Inclusive Meetings

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Note: We must first consider whether a sync meeting is absolutely necessary. We need to ask ourselves whether conducting it asynchronously would be a more efficient use of everyone’s time.

Meetings, a fundamental aspect of any organization, can present a unique set of challenges for neurodivergent individuals. This article serves as a living document, offering a practical list of suggestions for organizing inclusive meetings, considering and respecting the varied needs of all participants. From pre-meeting preparations to actionable strategies during the meeting, and important follow-ups after – we are committed to fostering an environment that enhances productivity and inclusion for all. With ongoing updates and improvements, our ultimate goal remains consistent – making meetings beneficial and accessible to everyone.

  1. Before the meeting
  2. During the meeting
  3. After the meeting

Before the meeting

To ensure that everyone has a chance to participate regardless of their timezone or preferred communication style, consider completing the following tasks at least two weeks ahead of time:

  • Create an agenda with clear points and structure. A P2 post is recommended over a Slack announcement.
  • Communicate the time in UTC, being mindful of attendees in different time zones. (Tip: If posting on a P2, use the time shortcode.)
  • Utilize a doodle poll to allow participants to provide their availability for the meeting.
  • Provide ample notice before the meeting. 
    • Ask questions in advance, rather than bringing things up on the spot during the call.
    • Ask attendees beforehand what key elements they’d like to contribute, to be sure space is made for their input.
  • Consider communication differences, time zones, and individual preferences by providing ways for attendees to participate asynchronously and non-verbally before and during the meeting. This enables people, including neurodivergent individuals, to communicate in their preferred manner and allows those who cannot attend to still participate. Possible tools:
    • Mural
    • MIRO
    • Figma
    • Google Docs
    • Slack threads
    • P2 comments
  • Consider offering meeting materials in various formats to accommodate different learning styles and needs.
  • Foster allyship by leveraging the full power and potential of the team through project management.

During the meeting

To promote inclusivity and accommodate all attendees during the meeting, consider the following suggestions:

  • Start on time but give a few minutes for attendees to join.
  • Dedicate 20 minutes to reviewing project updates, with everyone bringing their own updates.
  • Stick to the agenda while being open to new points arising organically during the call.
  • Balance the conversation. Ensure everyone who wants to share is given the chance to do so, without letting the more outgoing people dominate conversations. Give space to those who haven’t spoken.
  • Explain any visual materials and provide alternative formats for any multimedia or visual content.
  • Depending on the length, offer regular breaks to reduce cognitive fatigue.
  • Provide ways to participate asynchronously and non-verbally with tools like:
    • Mural
    • MIRO
    • Figma
    • Google Docs
    • Slack threads
  • Document the meeting with a designated note-taker or ask for a volunteer to take notes with advance notice.
  • Offer closed captioning if possible. Zoom, Around, and Slack Huddles have this option.
  • Consider trying an alternative (better/faster) transcribing software.
  • Be intentional when making decisions. Does it have to be decided on this call? If urgent, be intentional.
  • After the meeting, write down all the tasks that need to be done and who is responsible for each one. If a decision needs to be made later, clearly assign someone to manage the decision-making process, including how and by when it should be completed.

After the meeting

Following the meeting, to ensure inclusivity, consider the following:

  • Provide space for people to give input at a later time and clearly advertise this opportunity. Possible tools:
    • Mural
    • MIRO
    • Figma
    • Google Docs
    • Slack threads
    • P2 comments
  • Share meeting notes and action points in multiple formats, such as text, audio, and video, to accommodate different communication styles and preferences.

Let’s keep the conversation going, fostering an environment where differences in thinking are not just accommodated, but celebrated.

If you have any questions, feel free to reach out to the Neurodiverseomattic ARG via P2 or Slack in #neurodiverseomattic.

Employee Field Guide