6 Ways to make your Meetings more Inclusive

Communication Counts.

With more meetings taking place, it is even more important to ensure that we are running them inclusively. As the world works in hybrid way – in office and remotely – meetings are changing shape; sometimes online, sometimes in person. With these changes, our teams are becoming increasingly international, with increasing numbers of non-native speakers. With this in mind, it is critical that we give thought and intention to how we conduct our meetings, and to ensure our non-native speakers are well supported and well accommodated. After all, it is imperative that we hear all voices, that all talent is recognised, and that our diversity is appreciated.

Here are some key considerations to ensure your meetings are as inclusive as they can be for native and non-native speakers alike:

1.     Start as you mean to go on.

 In the Irish language we have an expression: “Tús maith leat na hoibre.” It translates to “A good start is half the work”. A strong opening can go a long way. By giving a clear agenda, you support all participants in understanding the direction, objectives and key points for the meeting ahead.

2.     Send out your agenda in beforehand.

If point number one resonated with you, why not take it a stewp further and send out the agenda in advance of the meeting? Put yourself in the shoes of a non-native speaker for a moment – think about how helpful that could be. It would allow you to look up any specific or technical vocabulary you may need, for example. This in turn, would help build confidence, and mean you are more likely to contribute your thoughts and share your input on the subject.

3.     Structure throughout.

Using linguistic indicators are incredibly helpful. As I often say, “Scaffolding keeps everyone safe.” What do I mean by structure, indicators or scaffolding? I mean simply expressions that indicate the direction of the meeting, such as “Firstly, secondly, next on the agenda, moving on to the third point, going back to our last point, finally…” These expressions are limitless, but provide so much context and support to non-native speakers who can more easily follow the conversation. Sometimes the simplest changes can provide untold support.

4.     Invite other views – direct with names

Using first names to ask questions can be incredibly helpful. Consider this: imagine you are a non-native speaker and the meeting facilitator asks “does anybody have any ideas?”. It can be extremely intimidating to speak up. In fact, most of the time, the non-native speaker will let the native speakers go on.

Contrast this with the alternative questions: “Sarah, what do you think? Do you have any ideas you would like to add? How does this sound to you, Sarah? Sarah, In your experience, would this work? Sarah, do you have any points you want to share?”

An important caveat to this point: read body language and read the room. Directing a question to someone when they are visibly uncomfortable may make them feel under extra pressure, particularly if they are having trouble following the conversation. In such cases, consider using point 5 below.

5.     Use summarising throughout – clarify long inputs – self, others.

Summarizing is a simple but effective technique to be consciously linguistically inclusive. It is a very practical inclusive practice to adopt. Where people speak at length, give lengthy inputs etc, consider using frequent summaries to ensure information is being repeated, heard, and not missed. This technique is not only beneficial to non-native speakers; in fact, it is a technique frequently used in the field of coaching psychology, where the coach “mirrors” the client’s speech back to them, by summarising what they have said. This affords the client to listen back to what they have said.

In the context of meetings and being linguistically inclusive, summarising allows the non-native speakers to ‘take stock’ of what has been said, and clarify any points they may have missed, misheard, or not understood the first time.

6.     Practice Active Listening.

Active Listening helps build connections, trust and strong relationships. It allows you to understand another person’s point of view of another person and respond empathically. It also allows you to ask questions, clarify understanding and importantly, it validates the speaker and makes them want to speak longer. This is important for all persons, but critically important for non-native speakers who may not be used to contributing to meetings through English.

There are many more ways you can ensure your meetings are linguistically inclusive, but if you implement these 6 from today on, they will go a long way to making your team members feel seen, heard and valued. True inclusion, action-based inclusion is what fosters belonging. And where people feel they belong, they truly shine.