5 Hacks for Better and More Inclusive Board and Staff Meetings

In today’s workplace, creating inclusive spaces for all participants—whether in leadership settings like board meetings or in staff meetings—has become essential. Failing to prioritize inclusivity not only risks alienating key voices but can also expose your organization to legal vulnerabilities. If you’ve ever lived with a disability or worked in sectors like government or higher education, you may have encountered challenges related to accessibility. If not, it's crucial to take note — making the wrong decisions could expose your organization to the risk of a discrimination lawsuit.

To avoid these pitfalls and ensure a more inclusive and productive environment, here are five practical hacks for better board and staff meetings.

1. Set Clear and Accessible Agendas

A well-structured agenda is essential for any successful meeting, but it’s even more critical for inclusive board and staff meetings. Share the agenda well in advance in accessible formats, such as screen-reader-compatible documents or large print. The clearer the agenda, the easier it is for everyone to prepare, ensuring that all participants, regardless of ability, can contribute meaningfully.

2. Leverage Assistive Technology

Harnessing the right technology can make or break inclusivity in meetings. Ensure your virtual and in-person board or staff meetings are equipped with real-time captioning, screen readers, or hearing loop systems. For virtual meetings, follow EY’s Five Tips for Virtual Meeting Inclusion, such as enabling captions, identifying yourself when speaking, and avoiding acronyms that could be misunderstood. These seemingly small adjustments go a long way in ensuring every member, regardless of ability or language proficiency, feels included and can fully participate.

If you’ve ever lived with a disability or worked in sectors like government or higher education, you may have encountered this challenge before. If not, it's crucial to take note — making the wrong decision could expose your organization to the risk of a discrimination lawsuit.

Here are some resources on accessibility features for various virtual meeting platforms:

• Adobe Connect Accessibility Overview
• Google Meet Accessibility and Hangout Chat Accessibility Features
• GoToMeeting Accessibility Features
• Microsoft Teams Accessibility Support and Accessible Learning Webinar Series on Microsoft Teams
• Skype Accessibility Features
• WebEx Accessibility Features and WebEx Web App Accessibility Features
• Zoom Accessibility Page and Zoom Accessibility Frequently Asked Questions

3. Adopt Inclusive Communication Practices

Adopting inclusive communication is essential in ensuring no one is left out of the conversation. Encourage the use of clear, simple language and avoid cultural idioms or jargon that may alienate non-native speakers or those with cognitive disabilities. As EY suggests, limit the use of idioms like "think outside the box" or "run that up the flagpole," as they may be confusing to some participants. Consider rotating the meeting facilitator to allow different perspectives to shape the discussion and ensure all voices are heard.

4. Create a Physically Accessible Meeting Space

When hosting in-person board or staff meetings, the physical environment must be accessible for all attendees. Ensure wheelchair accessibility, proper lighting, and adaptable furniture. For hybrid meetings, make sure remote attendees have high-quality audio and video to stay engaged. Additionally, review any on-screen visuals verbally so those with visual impairments or technical difficulties can follow along.

It’s also important to offer flexibility for those who rely on specialized transit options. Many participants may experience delays or restricted schedules due to transportation. Allowing them to attend virtually, when necessary, ensures that they can participate fully without the added stress of unreliable transit.

5. Foster a Culture of Inclusion Beyond the Meeting

Inclusivity doesn’t begin and end with the meeting. Encourage ongoing feedback from your board members and staff on how to improve inclusivity. You could implement anonymous surveys, one-on-one check-ins, or informal follow-up conversations to gather insights. This ongoing commitment to inclusion builds a culture where all members feel empowered and respected beyond the meeting space, ensuring long-term inclusivity and engagement.

Conclusion Building inclusivity into your board and staff meetings is more than just a nice gesture—it’s essential for fostering a diverse and engaged organization. By applying these five hacks, you’ll create a space where every member feels heard, valued, and able to contribute fully. Start implementing these changes today, and watch your meetings become more effective and inclusive.

If you still have questions or suggestions on what you’d like to learn in future newsletters, drop a comment below! I’d love to hear your thoughts and tailor future content to what matters most to you.