Delivered in partnership with Nora Sheffe, Sheffe Consulting. Shared with permission.

Meetings are more than just about disseminating information; they're about fostering connections and creating a welcoming environment where everyone feels valued and included. Whether you're hosting a meeting with your immediate team, a board or directors, or a newly formed committee, these strategies will help you cultivate a sense of warmth and belonging, setting the stage for productive and meaningful interactions.

Connect Before Content - Start your meeting with a brief activity to break the ice and build rapport among participants. Consider sharing personal anecdotes or memories to create a sense of camaraderie before diving into the agenda. Try getting the group to start by sharing their favourite sport memory from childhood. It doesn’t need to be connected to the meeting content! Simply taking a moment to connect on a human level can set a positive tone for the rest of the meeting. (Thanks, Chad Littlefield, for this concept!)
Consider Sharing a Commitment to Reconciliation - Acknowledge the importance of reconciliation and inclusivity in your meeting space. Whether it's through a heartfelt statement or a land acknowledgment, take the time to respectfully address historical and cultural considerations. Avoid generic statements and instead strive for authenticity and sincerity. Only reading a canned statement is sure to make participants cringe. Check out Native Land as a starting point.
Respect Pronouns - In virtual meetings, encourage participants to add pronouns to their display names, creating a more inclusive environment for all attendees. If you’re leading a meeting, consider including your own pronouns in your introduction.
Use Name Tags - Enhance connections and facilitate networking by providing name tags for in-person meetings. In virtual settings, encourage participants to utilize the "rename" feature to display their names. Consistently using names fosters familiarity and community within the group.
Strategic Seating Plans - Consider the dynamics of your group and whether seating plans would enhance participation and connection. Of course, this depends on the nature of the meeting, the participants' familiarity with one another, etc. Even at a staff meeting where everyone knows each other, this can still help build connections across departments. Mix things up!
Build a “Cheat Sheet” with Names - Build a cheat sheet or checklist to help you remember participants' names and contributions. This ensures that everyone is included in the discussion and helps prevent certain voices from dominating the conversation. Who hasn’t said anything? Who is taking up all of the airtime?
Invite More People to Contribute - Create a space where everyone feels empowered to share their thoughts and ideas. Use inclusive language and actively invite participation from individuals who may be less vocal. Enrich the discussion using simple prompts like, “Let’s hear from someone who hasn’t jumped in yet” or “We have time for one or two more new voices.”
Manage The Report Back - Ensure equitable participation by managing the process of reporting back from group activities. Prevent individuals from monopolizing the conversation and give everyone a fair opportunity to contribute. Try giving people a heads-up before they’re called on. Say, “Next we’ll hear from Jane with Ben on deck.”
Consider Diverse Needs - Take into account the diverse needs of your participants and make accommodations to ensure inclusivity. Provide examples that represent diverse groups, make physical adjustments to accommodate mobility issues, and strive to create an environment that is accessible to all.
Establish Ground Rules - Set clear expectations for respectful and productive communication by proposing agreements at the beginning of the meeting. Create a visual representation, such as a flip chart or slide template, to reinforce these agreements throughout the session. By collectively establishing ground rules, you create a shared understanding of how to interact and collaborate effectively.

By implementing these strategies, you can create a welcoming and inclusive atmosphere in your meetings, where all participants feel valued, respected, and empowered to contribute. Building connections and fostering a sense of belonging not only enhances the meeting experience but also lays the foundation for collaboration and innovation. Here's to creating meetings where everyone feels welcome and heard!

10 Tips to Make Meetings Welcoming

commitment to reconciliation, equity & Inclusion ♡