MACS - Inclusive communication guide
Inclusive online meeting, events and presentations
Before the meeting
- Plan events, meetings and presentations with inclusion in mind:
View Online Meeting Checklist Inclusion Scotland
- For online and special events check accessibility requirements in advance with attendees and take reasonable steps to make adjustments:
- A Deaf person may require a BSL interpreter or captioning
- Check hearing loops for those using hearing aids
- Book accessible venue eg. can accommodate wheelchair users
- Circulate instructions, agendas and papers well in advance: let attendees know what they will be doing and what is required of them (additional time to review documents for those using assistive technologies)
- Ensure documents are accessible, provide digital, printed and alternative formats (Plain text, large print, Braille)
- Ensure polling and group exercises are inclusive, use familiar online platforms and accessible participation tools (provide alternatives)
During the meeting
- Speak slowly and clearly, face the front (supports with lip reading and interpreting facial expressions)
- Describe visual aids and read out important text on slides, eg. flowcharts (supports blind and dyslexic attendees)
- Limit information to 5 bullet points per slide, use images for complex concepts (supports attendees with dyslexia and learning disabilities)
- Identify yourself when speaking, don’t speak over one another, online meetings in particular eg. ‘This is Jane from the Bus policy team, I wanted to add…’ (clarifies speaking order for blind and autistic attendees)
- Encourage all forms of participation: verbal and written eg. use meeting chat or allow contributions before meeting and build into standing agenda (helps with anxiety and attention difficulties)
- Take comfort breaks and allow time for responses ‘I will give the room a few seconds to think’ (helps with video/audio delays, time for information processing and limiting over exhaustion with chronic illnesses)
- Active listening and feedback to presenters: pay attention to signals from your body language, give clear visual/auditory cues in online meetings
- Limit light and noise disruptions: glare prevents lip reading, disrupts concentration for those with sensory difficulties
Resources
- Accessible communication formats - GOV.UK (www.gov.uk)
- Inclusive language: words to use and avoid when writing about disability - GOV.UK (www.gov.uk)
- Online Meeting Checklist Inclusion Scotland