Making Meetings More Inclusive

Making Meetings More Inclusive

Meetings are crucial in any workplace, but they can get a bad reputation for being dull and sometimes exclusive. To make your meetings more inclusive, it's important to create a space where everyone's voice is heard and valued. Here are some ways you can ensure inclusivity and productivity at your workplace gatherings.

Diverse representation

Ensure that your meeting includes participants from diverse backgrounds, roles, and levels within the organization. Aim to foster a sense of belonging so that no attendee feels out of place or disengaged from the conversation. This variety of perspectives and experiences can also lead to better decision-making and innovation.

Pre-meeting preparation

To make meetings more inclusive, it's essential to distribute any pre-meeting materials well in advance. This gives participants, especially those who may need more time to prepare, the opportunity to contribute thoughtfully. Encourage all attendees to review any necessary materials so that the discussion can be more informed and equitable.

Create a safe space

Encourage open and honest communication by creating a safe space where participants feel comfortable sharing their thoughts and ideas. This includes respecting each other's opinions, avoiding interruptions, and refraining from any discriminatory behavior.

Set ground rules

Establish and share meeting ground rules that promote inclusivity. These rules might include allowing one person to speak at a time, avoiding interruptions, and actively listening to others. When everyone is on the same page about these rules, it's easier to maintain a respectful and inclusive environment.

Encourage equal speaking opportunities

Pay attention to who is speaking during the meeting. If you notice that certain individuals are dominating the conversation while others remain silent, actively encourage those who haven't spoken to share their thoughts. A round-robin approach can help ensure that everyone has an opportunity to contribute.

Be mindful of language

Language can inadvertently exclude or marginalize certain individuals or groups. Even if unintentionally, sometimes insensitive language can be used. Therefore, educating yourself and your team is very important. Be mindful of the words and phrases used during the meeting, and avoid jargon, acronyms, or slang that may be unfamiliar to some participants.

Follow up

Encouraging attendees to follow up, particularly when they are feeling excluded, is extremely important as it demonstrates a commitment to inclusivity and also serves to address potential issues. When individuals take the initiative to express their concerns or seek clarification after a meeting, it opens the door for honest conversations. This way, you can identify and rectify any exclusionary practices, ultimately leading to improved teamwork, innovation, and overall employee satisfaction.

Creating more inclusive meetings at work is a valuable step toward fostering a diverse and equitable workplace. Inclusivity is an ongoing effort, so continuously seek feedback and adapt your approach to make improvements. In doing so, you will contribute to a workplace where every voice is valued, and collective intelligence can thrive.

How Epoch can help

Use Epoch to plan your employee events and programs, then track analytics on how the events went! Epoch is an employee engagement platform used by people teams at Reddit, Asana, and more. Epoch supports any internal event that needs email, Slack announcements and reminders, calendaring, and reporting. On top of impactful engagement and feedback analytics, Epoch provides a simple way to communicate and promote events to your workforce, helping events reach employees where they prefer to receive messages.

Teams using Epoch have seen positive impacts in event engagement while reducing time spent managing and promoting events by over 70%. Udemy used Epoch to scale its inclusive culture, driving 89% participation, and Modus Create successfully scaled a global events program across 15 timezones.

Increase productivity and connection among employees through company culture with Epoch. Curious to learn more? Book a demo today!

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