HOW TO HOST AN INCLUSIVE MEETING

Sending a Doodle poll and a calendar invite is one thing. Organizing and hosting an effective and inclusive meeting is another thing. You are probably thinking: "I know how to run a good meeting.” But do you really? There’s a reason you clicked on this blog post so I am here to help. Here are tips to hosting meetings in a good yet inclusive way:

BEFORE THE MEETING

1. Who needs to be there? Before the meeting, decide on who needs to attend the meeting. Are the people you are inviting coming from a diverse set of backgrounds, perspectives, and roles?

2. Create a collaborative agenda. If you are leading the meeting, you can create a skeletal agenda. Then, you can ask others to contribute additional agenda items.

3. Decide on what info should be reviewed prior to the meeting. This allows folks who need more time to process information to take their time and not feel rushed during the meeting. 

4. Outline the goal(s) of the meeting. The goal(s) of the meeting is different from the agenda. The goal(s) of the meeting describe what the organizer would like to accomplish during the meeting time. The goal of the meeting should influence the agenda items. This information can be shared in the meeting invitation. 

DURING THE MEETING

1. Be accessible. If you are meeting virtually, be sure to turn on the Live Transcript/Closed Captioning. If you are meeting in person, have materials available for people upon arrival. This is a good time to revisit my accessibility checklist for meetings and events.

2. Check-in. A simple check-in sets the tone for the meeting. If you do not know the folks you are meeting with, you should make time for introductions. There’s nothing worse than jumping into an agenda and not knowing who is in the (virtual) room). A simple 3-part introduction (name, pronouns—if comfortable sharing, and role) should be sufficient. Also, you should not underestimate the power of asking someone how they are doing.

3. Review rules of engagement. Create a set of guidelines for meeting behavior. Why is this important? This information can be sent before the meeting. If you are not sure what guidelines to use, here are a few: practice active listening, speak from your own experience, honor confidentiality.

4. Be conscious of who is speaking. Men are known to dominate meetings so much that a group created this online tool. If you are leading the meeting, it is important to elevate contributions from meeting attendees, especially marginalized attendees. Amplify contributions from People of Color, white and Women of Color, and non-binary folks. You can try stating this, “Thank you [insert name] for sharing this idea with the group. Does anyone have thoughts about this idea?” You also want to be on the lookout for interrupters and derailers—folks who want to inhibit the productivity of the meeting.

5. Aim for consensus building. After each item on the agenda, check-in with the group before moving on to the next agenda item. For example, you can ask “are there any final thoughts or questions about this item before we move on?” This allows for consensus building and buy-in as you aim to accomplish your meeting goal(s). In addition, if there is further action needed for the agenda item, assign the item to a person before moving on to the next item.  

AFTER THE MEETING

1. Send a follow-up email. This follow up email should include key takeaways from the meeting and action items that need to be completed. This will be helpful to folks who were unable to attend the meeting.

2. Thank everyone for their contributions. A small appreciation for your group’s time and energy during the meeting goes a long way in creating a more inclusive environment.

HOMEWORK 

Take a few minutes to reflect on how you conduct meetings. Are your meetings efficient? Are you allowing for different people to participate and have their ideas heard? Are you amplifying the voices of people who may be marginalized in the group or organization? What are some ways that help you run effective meetings? Let me know in the comments.

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Until next time,

Your Favorite CDO