Inclusive Facilitation: Creating Space for Everyone in Remote-First Teams
Facilitating any meeting can feel like a juggling act. But for truly inclusive facilitation, there’s an added layer: designing an environment where everyone feels empowered to contribute, no matter their background, location, or communication style.
What is Inclusive Facilitation?
Inclusive facilitation is about creating a space where all attendees feel valued and able to contribute meaningfully, whether they’re the most outspoken team member, the most senior manager, or an introspective individual contributor. For remote-first teams, this challenge is even greater. Different time zones, cultural expectations, and comfort with technology are just a few of the hurdles that can make it hard for folks to feel fully included.
But these are exactly the barriers we need to be mindful of if we want everyone on our team to be successful during every gathering. When we facilitate inclusively, we aren’t just running a meeting—we’re enabling every team member to participate in a way that works for them.
As facilitators, we can structure meetings that not only invite diverse voices but also give everyone the tools and space they need to contribute and thrive. This is especially vital in remote-first and distributed teams, where dynamics are shaped by distance, technology, and varied communication preferences.
The Role of the Facilitator
As a facilitator, your role goes beyond sending an agenda and keeping the meeting on track. You’re the one shaping the environment, making sure that the space feels safe for everyone to speak, contribute, and engage. That might mean adjusting the way the meeting is run to accommodate quieter voices or using tools that let people participate in ways they’re more comfortable with.
Great facilitators make it their mission to notice what others might miss—like someone trying to jump in but hesitating, or a person struggling with a tech issue. It’s about fostering conditions where everyone has the opportunity to contribute, no matter their office setup or communication style.
So, what does inclusive facilitation look like in practice? Below, I’ll walk through strategies to apply before, during, and after meetings to foster an inclusive environment—whether your team is fully remote, hybrid, or in-person.
Before the Meeting: Setting the Stage
1. Design the meeting for a range of needs
Think about who’s attending and what they’ll need to fully participate. Are some people in different time zones? Does anyone need extra time to prepare? Is everyone comfortable using the tools you’ll be working with? Planning with these questions in mind will set the stage for a more inclusive conversation.
2. Share the agenda and materials ahead of time
Give participants a chance to prep–don't spring important discussions on people without notice! Send out the agenda and any supporting documents well before the meeting. This is especially helpful for people who might need more time to process the information, like non-native speakers or internal processors who prefer to reflect before sharing their thoughts.
3. Be mindful of time zones
If you’re working across time zones, rotating meeting times can help share the burden of late or early meetings. Also, ensure there are ways for those who can’t attend to contribute—whether that’s through async feedback before the meeting or catching up via recordings.
4. Set inclusive expectations in the invite
When you send the meeting invite, use language that sets the tone for inclusion. Let everyone know their input is valued, and if you’ll be using any tools or norms that might be new, explain them clearly so people know what to expect. This can help reduce anxiety and make the meeting feel more approachable.
During the Meeting: Creating Space for Everyone
1. Structure turn-taking intentionally
It’s easy for louder voices to dominate, especially in virtual settings. As the facilitator, it’s your job to structure the conversation so that everyone has a chance to speak. Use features like hand-raising, explicitly invite quieter participants to share their thoughts, or go round robin. Pauses are your friend here—don’t be afraid of a few seconds of silence to give people the space to jump in.
2. Offer multiple ways to contribute
Not everyone feels comfortable speaking up in a large group. Offer alternatives like the chat box or a virtual whiteboard where people can contribute without needing to come off mute and speak live. Use thumbs up or thumbs down to quickly check the pulse in the room. These techniques can help draw out ideas from those who might otherwise stay silent.
3. Pause for processing time
Silence can feel awkward in virtual meetings, but it’s often necessary for inclusion. Some people need a moment to gather their thoughts, especially if English isn’t their first language or if they process information more slowly. Build in moments of quiet to give everyone time to think before moving on.
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4. Check in on tech and accessibility
Keep an eye on how people are connecting—both literally and figuratively. Is everyone able to hear and see what’s going on? Are remote participants struggling with a glitch? Checking in regularly on tech issues helps keep the meeting accessible for everyone.
5. Use breakout rooms to encourage deeper discussion
In large meetings, some voices inevitably get lost. Breakout rooms can help by creating smaller spaces for more intimate discussions. Depending on your group and your goals, these can be randomized or intentionally assigned, but make sure each group has clear guidance on what to discuss so no one feels adrift.
After the Meeting: Keeping the Conversation Going
1. Share notes and recordings
Make sure to send out notes or a recording of the meeting afterward so that anyone who couldn’t attend can stay informed. This also gives people who process information more slowly a chance to reflect and offer input after the fact.
2. Invite feedback in different formats
Not everyone is comfortable sharing feedback real-time. After the meeting, invite feedback through one-on-one check-ins, anonymous surveys, or async comments. Make it clear that everyone’s thoughts are valued, even if they didn’t contribute in the moment.
3. Act on feedback and adapt
Inclusive facilitation isn’t static. Each team and meeting is different, and it’s important to learn from experience. Collect feedback and use it to adjust your approach in future meetings. This ongoing iteration builds trust and shows your team that you’re committed to making meetings as inclusive as possible.
Navigating Hybrid Meetings: Bridging the Gap
Hybrid meetings bring unique challenges. With some people in the room and others joining remotely, it’s easy for the remote participants to feel left out. But with a few adjustments, you can ensure everyone has an equal chance to participate.
1. Level the playing field
Remote participants should have just as much presence in the meeting as those physically in the room. Use high-quality audio and video setups so remote attendees can see and hear clearly. If possible, encourage in-person attendees to join from their own devices to create a more balanced experience.
2. Monitor the remote experience
Remote participants can easily get overlooked. Assign someone to keep an eye on virtual hands, chat messages, or any other contributions coming from remote team members. It’s important to check in regularly with those attending virtually to ensure they’re part of the conversation.
3. Adopt a remote-first mindset
It’s tempting to focus on those physically present, but in hybrid meetings, you have to work extra hard to prioritize remote participants. Ask them for input first, and structure the meeting so they can easily contribute. This makes sure they aren’t just an afterthought but are central to the conversation.
Final Thoughts
Inclusive facilitation isn’t just a “nice to have”—it’s a powerful tool that drives collaboration and innovation. When we get this right, meetings become more than just a way to exchange information—they become a place where every team member can contribute, grow, and feel valued.
So here’s my invitation to you. In your next meeting, try just one of these techniques. Maybe it’s something small, like pausing more often to give everyone a chance to contribute, or something bigger, like structuring your meeting so remote participants are truly included. Notice how it shifts the energy and engagement in the room.
Small changes can create powerful results, and every step you take toward inclusivity will make your meetings more meaningful and impactful for everyone.
Learn More: Inclusive Facilitation Resources