Creating an inclusive workplace isn’t just about the physical spaces – it’s about ensuring that everyone can participate fully in all aspects of work life. Meetings are a core part of collaboration and decision-making for many teams, but they can present challenges for people with disabilities if they aren’t conducted with accessibility in mind.

From visual or auditory impairments to people who are neurodivergent or have mobility issues, different individuals will have diverse needs to enable them to communicate and participate in meetings. In this guide, we’ll explore some practical strategies and approaches to ensure your meetings are more accessible, so everyone can contribute meaningfully.

Planning an accessible meeting

The most important thing to do when planning an accessible meeting is to speak to the people who may be facing accessibility challenges. They will be able to advise on the best ways that a meeting can be adjusted so they can be included fully.

You should aim to collect this information ahead of the meeting. You can ask invited attendees if anyone has access needs, what they are, and how they can be accounted for. This can also be an opportunity to access how much support people may or may not want – some individuals may appreciate frequent contact, whilst others might prefer to get on with it with minimal check-ins.

In general, when planning an accessible meeting you can consider the time of day the meeting is held, the length of the meeting, and where the meeting will be held. It might be best to hold a meeting mid-morning or early afternoon, to allow people who may need extra time to travel in to work or go home. If your meeting has to be longer than an hour, it can be beneficial to include a break, as some people might need to concentrate to follow what’s being said and some people might find it difficult to sit in one place for extended periods.

Whoever is leading the meeting should aim to summarise discussions throughout the session. This can make it easier for people with various accessibility issues to be aware of what has been said and where people stand.

Making a meeting accessible for people with visual impairments

People with visual impairments can struggle with written materials in meetings, as well as picking up on non-verbal cues such as body language.

One way to support visually impaired participants is to ensure all written materials are available in a large print size – size 14 is typically recommended for people with sight issues but some people may request larger. You should always use a clear, sans-serif font, such as Arial, and avoid using italics.

There should always be a good contrast between the background and the text, so aim to stick to black text on a white background. Some people may prefer to read lighter coloured text on a darker background, so be prepared to adjust what you produce depending on someone’s specific needs.

Sometimes, it might not be possible to prepare written materials, for example, if you’re using a whiteboard to note down ideas in a brainstorm session. In this case, the meeting lead should aim to clearly and concisely summarise ideas that have been written on the board, as well as always writing clearly and large enough. It may be required to replicate the brainstorm ideas in an accessible format after the meeting and share it with people who may need it.

Lastly, you should be aware of speaking only with body language, i.e. pointing at people who want to speak. Instead, aim to say the name of the person who will be speaking next, e.g. “Richard, what do you have to say”. This will make it clear to people with visual impairments who will be speaking next.

Making a meeting accessible for people with hearing impairments

There are various ways that you can make meetings more accessible for people with hearing impairments. If you’re meeting is virtual, you can use live captions on tools such as Zoom and Microsoft Teams which will produce real-time captions for what’s being said. You can also utilise real-time transcription tools which will note down spoken content in a meeting, which could be used in a physical conference.

Another option is to provide a sign language interpreter, which can be done virtually through a video call or in-person. You should always communicate directly with the person you’re speaking to, and not at anyone who is there in a communication support role.

You could also utilise loop systems for people with hearing aids, and these can be set up permanently in a meeting room or you could have a portable system. You should note that not all hearing aids are set up to work with loop systems, so be sure to speak with the people who have hearing impairments to check what sort of solution they need.

Whatever type of translation solution you need, you should encourage all meeting attendees to speak clearly and at a moderate pace. You should stop people from talking over each other, as this can make interpretation difficult – if a discussion is had that feels rushed or has multiple people talking at once, you should summarise what was said.

During the meeting, you should utilise visual aids such as diagrams, charts and presentation slides shown on a projection screen. These should all be clear and concise, so they are easy to fully understand without verbal cues.

Making a meeting accessible for people with mobility impairments

There are many different types of mobility impairments that will require different approaches in order to accommodate people’s needs in a meeting. One of the main ways is to ensure the meeting room is fully accessible, including if there is a ramp, lift, and/or stairs with a handrail, although step-free access will usually be preferred.

There will need to be an accessible toilet with a handrail and enough space for a wheelchair to manoeuvre. Entrances, corridors and the meeting room itself should be wide enough for wheelchair access. If you are setting up the meeting room layout, you should ensure there is enough space between furniture for a wheelchair to move around the room, with accessible seating available in a central, inclusive location, and not left at the back of the room.

You may need to offer the choice of people attending the meeting virtually if travel isn’t possible. Use online virtual meeting tools such as Microsoft Teams or Zoom, and ensure the necessary tech is in place within the meeting room so virtual attendees can see and hear what’s happening.

Some people may have difficulties with speaking, so you may need to plan the meeting to accommodate this. Ensure everyone has a chance to share their contributions, and be considerate if you are planning meeting icebreakers or other energising activities for the session.

Making a meeting accessible for neurodivergent people

Neurodivergence encompasses various different conditions, including ADHD, autism and dyslexia. These will require different accommodations to allow people to participate fully in meetings, so it’s always best to speak to people individually about what they specifically need.

In general, you can ensure meetings are accessible by creating and sharing a detailed, structured agenda ahead of the meeting, so people can digest the information and understand what will be happening. You can also share other reading materials, such as presentations, for attendees to review ahead of time and at their own pace.

Instructions for attendees should be clear, direct and concise. This includes actions needed ahead of the meeting, such as the start time and where the meeting will be held, as well as throughout the meeting itself, such as telling people how and when they should contribute.

Aim to create a calm meeting environment with minimal sensory stimulation. This could include a meeting room that has plenty of natural light, rather than relying on bright artificial light, with minimal background noise and no strong scents.

Choose Nobo to support your meetings

Nobo has a range of tools and workplace solutions to help you conduct effective, inclusive meetings. From whiteboards and whiteboard accessories to flip charts and projection screens, we have what you need to keep your team engaged and supported throughout the session.