Executive Diversity Services

4 Tips for Inclusive Meetings

Diversity Training Services

Did you know that when employees feel a strong sense of belonging at work, their job performance improves by more than 50% and they take about 75% fewer sick days? We’re entering a new era of the workforce…one that’s intentional, inclusive, and centers its employees. Creating inclusive meetings isn’t very complicated. In fact, it starts with four simple practices that can foster the type of environment where employees can succeed. Belonging in the workplace is more than just a goal; but a necessity that all workplaces should factor in. 

Tips for Inclusive Meetings:

1. Use Inclusive Language

  • Language is powerful. Ask people their names and pronouns, and share your pronouns when introducing yourself.
  • Use respectful and gender-neutral terms in both written and verbal communication. 
  • Be sure to introduce people the way they’d want to be introduced. If you’re not sure what someone’s pronouns are, you can use “they” instead of “he” or “she” until you’re told their pronouns. Another example of gender neutral language is using the word “partner” instead of “husband/wife.” 
  • Avoid assumptions about someone’s experiences, background, or gender. This subtle act helps prevent employees from feeling excluded or misrepresented. 

2. Cultivate Psychological Safety

  • Active listening is central to a person feeling heard and valued in the workplace. Everyone deserves to feel safe when asking questions and posing new ideas.
  • People shouldn’t be ignored or embarrassed, or punished, for their ideas. Slow down and listen closely to what people are saying. 
  • Do not talk over or interrupt others where possible. Manage dominant voices thoughtfully and invite quieter voices by asking open questions, pausing, and considering each person’s opinions. 
  • Acknowledge contributions, don’t be one to shame, but maintain curiosity. 
  • Create comfort, not fear, so everyone leaves feeling heard instead of undervalued. 
  • Give the opportunity for people to share before and after the meeting via email.
  • Creating a psychologically safe team results in a more innovative and engaged team. 

3. Ensure Accessibility for All

  • Make meetings accessible for participants by using platforms with live captions and transcripts.
  • If the meeting is online, offer multiple forms of participation, including speaking, chatting, reaction buttons, polls, or post-meeting follow-ups.
  • For in-person meetings, consider physical accessibility and what employees need to be able to show up fully. This allows more voices and ideas to contribute. Examples include making sure that seating fits people in bigger bodies (i.e. chairs without arms). A quiet area for disabled or neurodivergent folks. Washrooms that are accessible to wheelchair users

4. Set Clear Meeting Expectations and Rules

  • Setting expectations establishes fairness. At the start or before the meeting, share agendas and needed documents in advance. 
  • Establish team expectations (i.e. no idea is a bad idea, ok for cameras to be off).
  • Assign roles such as facilitator to facilitate hearing from different team members and ensure the meeting stays on track. 
  • Don’t let the meeting run over time, and if it does, allow people to leave if they need to. 
  • Consider if the meeting can, in fact, be an email or other form of communication. 
  • By prioritizing clarity, this reduces any confusion, creating a space where everyone can contribute respectfully. 

 

These DEI topics aren’t just “extra.” These everyday practices strongly influence who stays, who leaves, and the type of ideas and people that shape the company. These small, intentional changes in meetings gradually build a workplace where everyone can truthfully show up and feel excited to contribute.

 

By Alexis Martin (she/her)

If you haven’t yet had the opportunity, make sure to order a copy of Elmer Dixon’s powerful memoir DIE STANDING: From Black Panther Revolutionary to Global Diversity Consultant and check out what others have been saying about Elmer and his story.

Check out these other opportunities to see what folks are saying about Elmer and his continued work.