While D&I is often centered in hiring and recruitment realms within organizations, one place it’s not always as salient is in day-to-day operations. For this reason, as part of our “Let’s Get Practical” series, we want to spotlight two such operations, with an eye toward tangible strategies for making them more inclusive: workplace meetings and events.
Tips for Inclusive Meetings
- Choose check-ins and icebreakers thoughtfully. Including a non-work-related check-in or icebreaker prompt is a great way to encourage employees to “bring their full selves to work.” However, it’s easy to go astray here by including a question or task that may not apply to everyone. Use open-ended prompts that aren’t limited to specific family arrangements, holidays or traditions. “What was your favorite thing you did during your time off?” is more inclusive than “how was your holiday?”
Some icebreakers require participants to stand or move around the room; ensure that everyone is able to do so before planning on these, or build in different ways of engaging by saying, “stand if you are able,” and offering a specific alternative.
- Rotate note-taking responsibilities among employees. Within employee groups, note-taking is oftentimes delegated to women. Particularly if this task is not reflected in job descriptions for specific roles, this may be due largely to biases—we consider this to be a “support” or secretarial task, which most of us have been socialized to associate with women. Furthermore, because many women are socialized to be accommodating to the requests of others, they may be reluctant to decline when asked to take notes, even if they would prefer not to. In addition to requiring additional time often necessary to organize and distribute notes, the person “scribing” for a meeting may not be able to be as fully present or contribute in the same ways as others. For a more equitable practice around note-taking, consider rotating the task so a different person is responsible each meeting.
- Distribute agendas and materials in advance. While “thinking on one’s feet” has often been a valued skill in the workplace, this style and expectation work more naturally for some people than others. Introverts and others may benefit substantially when given additional time to look over materials and prepare ahead of a meeting. To honor various processing styles and activate the full potential of employees with different needs, spend a few minutes planning out meeting agendas and distributing these, along with any supporting materials, in advance of the meeting. Additionally, inform participants of any contributions you expect from them ahead of time.
- Monitor “airtime” and build in ways to solicit input from new people. It isn’t unusual for teams to include those who readily share their thoughts, as well as those who tend to stay quieter. At your next meeting, tune into these dynamics to see who is contributing more and less frequently. Studies across many disciplines and fields find that men speak more than women in academic and professional spaces. Furthermore, even when this trend was clearly documented, participants in studies still perceived the opposite—believing that women had talked more in their groups than men. As Nichi Hodgson explains, “We are so used to hearing less from women that when they reach anything approximating equivalence, listener bias kicks in and we think we are awash in women’s words.” Women are also more likely to be interrupted, or the ideas they suggest not listened to. Similar differentials frequently exist among speakers of color as compared to white speakers.
A strong body of research shows that groups benefit the most when a diverse set of perspectives are listened to and accounted for. To leverage this potential, encourage meeting participants to “step up” or “step back,” if they are typically more reserved or outgoing, respectively. Consider soliciting input from individuals directly, and where appropriate, try implementing alternate ways of collecting input like live-polling or sending thoughts via email.
- Consider remote employee engagement. Once, tasked with leading a meeting, I became so caught up in the details of the presentation and visuals that I completely neglected to consider how an employee joining remotely would experience these details. It wasn’t until I heard her feedback that she didn’t feel as included as those who were present in-person that I realized my mistake. (But hindsight was 20/20–of course the chart paper matrix I’d created was hard for her to read and participate with!) If your meeting includes those joining virtually, digitize your supplemental materials for screen-sharing, and ensure you are actively including those who aren’t present in the room by asking them for feedback and input.
- Ensure visuals are accessible. If you’re using slides or visuals, don’t overload them with small text that may not be legible to those who are visually-impaired or seated farther away. Refrain from asking participants to “read the slide”—instead summarizing the material. If someone may have a visual impairment, distribute slides for viewing on a personal device or print them.
Tips for Inclusive Events
- Be thoughtful in representing a variety of perspectives. Who will you include as presenters or panelists for your event? A survey conducted in 2018 found that all-male panels remain a common, unchallenged norm in workplaces and events. This pervasive trend has inspired, among other ridicule, a Tumblr blog chronicling “Manels” like a BYU panel on Women In Math featuring…only men. Challenge this norm by taking the time to assemble diverse panels. Rather than defaulting to your immediate connections who may be more homogeneous, do some research and networking to identify people of color, women, and others with historically marginalized identities who would be strong candidates and invite them to participate.
- Use the microphone! We’ve all encountered, or been, the speaker who asks, “Can everyone hear me?” before launching into their content unamplified. Hearing-impaired individuals frequently rely on amplification or hearing aid loops to engage with content. Take the extra few moments to connect with the tech support team before your event and run a test, and if you encounter technical difficulties, address them in-session to the best of your ability. People who rely on these technologies for their understanding may not readily volunteer that they “can’t hear” a speaker and may lose out on the opportunity to learn and engage, feeling marginalized as a result.
If audience members are contributing comments without microphone amplification, summarize and repeat their comments for everyone’s benefit. Additionally, find out if anyone present will rely on a sign language interpreter. Standardizing hiring an interpreter for large events is best practice if you are not able to collect information about individual attendees’ needs.
- Be inclusive of dietary restrictions. If your event will include catering, consider different dietary needs, and be sure to order ample portions of vegetarian and vegan options. As a vegetarian, I will be the first to tell you that vegetarians and meat-eaters alike will fill their plates with the veggie option! I often hope there will be enough to go around. I’ve also frequently seen my vegan or gluten-free colleagues return from a buffet table with only a cup of fruit, because this was all they could eat from the offerings.
Ideally, collect dietary restriction information ahead of your event through a survey. Also, check out this resource on How to Plan a Menu for 6 Common Dietary Restrictions. Ask the caterer about their options for dietary restrictions, and keep any toppings separate so they can be added to individual servings, or not.
- Around holidays, be mindful of framing and decorations. Unless your workplace is affiliated with a specific faith, avoid aligning décor or events with a specific holiday. Opt for the generic “holiday party,” and be thoughtful about the music, colors, and decorations you choose to incorporate. Even holiday symbols that may not be closely affiliated with faith like candy canes and Santa Claus have religious or holiday-specific symbolism that may be exclusive. Instead, decorate with generic, secular symbols like snowflakes, garlands, snow people, stars, and animals.
- Plan space with different abilities in mind. Accommodate for individuals who may have mobility-related challenges by setting the room up with plenty of space for a person in a wheelchair to navigate. For those unable to stand or remain standing for long periods, be sure to provide plenty of seating options and chair-level tabletops at your event.
Putting in the additional time or thought to your meetings and events using the guide above is worth your while. “Passive” exclusion that employees may experience when talked over, when they can’t partake in a meal, when they don’t see their identities represented, or when they aren’t able to engage on the same level with their colleagues due to differing ability is isolating and discouraging. However, active efforts toward inclusion go beyond just countering these problems; when people are accustomed to being excluded in these subtle ways, alternate arrangements that validate their identities are particularly appreciated, and will be noticed. When employees feel that their needs have been anticipated and met, they will be prepared to engage on a deeper level and contribute to their fullest.
