Inclusive Meetings Checklist

Inclusive meetings remove barriers and ensure full participation for all attendees, including individuals with disabilities. Whether meetings are in-person or virtual, considering accessibility needs helps create an equitable and welcoming space.

Tips for Making Meetings Accessible

Before the Meeting

• Provide an option for employees to request accommodations ahead of time 
• Choose an accessible location such as meeting spaces that have step-free access, wide doorways, accessible seating and restrooms. 
• Send agendas and presentations ahead of time with multiple formats. Make sure that they are accessible such as larger prints, digital text, and braille. 
• Use platforms that support screen readers, captions, and keyboard navigation. 
• Test your technology and make sure that all the virtual meeting features work before the meeting.

During the Meeting

• Provide time for your employees to process and respond. Use simple and plain language. Avoid jargon. 
• Enable captions and sign language interpretation, if needed. 
• Read out the key points from slides or documents for employees who may not be able to see them. 
• Offer alternative methods of communication, such as a pen and paper or a tablet or phone. 
• During in-person meetings, ensure an accessible seating arrangement. 
• Offer breaks, especially for longer meetings, to support the participants with different levels and cognitive needs.

After the Meeting

• Share meeting notes, transcripts and video recordings with captions. 
• Address any issues raised and improve for future meetings.
• Ask participants about their experience and what improvements can be made for accessibility.

Examples of Inclusive Meeting Practices

Below are a few examples of how to create inclusive meeting practices. Let’s look at each scenario and find ways to make our meetings more inclusive.

Scenario 1

A team meeting includes a presentation of complex charts and data. 

Inclusive practice: Make sure to send the slides and notes in an accessible format before the day of the meeting. Ideally, send it at least 2 days before the meeting so that participants can review them in advance. 

Scenario 2

A participant using a communication device needs extra time to type responses. 

Inclusive practice: Pause after questions to allow responses from participants through chat. 

Scenario 3

A virtual meeting includes participants with hearing impairments. 

Inclusive practice: Enable auto-generated captions and provide a sign language interpreter. 

Disability Etiquette in Meetings

• Do not touch a person’s mobility device; it should be considered part of their personal space. 
• If a person has an interpreter or support worker, talk to the participant, not their assistant. 
• Avoid making any assumptions. 
• Use clear and respectful language. 

Following these inclusive meeting practices can create barrier-free, respectful, and productive discussions for everyone.