One of the best results of remote meetings is inclusivity. The Oxford Dictionary defines inclusivity as “the practice or policy of providing equal access to opportunities and resources for people who might otherwise be excluded or marginalized.” Remote meetings have less constraints; they connect employees in different time zones, as well as offer a variety of ways for participation. The most important aspect to make a remote meeting more inclusive is structure. Many remote meetings are dominated by one or two extroverts. But, in a remote meeting, managers have an opportunity to encourage more people to contribute and be heard.

Create an agenda

The agenda should outline the topics to be discussed and time limits for each item. This way discussion will remain focused and on point.

Send the agenda out in advance

This way employees can be prepared to speak about any items they are expected to contribute to. No surprises.

Decide how people will take turns speaking

Think of the employees who are coming to the meeting and ask yourself what the best style of discussion would be. Is it a group that knows how to share airspace and not talk over each other? Or would it be better to take turns or use the raise hand feature?

Check the limitations of the software

Look at the features of the meeting platform your organization uses. Does it have closed captioning? Finding where all the controls for features before the meeting starts saves time.

Act as facilitator

Allow time for others to speak. If as team leader you notice only one or two people speaking up throughout the meeting, consider calling on people individually to ask if they have any comments they would like to add.

Use the chat function

Some employees might be more comfortable speaking up in the chat. But before the meeting, decide how to structure the chat. If people use it for side conversations it can become distracting. On the other hand, if people use it to submit comments about the discussion at hand, it will become a useful record.

Keep meeting notes

Even if your organization does not require you to have official meeting minutes, keep informal copies of the discussions. It can be helpful for anyone who was unable to attend.

Send follow up emails

This can open up communication with employees who were not comfortable speaking at the meeting, especially about sensitive topics.

Ask for feedback

Query your coworkers and ask if there is any way to make meetings more inclusive. They might have a communication need they were afraid to mention.

Remain flexible

Not all remote meetings will go well. Learn to identify if it was the result of poor planning or if it was just one of those days. If it was planning or structure, then revise for the next meeting and see if it runs smoother.

Meetings whether in-person, remote, or hybrid will always be challenging, because they bring together groups of people who will not share the same opinions and agree all the time. This is a good thing. Research has shown that diversity in participation leads to a higher quality of decision making. Creating a safe place for people to share differing opinions and experiences is key to an inclusive environment. Facilitators can role model inclusive language, active listening, and show zero-tolerance for bullying tactics. In this way team members can feel more comfortable in meetings and know that what they share will be respected.