may not feel comfortable interrupting.

8. Consider length and time: Scheduling meetings can be tough, especially when you’re accommodating a large group. Be mindful of time zones, allowing for breaks between meetings, building in breaks for longer meetings and using scheduling links.

9. Be prepared to make adjustments: Despite careful planning, accessibility needs will vary from person to person and new requests may arise. Be open to making adjustments and don’t be afraid to ask for feedback.

By utilizing these strategies, organizations can begin making strides towards meetings that are inclusive and accessible to all participants. In doing so, we not only create a more welcoming and respectful environment but foster a culture of inclusion that benefits everyone!