3.3 Inclusive communication and collaboration

While it is important to ensure that our communications and collaborations are meaningful and engaging, it is essential that they also be inclusive. Where possible, reasonable adjustments should be made to ensure that those who may be neurodiverse or with a disability, impairment or health condition can participate.

Prior to using communication and collaboration tools and physical meeting spaces, check in advance in case participants have any access requirements. Your organisation may have its own guidelines, and depending on the technology you use, it is sensible and considerate to familiarise yourself with how accessible the tools are and learn to use the functionality designed to improve accessibility.

Examples of steps you might take to ensure your meeting is more inclusive and make reasonable adjustments are:

• Record the meeting and provide the transcript.
• Schedule breaks.
• Provide material in advance of the meeting.
• If your video meeting platform has a closed captions functionality, make people aware of how to use it.
• If someone’s network is poor, suggest using audio only.

If you frequently chair or facilitate online meetings, develop your skills in engaging with others. Some useful tips for engaging with others are:

• Set expectations, such as cameras and microphones on/off, raising hands to notify you wish to speak.
• Learn how to listen actively.
• Ask questions in response to what someone has said – a really good way to develop this is to interview a colleague and summarise what they have told you.
• Make eye contact. This is actually easier in remote meetings if you both have your cameras on, as you tend to look directly at people for longer.
• Tell stories to help bring context and create a mental visual reference.
• Be enthusiastic and animated. If you are passionate about the subject, others will be more interested in what you are saying.
• Bring others into the conversation, ask people’s opinions and give people time to speak.
• Think about the collaboration tools you can use to provide opportunities for all to contribute and engage – such as reactions, breakout rooms, raising hands, and so on.