DID YOU KNOW? Inclusive Meetings Inclusion was highlighted in the Winter 2020 Collaboration and Inclusion survey results as a priority area for NLHPP, to create a sense of belonging and inclusion, specifically related to individual involvement in meetings and decision-making processes An inclusive meeting is a shared environment where all colleagues feel comfortable to contribute their knowledge and ideas, where all voices are equally valued. Inclusive meetings should also create a sense of psychological safety for the participants.
An inclusive meeting culture does not just begin when the meeting starts.
Circulate agenda items and pre-reading materials before the meeting, asking attendees to come to the meeting ready to share any ideas they have.
YOU TOLD US... Events such as the All Hands Event contribute to feeling included, however, practicing inclusion can sometimes be more challenging in larger, online meetings. As remote working continues, the need to ensure everyone gets their voice heard is becoming even more apparent.
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How to be Inclusive During a Meeting? Welcome everyone and go over the agenda. Remember to reiterate the purpose of the meeting. Will it require actions, or it purely for sharing information purposes.
Outline how and when questions can be raised
Remember to do introductions at the start of a meeting. This can include names and project roles.
All meetings should start with a H&S Moment.
YOU TOLD US… Example Agenda:
“On the odd occasion beingshut down in Health, Safety, Wellbeing (inclusion) Moment discussion inappropriately because of poor Action facilitation tracker and minutes of previous meeting or bias review towards an outcome ... not a Review of proposed agenda items person” AOB
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Try and avoid having tightly packed agendas as this often leads to not having enough time for everyone to speak.
Blended Meetings A blended meeting happens when some of the meeting participants are physically present (in a meeting room etc.) while others are still dialling in virtually (not present in the room).
Difficulties with blended meetings: Non-verbal communication Unequal experiences
5 tips for successful blended meetings Encourage the use of meeting chat features
Regularly include those joining virtually in the meeting discussion Ensure pre-reading materials are sent out ahead of time, everyone has visible access and time at the start to read through
Click on the external links on the EDI page to view an example of a good and bad blended meeting. What did you see that worked well? What did you see that did not show inclusivity?
Rotate the chair to give different members the experience to lead. As the chair advocate for remote voices Share the in-room experience: ensure everyone is visible in front of the camera
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Calling Out Inappropriate Behaviour
We often find it difficult to call out inappropriate behaviour due to the fear of the consequences this may cause. Another factor which leads us to avoid confrontation is confusion about what we’re actually seeing or hearing. For example, whether a comment is a harmless joke or something offensive. Below are some examples of unacceptable behaviour in the workplace or meeting and what to do if you witness this behaviour. Putting down other disciplines (not taking them as seriously)
Speaking about a colleague during a meeting in a language that they do not understand
Inappropriate banter – banter becomes inappropriate when it crosses a line and upsets someone – even if this is unintentional
Support the claimant - if you can , let them know that you saw what happened and you felt it was inappropriate Avoid the blame game - the intention should be to bring up the issue to help the person learn from their actions Create accountability - let the person know that you are happy to remind them and are open to giving feedback and support
For more information on inclusive meetings and calling out inappropriate behaviour, follow the Asite Link on the EDI page of the Intranet to read more
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