How to run an accessible meeting: Practical tips for inclusion

Ensuring your meetings are accessible to all employees and stakeholders is key to fostering inclusion in your business. Accessible meetings ensure that everyone, regardless of ability, can fully participate and contribute.

Here’s how to make sure your meetings are inclusive for all employees:

1. Plan ahead
   Ask attendees in advance if they need accommodations, such as assistive technology or physical arrangements. For online meetings, ensure the platform has accessibility features like captions.
2. Provide accessible materials
   Offer meeting materials in accessible formats, such as large print, braille, or screen reader-compatible PDFs. Share materials ahead of time to give everyone the chance to review them.
3. Use assistive technology
   Use live captions, sign language interpreters, or other assistive tools to ensure everyone can engage fully. Platforms often provide automatic captions, but professional services may be necessary for high-stakes meetings.
4. Create a physically accessible environment
   If in person, ensure the venue has ramps, accessible bathrooms, and appropriate seating. Make sure the room layout is easy to navigate, and that materials are visible to all.
5. Use inclusive communication
   Speak clearly and give all participants an equal chance to contribute. Moderate discussions to allow for different communication styles, and ensure virtual meeting tools allow engagement for all.
6. Follow-up after the meeting
   Share minutes or summaries in accessible formats, such as large print or PDFs, ensuring everyone can review the information.

Why accessible meetings matter

Running accessible meetings shows your commitment to diversity and inclusion, creating a collaborative culture where everyone can contribute equally. For more guidance, visit the Human Rights Commission’s guide or speak with your local CoAct team for support in building a more diverse and inclusive workforce.

Tools to consider

Here’s a list of useful online tools for hosting accessible meetings:

• Zoom – Offers live captioning, screen reader support, and keyboard shortcuts for accessibility.
• Microsoft Teams – Provides live captions, transcriptions, and immersive reader for text accessibility.
• Google Meet – Features automatic live captions and screen reader compatibility.
• Otter.ai – Provides real-time transcription and note-taking services.
• Live Captioning by Ai-Media – Professional live captioning services for events and meetings.
• Jaws Screen Reader – Allows visually impaired users to navigate meeting platforms with ease.

(Disability Employment Services Australia (DES) has now been replaced by Inclusive Employment Australia (IEA).