5 tips for running inclusive meetings

This article is part of the 'Delivering engaging, inclusive and accessible virtual live events' boot camp. Sign up here.

• The problem: Meetings are the backbone of a smooth running organisation - but making them inclusive can be tough.
• Why it matters: If people don’t feel included, they won’t speak up — reducing input, and good ideas.
• The solution: Apolitical’s community has five tips to improve things.

Feeling out of place or uncomfortable in a meeting is horrible, and yet most of us will experience it at some point in our careers. With some forward thinking and effective planning, you can organise meetings where everyone feels safe to speak up.

Our community has been sharing their wisdom on how to run inclusive meetings:

1. Remember those who aren’t as tech savvy

Remote working is something that we have all had to adapt to, but we must remember that not all of our colleagues are as comfortable with technology. They may also be held back by hardware or connectivity problems. Some people need a bit more time, and that’s fine. By recognising that different individuals will have different levels of comfort with tech, you will be one step closer to creating a more inclusive environment for everyone at your meeting.

Practical tip: Schedule some buffer time into your meetings to allow for screen sharing, internet problems or just getting the online call up and running!

• Want to write for us? Take a look at Apolitical’s guide for contributors

2. Bring in new voices

Junior public servants often don’t feel as comfortable sharing their thoughts in meetings, even when they know their insights are valid and helpful. Meetings shouldn’t just be the playground of the voluble. One way to tackle this is, and ultimately create a more inclusive environment, could be to create specific avenues through which quieter voices can be heard. This could include having a rotating meeting chair to allow everyone a turn at moderating the discussion or let participants speak in reverse order of seniority.

3. Look into alternative participation options

Not everyone will feel comfortable speaking up in a meeting, especially if it is with senior colleagues. One way you can make sure everyone is ready to participate is to look into other ways of participating. This includes polling, posting answers or suggestions within the chat function or even raising their hand if they agree with a statement. Small, easy changes can make all the difference.

4. Allow participants to prepare

Sharing the meeting agenda ahead of time is tried and tested practice for hosting a great meeting, but it can also help participants to feel included. Allowing colleagues to prepare ideas, suggestions or talking points before the meeting can help make your participants feel looped-in and ready to get involved!

5. Create a safe and inclusive environment

Creating an environment where everyone feels comfortable and safe to share their ideas is vital and should not be understated. However, actually creating this type of environment is easier said than done. One way you can let people know that you are serious about them feeling comfortable is to emphasise the clear reasons why you want them to get involved and how it will lead to a better overall outcome from the meeting. One way to set a positive and inclusive tone for a meeting is an icebreaker activity. Here’s a collection of icebreakers recommended by our community.

Practical tip: Try setting some ground rules before the meeting starts, make sure that negativity is left at the (virtual) door and encourage positivity.

Thanks to:

Participants on the Apolitical’s How to master meetings in government course for sharing their top tips for making meetings better for all.

We want to hear what you think about this article. Pitch an article to us or send your comments to discussion@apolitical.co

(Picture credit: Unsplash)