By Sharlene Howland – ACA Accredited Access Consultant
Inclusive Online Meeting Principles
In an era where online meetings have become the norm, mastering the etiquette of virtual gatherings is essential. While many are familiar with the basics—mute your microphone when not speaking, avoid multitasking, dress appropriately, refrain from eating—there’s an added layer of consideration needed to ensure inclusivity for those with hearing and vision impairments, and other disabilities. Here’s a guide to help you navigate online meetings with sensitivity and inclusivity in mind.
1. Accessible Platforms
Choose platforms that support accessibility features such as screen readers, closed captioning, and compatibility with assistive devices. Platforms like Zoom, Microsoft Teams, and Google Meet offer these features, allowing participants with disabilities to fully engage in the meeting.
2. Captioning and Transcripts
Enable automatic captioning whenever possible. Captions benefit not only individuals with hearing impairments but also those facing connectivity issues or language barriers. Additionally, providing meeting transcripts afterward ensures that everyone has access to the discussion points and key takeaways.
3. Clear Communication
Practice clear and concise communication. Speak slowly and enunciate your words to aid lip reading. Avoid interrupting others and encourage participants to indicate when they’ve finished speaking to prevent overlapping dialogue. Ensure that adequate lighting is available and position light sources in front of participants to illuminate their faces, making it easier for individuals with hearing impairments to follow the conversation through lip-reading. Additionally, avoid backlighting or harsh shadows, as facial expressions can be obscured and make it challenging for lip readers to discern speech accurately. By prioritizing optimal lighting conditions, you can enhance communication accessibility for all participants.
4. Visual Cues
Utilize visual aids to supplement verbal communication. Share slides or documents in real-time to provide context and enhance understanding. Use descriptive language when referring to visual elements to ensure inclusivity for participants who may not be able to see the screen.
Ensure your video is on when speaking, to assist Deaf and hearing impaired participants identify when a suitable opportunity to join the conversation in the meeting as they will be able to see when the speaker has finished talking.
5. Interactive Participation
Encourage interactive participation to foster engagement from all attendees. Utilize features like the chat box or raise hand function to allow individuals to contribute without speaking. Be mindful of those who may need extra time to type or express themselves.
6. Respectful Environment
Create a respectful and inclusive environment by acknowledging and accommodating the needs of all participants. Avoid making assumptions about someone’s abilities or limitations. If unsure, politely ask beforehand how you can assist them in fully participating in the meeting.
7. Quality Audio Equipment
Encourage participants to use good quality microphones and/or headsets with boom or lavalier mics to block out background noise and minimize echoing in rooms. Clear audio is essential for individuals with hearing impairments to comprehend speech effectively. By using high-quality audio equipment, participants can ensure that their voices are transmitted clearly, making it easier for everyone to engage in the conversation. Additionally, reducing background noise and echoes improves the overall audio experience for all participants, creating a more focused and distraction-free environment for online meetings.
8. Feedback and Adaptation
Seek feedback from participants, especially those with disabilities, on how to improve accessibility in future meetings. Be open to adapting your communication style and meeting format based on their suggestions and needs.
Conclusion
Incorporating inclusive practices into online meetings not only benefits individuals with disabilities but also enhances the overall experience for all participants. By prioritizing accessibility and sensitivity, we can create virtual spaces where everyone feels valued, heard, and included. Let’s continue to strive for equality and inclusivity in all our interactions, both online and offline.
References and Further reading:
- Vision Australia: Vision Australia is a leading national provider of blindness and low vision services in Australia. They offer resources, articles, and guidance on accessibility best practices for online meetings and communication tools.
- Australian Communication Exchange (ACE): ACE is a non-profit organization dedicated to supporting Australians who are deaf, hard of hearing, or have a speech impairment. They may provide information and resources on accessible communication tools and online meeting etiquette.
- Australian Network on Disability (AND): AND is a national, membership-based organization that promotes access and inclusion for people with disabilities in the workplace and community. They may offer resources or publications related to accessible technology and virtual communication for individuals with disabilities.
- Australian Government Web Accessibility National Transition Strategy: The Australian government has developed guidelines and resources to help organizations improve the accessibility of their digital content, including online meetings and communication platforms. The Web Accessibility National Transition Strategy may provide insights into accessibility requirements and best practices for online meetings.
- Microsoft: Make your content accessible to everyone. https://support.microsoft.com/en-us/office/make-your-content-accessible-to-everyone-ecab0fcf-d143-4fe8-a2ff-6cd596bddc6d