7 tips for more inclusive meetings

We want everyone to be able to contribute in a way they feel comfortable. This means being thoughtful about people who, for example:

• are disabled
• who have access requirements
• are new to a team
• cannot attend a meeting at a specific time
• cannot access certain tools or systems
• need thinking time
• are introverted
• are extroverted

We hope these tips will encourage more inclusive discussions, allowing everyone to contribute.

Co-op Digital has created 7 guidelines to help people collaborate effectively and inclusively. Both online and in-person.

You can also download these guidelines in poster format (PDF).

Give everyone the opportunity to contribute

• Ask people if they want to contribute.
• Allow people to contribute anonymously or in smaller groups.
• Check if people can access the tools you’re using, explain how to use them and offer an alternative if necessary.
• Use visible timers and allow thinking time.
• Use captions and transcripts where possible.
• Consider how people could contribute outside of the meeting, in their own time.

Set clear expectations, early

• Send out an agenda in advance.
• Clearly state the purpose of the meeting and the outcome you want to achieve.
• Give a running order, including approximate times.

Give context: do not assume any prior knowledge

• Reiterate any information that someone would need to know to be able to contribute.
• Give regular recaps. Consider taking notes as you go so you can easily refer back.
• Be mindful of late joiners and the context they might lack.

Use clear language

• Do not use acronyms without explaining what they mean.
• Use plain English.
• Be mindful of people who are new to Co-op, or a team. If you use jargon, explain what you mean.

Respect people’s time

• Book only the amount of time you need with people, and allow people to leave if they’ve contributed all they need to.
• Plan your meeting to allow people breaks between meetings, for example 5 or 15 minutes past the hour.
• If the meeting is long, schedule in regular breaks.

Value all contributions equally

• Give everyone a chance to speak, do not allow one voice to dominate.
• If you’re referencing what’s been inputted, reference contributions from a range of people.
• Consider your audience. Be prepared to adapt your approach or process to encourage contribution from more people.

Encourage clarity, curiosity, and challenges

• Explain how people can ask questions.
• Encourage people to get clarity on things they do not understand.
• Allow people to ask questions anonymously, for example by adding post-its to a collaboration board.

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