Inclusive Meeting Guide

Inclusive Meeting

Guide

We may attend meetings every day, but how often do we reconsider our

meeting practices? Are we capitalizing on all of our opportunities to make

our team, lab, or collaboration meetings more inclusive and effective? In

this guide, we highlight actions that can make meetings more inclusive to

all, especially to those from marginalized groups.

Before The Meeting

Assess Accessibility

Include a statement in the meeting invitation inviting attendees to request

accommodations if needed

Consider sending meeting materials in advance

Learn more about virtual and in person accessibility by visiting Harvard's

Digital Accessibility website and Accessible Event Planning website.

Learn more about etiquette and language using this guide and this website.

Be Intentional

Proactively consider how diversity and power dynamics might affect

attendee engagement

Take stock of who is attending, and who is not. Are you missing people who

could provide diverse perspectives on this topic, or who are directly

affected by the discussion?

Make sure the time and date of the meeting are during normal wo

rk hours

and not during cultural or religious holidays

Meetings during normal work hours are especially helpful for attendees

who are caregivers

Communicate Expectations

Make sure all attendees understand their role in promoting an inclusive

and respectful environment

Set standards about professional conduct and gender-inclusive,

appropriate language

Be clear about meeting roles ahead of time so attendees have time to

prepare

Decide who will be in charge of note-taking and discussion facilitation

Inform attendees about expectations regarding engagement, including

the use of video and chat features during virtual meetings.

PLAN INCLUDE REFLECT

Be clear about meeting roles ahead of time so attendees have time to

prepare

Decide who will be in charge of note-taking and discussion facilitation

Inform attendees about expectations regarding engagement, including

the use of video and chat features during virtual meetings.

Craft an Agenda

Send out an agenda ahead of time. This can be very helpful for those who

need extra time to prepare their thoughts and could lead to more

engaging discussions during the meeting.

Tips for creating an agenda include:

State the goal: What should participants think, do, or decide by the end

of the meeting?

Post agenda items as questions: Questions help people prepare, make

it easy to keep the discussion on track, and make it easier to determine

when the discussion is complete.

Estimate timing: Allot a certain amount of time per question.

Encourage comments: Ask participants for feedback on the agenda

before the meeting.

Questions to Consider

How am I ensuring everyone has equal access to participate?

What role could virtual features like chat boxes and breakout rooms serve in

my meeting?

During The Meeting

Set the tone

Remind everyone of the meeting's purpose and agenda

Using an agenda to guide the meeting can help provide focus to

people with ADHD

State expectations of behavior upfront

For example: no interrupting, mute yourself when not speaking, what

is shared in the meeting stays in the meeting, and encourage alternate

perspectives.

Ask attendees to use the "Raise hand" function during virtual meetings

to reduce interruptions and allow everyone equal access to

engagement

Model the behaviors you expect from attendees

Try using inclusive, gender-neutral language. Learn more about

specific terms here.

If this is a group that meets regularly, check in on how people are doing.

For example, at the start of a virtual meeting, ask how the group feels

about having cameras on or off.

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Share Pronouns

During introductions, ask attendees to include their pronouns, if they feel

comfortable doing so.

Show attendees how to include their pronouns in Zoom, and encourage

everyone to make this change if they feel comfortable doing so.

Learn more about pronouns

here.

Facilitate the Conversation

Ensure attendees speak one at a time

This is especially important for people who are hard-of-hearing

Look out for conversation dominators.

If someone is controlling the dialogue, redirect the conversation back

to the broader group.

Keep in mind that dominators may not just be one person, but rather

a group of allies who share commonalities, such as gender or job

seniority.

If someone is interrupted, step in quickly. Use phrases like: “Before we

move on, I want to hear more of what Jack has to say” or “Wait a minute –

I want to make sure I understand Maria’s point before we add to it.”

Amplify the voices of others by acknowledging their contributions and

giving public attribution to their ideas.

Be mindful of conformity bias, which occurs when people feel pressured

to agree with everyone else in the room.

Consider asking the group for differing view points.

Provide Multiple Ways to Engage

Allow attendees to contribute in the way they feel most comfortable.

Speaking up during the meeting independently

Being invited to speak during a planned pause at the end of a

discussion point

Including text-based contributions added to the chat box of a video

conference

Allowing contributors to send first and final thoughts via email before

or after a meeting takes place

Manage Time Effectively

Allow for some time to think and reflect

Some attendees may not feel comfortable sharing ideas right away,

especially some introverts or neurodivergent people

To avoid getting off topic, suggest that alternate topics be wr

itten down

and placed in a virtual "parking lot" to be discussed at the end of the

meeting if there is time.

This can help attendees who have trouble focusing and to avoid

conversation dominators.

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Check-in and Recap

Re-iterate the group's consensus and provide opportunities for attendees

to voice agreement or concerns

This is helpful for people who are hard-of-hearing or who have a hard

time focusing during discussions when multiple people are talki

ng.

This also can help ensure everyone has the opportunity to speak and

be heard

Questions to Consider

What power dynamics are at play, and how might that affect attendee

engagement?

What power do I hold, and what responsibility do I hold around

intervening?

After The Meeting

Follow-up

If possible, send a summary or meeting notes to attendees within one day

Check-in with your attendees about tasks they were assigned during the

meeting

Ask attendees on their thoughts about how the meeting went and if they

have any suggestions for future meetings

Reflection

What went well? What could be better next time?

What could I practice or model at the next meeting?

What do I need to learn more about?

References

Quiet Revolutions. Inclusive Meetings Checklist. 2018.

Pendergrass, et al. Inclusive Scientific Meetings: Where to Start. 2019.

Serrato Marks, Gabi. How to Make Professional Conferences More

Accesible for Disabled People: Guidance from Actual Disabled Scientists.

Union of Concerned Scientists. 2018.

Heath, Kathryn and Wensil, Brenda F. To Build an Inclusive Culture, Start

with Inclusive Meetings. Harvard Business Review. 2019.

Cullinan, Renee. Run Meetings That Are Fair to Introverts, Women, and

Remote Workers. Harvard Business Review. 2016.

Harvard Title IX. Lead Virtually. 2020.

Harvard Title IX. Engage Virtually. 2020.

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