Like every component of an organization, meetings serve a central purpose. It brings people together to discuss, strategize, and execute. Nonetheless, meetings that are not crafted with inclusivity in focus can leave out critical viewpoints and disengage the audience. The purpose of making meetings inclusive is to ensure that all participants in a meeting, regardless of their ability or background, actively participate and contribute.
Having inclusively structured meetings helps to make collaboration easier and communication more effective while enhancing the commitment to diversity and access. Additionally, inclusively structured meetings increase effectiveness as everyone can participate, which fosters unity and support in the working environment.
Ten important tips that will assist you in ensuring that your meetings are inclusive and accessible are provided below. These tips focus on accommodating visually impaired people while working with remote participants.
1. Provide Clear Directions to the Meeting Location
If your meeting is face-to-face, you need to explain how to get to the venue as best as you can. Mention how the attendees can use public transport, as well as where they can park and which entrance they can use to gain access to the building. For those taking rideshare or taxi services, state the most accessible locations to be dropped off. While most of these suggestions are especially helpful to people with visual impairment, they will also help all participants who are unfamiliar with the region.
2. Offer Electronic Materials in Advance
Advance planning for meetings requires sending out agenda items for all participants to prepare in advance so they know which formats are used to make information accessible. The blind or deaf blind participants can use braille or screen readers. Make sure materials are in formats that can be utilized by assistive technology, and if you know a blind person is attending, then offer braille handouts at the meeting.
3. Send the Agenda in an Accessible Format Beforehand
Send the agenda so all participants can follow up closely and meaningfully contribute to the discussions. Make sure the agenda is sent in accessible formats such as text documents or HTML files to ensure screen reader users can access it. By taking this simple step, participants with visual impairments will be able to participate seamlessly in the meeting.
4. Ensure Digital Materials Are Accessible
Any digital materials, like PowerPoint slides, PDFs, or spreadsheets, must be accessible. Use formatting with high contrast and readable fonts, and include alt text for important images. PDFs should not be scanned documents; they must be accessible to assistive technologies and screen reading software.
5. Explain Any Visual Materials
If the meeting requires visual slides, including pictures and graphs, ensure that these visuals can be audible. To illustrate, instead of, “As you can see on this slide…” try explaining key points this way, “This graph illustrates a 20% increase in productivity in the last quarter.” This way, all attendees, including those who may be blind, can access the information presented.
6. Identify Who Is Speaking
During a session with several speakers, some blind or partially sighted attendees might find it difficult to follow the discussion. Ask the presenters to introduce themselves before responding to questions, for instance, “This is Sarah. I would like to contribute to that issue…” This simple practice enhances understanding for all participants in the meeting.
7. Describe Visual Materials During the Meeting
Further, motions and any actions taking place in the room should be explained, not only the slides that are being presented. If a participant points at a chart or makes notes on a whiteboard, it is important to say: “John has just illustrated on the chart the increase in revenue in the top left corner of the chart.” This helps blind participants to follow and know what is going on.
8. Ensure Advanced Technologies Are Accessible
If these files can be edited through digital whiteboards, polling software, or other collaborative documents, ensure they can be used with screen readers and are keyboard navigable. Google Docs and Zoom make provisions for users with visual impairments, but not every third-party application does. Look for other options when needed or help them in real time.
9. Allow Participants to Request Accommodations
Before the meeting starts, all attendees should be asked about aids they may need, if any, for the meeting. This may include captions and sign language interpreters, preferred seating positions, and aids for sound amplification. Making it simple for participants to put forward their suggestions will show that you care about inclusivity.
10. Follow Up and Gather Feedback
Post-meeting, get in touch with participants, specifically those who have visual impairment, to assess their feelings and understanding of the meeting. Establish what went well and what could be enhanced for the next meetings. A quick survey or even a personal follow-up can go a long way and aid in making meetings more helpful in the future.
Conclusion
An inclusive environment through meetings helps every participant as it places everyone’s views on the center stage and fosters an accepting atmosphere. Equipped with these ten tips, you can ensure that all participants, regardless of their background, will find the meetings welcoming, enjoyable, and valuable.
Remember that this is a constant endeavor, and inclusiveness will require a lot of iterative feedback and action steps to achieve what is best for everyone.
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