How to create inclusive meetings
Look, not every meeting you are going to attend with your team or corporate structure are going to be an amazing experience. In fact, most corporate meetings are dreaded. But not wanting to attend because it is boring vs. not wanting to attend because they are discriminatory are vastly different circumstances. According to a study, it was found that only 35% of employees feel comfortable consistently contributing in meetings. Unfortunately, this comfort is usually limited to certain groups of people. Additional research has also revealed this fact.
People of Color, are less likely to feel at ease expressing themselves during internal meetings as compared to their white counterparts.
Women are less likely to feel comfortable speaking in meetings than men and are more likely to be interrupted when they do.
Women of Color face the greatest discomfort when it comes to speaking up in internal meetings.
Gen Z employees are the most comfortable when it comes to expressing themselves during meetings as compared to their older colleagues.
It's likely that you've seen these statistics in action, if you have ever attended a corporate meeting. You may have felt hesitant to express your opinion or experienced interruptions firsthand. You may have also witnessed colleagues speaking over each other, or wished for someone else to speak up instead of the same vocal person. Perhaps you are the one dominating the conversation or interrupting others when they attempt to share their thoughts.
The solution to create an equal playing field is to implement inclusive meetings.
By promoting diversity of representation, voices, opinions, and ideas, inclusive meetings establish a secure environment where everyone feels at ease and empowered to express themselves, rather than just a select few.
It is widely known that diverse companies perform better than their less diverse counterparts. However, it is not enough to merely strive for diversity in your organization. You must also ensure that everyone has equal opportunities within the workplace, which includes encouraging and enabling all individuals to contribute and have their voices heard.
In essence, promoting inclusion is just as crucial as promoting diversity. Inclusive meetings are an essential aspect of this, demonstrating that you care about both inclusion and diversity in the workplace.
Use these 5 steps to jumpstart more inclusive conversations during meetings:
Plan your meetings collaboratively
Inclusive meetings involve not just empowering individuals to contribute during the meeting itself, but also adopting a more collaborative approach to planning the meeting beforehand.
Before the meeting, share a draft agenda with attendees and encourage them to add their own talking points or items they'd like to discuss. This gives everyone a chance to shape the direction of the meeting and allows them time to prepare their contributions, which can be especially helpful for introverted individuals.
As the meeting leader, it's important to review and finalize the agenda before the meeting begins. This ensures that all important points are being covered in a logical order and that there is enough time allocated for each item.
Offer alternative ways for people to contribute
To conduct inclusive meetings, it is important to acknowledge that different individuals have varying levels of comfort while speaking in a group, and it is necessary to provide alternative channels and means for people to contribute. Apart from ensuring a safe and comfortable environment for verbalizing thoughts and ideas, consider offering options such as inviting remote meeting attendees to contribute via the chat function or conducting anonymous polls and brainstorming sessions to capture everybody's opinions and ideas.
Establish Psychological Safety
Establishing psychological safety is a critical element for a high-performing organization. It enhances employee engagement, promotes an inclusive workplace culture, boosts employee wellbeing, and creates a safe environment for people to express themselves and share their ideas.
But what does psychological safety mean, and how does it relate to inclusive meetings?
Psychological safety is defined as the ability to present oneself without the fear of negative consequences related to self-image, status, or career. It is a shared belief that the team provides a safe space for interpersonal risk-taking, where team members feel accepted and respected.
Only in a psychologically safe environment can individuals feel comfortable enough to be vulnerable and share their ideas and concerns. If your company culture does not prioritize psychological safety, it will be challenging to conduct inclusive meetings.
You can find ways to establish psychological safety at work in this guide, and many of the tips and strategies also apply to inclusive meetings, such as practicing active listening, promoting respect (and addressing disrespectful behavior), encouraging and requesting honest feedback, and cultivating self-awareness.
By prioritizing psychological safety, you will create a solid foundation for inclusive meetings.
Manage Expectations
It's easy to assume that rules aren't necessary in a professional setting. After all, we're all adults who understand what is acceptable and what isn't.
However, this isn't always the case. Certain behaviors can arise from a place of unawareness. For instance, Brook may continually interrupt others, not because they believe that their voice is the only one that matters, but because they are unaware of the impact of their behavior on others. Similarly, Taylor might not realize that their habitual tardiness is disruptive and takes away from the meeting's flow and the current speaker. Regardless of the reasons behind these behaviors, they can create an environment that feels unsafe and exclusive.
To avoid such situations, it's vital to set clear guidelines and expectations for what is considered acceptable and what isn't. Don't assume that everyone is aware of the same rules. For instance, letting others finish speaking before voicing one's thoughts or opinions, showing respect while disagreeing with others, avoiding interrupting others, and avoiding distractions while someone is speaking are examples of acceptable behaviors.
Interruptions and other ground rules
If you're the meeting facilitator or delegating that role, ensure that someone is designated to maintain order and handle rule violations in a professional and efficient manner. Prepare some phrases to address interruptions such as "One moment, Blake. Let's allow Jo to finish their point first. Jo, please continue." If you notice any recurring violations, take a moment during the meeting to remind everyone about the importance of active listening and respectful communication.
In light of the statistics we discussed earlier, pay attention to individuals who may be more vulnerable to interruptions or less confident to speak up. Be ready to advocate for them and amplify their voices when necessary.
By implementing these strategies, you can establish a more inclusive meeting culture in your organization. Best of luck!
