Five Tips for Accessible Meetings

June 5, 2026

“Accessible meeting practices have made a huge difference for me. Receiving the agenda in advance helps me prepare and participate more confidently, and having different ways to contribute means I can engage in the way that works best for me. Built-in pauses and clear follow-ups also make it easier to process information and stay involved in discussions. These practices make meetings feel more inclusive, accessible, and productive for everyone.” - Nettie Wong, Manager of Academic Supports and Initiatives, NorQuest College

Five Tips

1. Share a clear agenda in advance of the meeting
   • Include in the agenda:
     • Participants’ names, roles, pronouns, and name pronunciation
     • Discussion items with estimated time for each
     • Which items are for information and which require input
     • Links to relevant visuals and documents
   • Consider how much review and preparation is required when deciding when to send the agenda
2. Use plain language
   • Avoid complex terms, jargon, and acronyms that may cause confusion
   • Briefly explain concepts that may not be universally known or understood
3. Support multiple means of participation
   • Support diverse, real-time participation options such as typing in the chat, using the microphone, responding with emojis and other reactions
   • Facilitate structured turn-taking via round robin discussions
   • Support small group discussion opportunities by using breakout rooms
   • Invite asynchronous input using shared documents and by inviting post-meeting contributions
4. Build in pauses and think time
   • Integrate intentional pauses for information processing, reflection, idea generation, problem-solving, etc.
   • Avoid expecting people to read, listen and respond at the same time
   • Make space for individual silent reflection and brainstorming
5. Be transparent about recording and share follow-ups
   • If recording a virtual meeting, inform participants in advance
   • Provide captions or transcripts whenever possible
   • After the meeting, share a brief summary of key points, decisions, and action items

How This Helps

• Improves clarity and readiness: Agendas and plain language help participants understand and engage
• Supports inclusive participation: Multiple ways to contribute and built-in pauses accommodate diverse needs
• Enhances accessibility and follow-through: Transparent recording and summaries keep information accessible and reduce barriers

Learn More

• How to conduct accessible virtual meetings | Toronto Metropolitan University
• Meeting everyone’s needs: Tips for creating accessible and inclusive meetings | Rick Hansen Foundation
• Best Practices for inclusive and accessible meetings | University of British Columbia

Put accessibility into action by testing one new meeting practice with your team this week. Stay tuned for tomorrow’s tips for accessible presentations, which may go hand in hand with accessible meetings!