Ever feel like some voices get lost in meetings? It's often not intentional, but traditional meeting formats can leave certain participants struggling to engage.
Whether it's a virtual meeting or an in-person session, accessibility gaps can prevent people from contributing their best ideas. Accessible meetings, on the other hand, remove barriers and create a culture where everyone feels heard and included.
Interaction Associates specializes in building collaborative cultures and improving leadership skills through practical, inclusive strategies. Here, we'll walk you through actionable steps to make meetings more accessible, from virtual meeting platforms to event planning tips.
The World Health Organization reports that approximately 1 in 6 people—over 16% of the global population—live with a significant disability.
Conditions such as hearing impairments or mobility challenges can make workplace participation harder for some. Facilitating meetings that incorporate accessibility helps create an environment where everyone can fully engage.
It also ensures equal access to communication, resources, and opportunities to share ideas. Overall, by prioritizing accessibility, companies foster a culture of respect, inclusion, and collaboration.
While the Americans with Disabilities Act (ADA) provides guideline standards, going beyond compliance and truly being attuned to your team's needs can make them feel valued and appreciated.
Through surveys or direct, one-on-one conversations, you can determine the specific accommodations needed—whether it's assistive listening devices, better visual aids, or sign language interpreters.
Moreover, gathering this information early helps guide decisions about venue, materials, and what technology to use.
If you're hosting a virtual meeting, ensure the virtual meeting platform supports accessibility features such as closed captions, screen reader use, and keyboard shortcuts. Platforms designed with accessibility in mind make virtual meetings much more inclusive.
However, when using a new platform, be sure to test it out beforehand to ensure everything runs smoothly. Also, share tips on using new features with attendees prior to the meeting, so everyone is on the same page.
Of 182 senior managers, 71% noted that a majority of their meetings end up being unproductive and inefficient. Thus, preparing an agenda beforehand can ensure the meeting stays on track and effectively covers important points.
Additionally, sharing this agenda with employees can allow them to prepare and feel more confident. Make sure it's easy to follow, with clear sections for discussion topics, estimated timeframes, and any relevant supporting documents.
To ensure accessibility for all, you might consider offering the agenda in multiple formats, such as large print, digital text, or even audio versions. This extra step helps set everyone up for a productive meeting.
Depending on the situation, it can be helpful to avoid complex terms or jargon that may confuse participants.
Whether hosting in-person or virtual meetings, keeping your language direct and concise eliminates confusion and ensures everyone understands.
This is especially helpful for those who may use assistive listening devices, where clear speech can make a difference.
In the United States, about 1 in 8 people (13%, or 30 million) ages 12 and older experience hearing loss in both ears.
Given this significant number, providing captions should be a top consideration when planning virtual, accessible meetings. Not only are they essential for participants who are hard of hearing, but they're also useful for those who prefer visual reinforcement.
Many virtual meeting platforms offer automated captions. For in-person meetings, you can consider providing assistive listening devices or arranging a sign language interpreter.
Regular breaks help everyone stay focused, especially in longer meetings. This can be important for individuals with medical conditions, attention disorders, or fatigue issues.
When planning accessible events, include short breaks every 30-45 minutes to help meeting participants stay engaged. A flexible schedule shows consideration for all attendees, allowing them to step away or recharge when needed.
After the meeting, reach out for constructive feedback to see how accessible it was and where you can improve.
Ask participants to share their experiences, highlighting what worked and any difficulties they encountered.
Then, incorporate this feedback into your event planning routine to adapt and grow. Making this a regular practice can make each event more accessible than the last.
Having a designated person focused on accessibility adds an extra layer of support for everyone involved. This person can monitor assistive technology, check captions, and confirm that the meeting room layout works for everyone.
They can also help participants with questions and offer real-time solutions if any issues arise. If a dedicated accessibility lead isn't feasible, consider using AI chatbots to assist participants and address accessibility needs during the meeting.
Some participants may need a bit more time to process information or respond during meetings. Make space for turn-taking so that everyone has a chance to share.
Use structured approaches like hand-raising or round-robin discussions to involve everyone. This practice ensures that more vocal participants don't dominate the conversation and helps create a welcoming, inclusive environment where each voice is valued.
Recording meetings provide a valuable backup for anyone who couldn't attend or wants to review the discussion.
Make sure to add captions to the recording and, if possible, include a transcript for better accessibility.
These recordings can help all meeting participants stay up to date and allow them to revisit key points on their own time. Also, try to release the recordings soon after the meeting to ensure everyone has prompt access.
To make your visual aids more accessible, use clear graphics, high-contrast colors, and large, easy-to-read fonts.
When presenting, describe any visual elements aloud to ensure that participants who can't see the screen still understand the content.
Additionally, consider how the event space is arranged so visual aids are easily visible from all angles. Adjusting meeting room layouts can help everyone stay engaged and follow along more easily.
Background noise can be distracting and make it hard for participants to follow along.
For virtual meetings, remind everyone to mute their microphones when they aren't speaking (or do it manually).
In physical event spaces, think about using soundproofing materials or assistive listening devices to improve audio quality. Keeping background noise under control ensures that all participants can hear clearly, making the meeting more inclusive for those with hearing difficulties.
Accessible meetings are not just about following rules. They show that you value all team members and are serious about creating a more inclusive and collaborative environment.
Implement these 12 practical steps and you'll be well on your way to creating a culture where everyone feels heard and supported.
Since day one, Interaction Associates has been dedicated to helping organizations achieve better results through inclusivity and collaboration. Start improving your meeting practices today to accommodate diverse needs and enhance team dynamics.