: 7 Ways to Boost Inclusion in Your Work Culture

Meetings are a key part of collaboration at work. They provide opportunities for teams to align, make decisions, and move projects forward. However, traditional meetings often end up being uninclusive, with certain voices dominating while others feel unable to contribute.

Inclusive meetings encourage participation from all team members, valuing everyone's perspectives and ideas. They help create a workplace culture where employees feel respected, heard, and engaged.

The goal of this article is to provide tips for creating more inclusive meetings at your organization. By intentionally designing meetings to be participatory, you can help make your company culture more equitable and empowering for all. Read on for 7 tips to make your meetings more inclusive.

##Explain what inclusive meetings are

Inclusive meetings actively create an environment where everyone can contribute equally. They go beyond just allowing diverse attendees by taking steps to encourage participation from all.

Inclusive meetings value input from all participants, not just the loudest voices in the room. They make space for different perspectives and ideas to be heard, rather than let a few dominate the conversation. An inclusive meeting culture lets everyone share their viewpoint without fear of judgment.  

For a meeting to be truly inclusive, everyone should feel comfortable to speak up when they have something to add. Participants shouldn't feel pressured to conform to the majority opinion if they have a differing take. It's important that all attendees feel their perspective is valued, rather than marginalized.

The goal of an inclusive meeting is to spur the free exchange of thoughts and draw out innovative solutions. By giving equal voice to all collaborators, companies can tap into the full breadth of talent and diversity of their workforce.

Ask for pronouns and preferred names

To create a more inclusive environment, make it a regular practice to have meeting participants share their pronouns and preferred names if they wish.

You can open the meeting by saying:

"Before we begin, I'd like to invite everyone to share their pronouns and any preferred names or nicknames they'd like us to use during our time together."

This simple act helps normalize sharing pronouns and creates space for people to self-identify in a way that feels comfortable and affirming. It sends the message that you care about referring to people correctly.

Some may choose to just provide a name, while others may share gender pronouns (she/her, he/him, they/them etc). Making assumptions can exclude people, so let participants decide what they want to share.  

Don't require everyone to state pronouns or put people on the spot. Keep it voluntary by asking participants to share only if they want to. The goal is to create a welcoming environment where people feel seen and accepted.

Using someone's correct pronouns and preferred name shows respect and demonstrates your commitment to an inclusive culture. Taking time for introductions at the start of meetings is a small but meaningful way to put this into practice.

Establish group agreements

Creating group agreements can help foster an inclusive environment during meetings. Start each meeting by taking a few minutes to establish some shared guidelines for how people should interact. Some potential group agreements include:

• Listen respectfully when others are speaking. Don't interrupt or talk over people.
• Make space for all voices and opinions to be heard. Avoid dominating the conversation.
• Speak from your own experience instead of generalizing ("I" instead of "they", "we", etc).
• Avoid judgmental or accusatory language. Critique ideas, not people.
• Treat all questions with respect. There are no "stupid" questions.
• What is said in the room, stays in the room. Maintain confidentiality of what is shared.
• Give trigger warnings before discussing anything potentially troubling or traumatic.  
• Don't be afraid to respectfully challenge each other by asking questions, but refrain from personal attacks.
• Provide concrete examples and evidence to support your perspectives, not just opinions.
• Be conscious of body language and nonverbal responses. Don't roll your eyes, sigh loudly, etc.
• If you say something hurtful, apologize sincerely and don't be defensive.

By taking a few minutes to co-create these group agreements, you set clear expectations for respectful dialogue. This helps ensure everyone has a chance to participate fully. Check in throughout the meeting to see if the agreements are being upheld.

Limit interruptions

It's important to allow each person time to finish their thoughts without being interrupted. Interruptions can make some participants feel dismissed or like their perspectives don't matter.  

To limit interruptions:

• Refrain from cutting people off or talking over them, even if you’re excited to share your own perspective. Wait for an appropriate opening.
• After someone finishes speaking, pause for a couple seconds before jumping in. This allows time for others to add thoughts and prevents accidentally interrupting someone gathering their ideas.
• If you catch yourself unintentionally interrupting, apologize and let the original speaker continue. Say something like “Sorry for jumping in, please go ahead.”  
• If someone gets interrupted frequently, try restating their point after the interruption to bring the focus back. For example: “As Jamie was saying about the new proposal idea...”
• When there are passionate exchanges with lots of energy, suggest taking a pause to let each person collect their thoughts before continuing the discussion.
• If one or two people dominate the conversation, consider using a speaking order or passing an object to signify whose turn it is.
• Gently remind others not to interrupt if it continues happening. Or establish a rule that side conversations must end when someone is speaking to the full group.

Making space for people to express themselves without constant interruptions goes a long way in creating an inclusive environment where all voices are valued. Participants will feel more heard, respected and engaged.

Balance speaking time

Inclusive meetings provide opportunities for all attendees to contribute and feel heard. However, meetings often end up dominated by a few vocal participants. As the meeting organizer or facilitator, make an effort to monitor who is dominating the conversation and actively solicit input from quieter members.

There are a few techniques you can use to balance speaking time:

• Go around the room and have each person speak briefly on the current topic. This ensures everyone's voice is heard.
• Use a "step up, step back" approach - if someone has spoken a lot, ask them to pause and let others speak. You can say something like "Let's hear from someone who hasn't had a chance to speak yet."
• Direct questions specifically to quieter attendees to draw them into the discussion. Ask them open-ended questions that allow them to provide their thoughts and perspectives.
• Use alternative discussion formats like brainstorming in pairs or small groups, then have people report back. Breakout discussions can make it easier for introverts or reluctant speakers to share their ideas.
• Monitor the impact of interruptions. If some attendees are frequently interrupting others, gently remind the group to allow each speaker to finish before responding.

Balancing speaking time takes some skill and effort, but it's essential for making meetings inclusive. Keep working at it, and people will become more comfortable contributing. The result will be richer discussions and better outcomes.

Avoid exclusionary language

When meeting attendees use language that excludes people or prevents understanding, it can make group members feel isolated or left out. We all have biases, and it's important to be mindful of how our language choices may negatively impact others.

Some ways to avoid exclusionary language in meetings include:

• Be mindful of jargon, slang, metaphors or idioms that not everyone may understand. For example, sports terms or pop culture references could confuse colleagues from different backgrounds.
• Take a moment to define any acronyms, technical terms or industry lingo. Even common terms within your company may be unfamiliar to new hires or guests.
• Clarify any pronouns when referring to individuals. Don't make assumptions about gender identity or pronouns.
• Watch for insensitive remarks, even if they seem minor. Small comments can collectively create an unwelcoming environment.
• Intervene respectfully if you notice problematic language from others. You could say, "I'm not sure everyone is familiar with that phrase" or "Let's use more inclusive language."

Making meeting language inclusive takes regular effort, but it's essential for an equitable environment. When everyone feels comfortable and respected, they can fully participate. Evaluate your own vocabulary, and lead by example in choosing thoughtful, welcoming words.

Ask for feedback regularly

Getting feedback is critical for improving meeting inclusiveness over time. Don't assume things are working well - ask directly.

You can check in during the meeting by asking questions like:

• How is the discussion going for everyone so far?
• Does anyone feel like they haven't had a chance to speak up yet?
• Are there any concerns with how the meeting is structured?

It's also important to have a debrief after the meeting where people can share candid thoughts on what went well and what needs improvement. Send out a quick anonymous survey or have a group discussion. Questions to ask:

• On a scale of 1-5, how inclusive did you find this meeting?
• Did you feel able to fully participate? If not, what held you back?
• Was the speaking time balanced appropriately?
• How could we improve for next time?

Make it clear that all feedback is welcome and will be taken seriously. Review the results as a team and agree on changes to implement for the next meeting.

Continuously gathering input and making adjustments ensures your meetings evolve into spaces where everyone can feel comfortable to engage authentically. Don't be afraid to change things that aren't working.

Provide multiple ways to contribute

Not everyone feels comfortable speaking up in meetings. Provide alternative ways for people to share their thoughts and feedback.

• Allow anonymous comments in the chat if someone doesn't want to speak up. Make sure to read these comments out loud so they are heard.
• Send out an anonymized survey after the meeting to collect honest input. Poll people on what went well and what could be improved.
• Consider using collaborative docs or jamboards so people can add ideas asynchronously during and after discussions.
• For sensitive topics, have people submit questions or comments anonymously in advance. This gives everyone a chance to participate.
• If you notice certain voices dominating, directly invite others to chime in: "Let's hear from someone who hasn't had a chance to speak yet."

Providing multiple participation options beyond just speaking up ensures more people feel included and able to contribute meaningfully. Quieter voices still offer valuable perspectives that deserve to be heard.

Lead by example

As the meeting facilitator, you set the tone and standard for inclusivity that others will follow. Model the kind of inclusive behavior you want to see from all participants. Some examples include:

• Use inclusive language yourself, like "folks" instead of "guys." Avoid idioms or cultural references that not everyone may be familiar with.
• Give your own pronouns when introducing yourself, even if they align with your perceived gender. This encourages others to share their pronouns.
• Monitor your own speaking time and impulses to interrupt. Be mindful not to monopolize the conversation.
• Solicit input from quieter team members directly. Don't just rely on those who regularly speak up.
• Thank participants who share feedback and ideas. This positive reinforcement will make them more likely to contribute again.
• Admit when you need to learn more about an issue or topic raised. Model openness to new perspectives and information.
• If you catch yourself making a mistake, apologize sincerely and commit to doing better going forward.
• Check in with yourself periodically on remaining inclusive, just as you would check in with the group.

Keeping these tips in mind as you facilitate makes it more likely your team will emulate your inclusive actions. Lead meetings in a way that sets an example of allyship and respect for all. This creates a space where people feel valued, heard, and motivated to participate fully.

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