Before the meeting
Share the purpose and agenda in advance. Make the invitation clear about participation options and give people a private route to request access needs.
- Ask whether the meeting is necessary and who needs to be involved.
- Provide materials in readable, accessible formats.
- Allow preparation time and asynchronous input.
- Check captions, physical access, and time-zone constraints.
During the meeting
Explain how people can contribute. Leave pauses, invite written input, and avoid assuming that the quickest or loudest response represents the group. Ask for consent before recording.
After the meeting
Share decisions, owners, and open questions. Offer a way to flag something that was missed. Review whose input influenced the outcome, not simply who attended.