Accessible Meetings
Inclusion starts with how we communicate.
Meetings are the heartbeat of collaboration. If they aren’t accessible, we exclude team members from decision-making and participation. Whether remote, hybrid, or in-person, small adjustments to your meeting etiquette can make a massive difference for colleagues with hearing, vision, or cognitive disabilities.
The 3 Phases of an Inclusive Meeting
Before
Send materials ahead. Share agendas and slide decks at least 24 hours in advance. This allows users with cognitive disabilities or screen readers to review content at their own pace.
During
Describe visuals. "As you can see here..." is not helpful. Instead, say "This chart shows a 20% growth in Q4." Always enable live captions.
After
Share the record. Send out a recap, the recording, and the transcript. This helps everyone, not just those with disabilities, to recall action items.
Share agendas, notes, and decisions in accessible formats after meetings.
Meeting Host Checklist
Run through this list before you hit “Start”.
Captions
Is live captioning enabled? (Teams/Zoom)
Lighting
Is your face well-lit for lip readers?
Audio
Are you using a headset for clear audio?
One at a time
Don’t talk over others; it breaks captions
Identify Yourself
This is [Name] speaking…” (crucial for blind users)
Breaks
Schedule 5-min breaks for meetings > 1 hour
Tools & Resources
Teams Captioning Guide
How to enable and pin live captions for all participants in Microsoft Teams
Accessible Slide Decks
How to create PowerPoint slides with proper reading order, high contrast, and alt text
Remote Work Policy
Best practices for hybrid teams ensuring remote participants are included equally
