5 Steps to Make Virtual Meetings More Inclusive

Bridgette Hamstead

Virtual meetings have become a key part of how we connect, collaborate, and communicate. At Fish in a Tree, we host a wide range of virtual programming designed to be "unmasked" and "come as you are," meaning that neurodivergent individuals can show up authentically—no need to hide, mask, or conform to neurotypical standards. Whether you're organizing a team meeting, a community gathering, or a workshop, making virtual spaces more inclusive benefits everyone. Here's how you can do it:

1. Provide Clear and Detailed Communication Ahead of Time

Uncertainty can be a barrier for many people, especially those who are neurodivergent. Before your meeting, share detailed information about what to expect, including:

• The agenda or meeting outline.

• Logistical details like start time, end time, and whether the meeting will be recorded.

• Instructions for accessing the platform and any features (e.g., breakout rooms, chat options).

You might also include whether it's okay for participants to keep their cameras off, or use the chat instead of speaking. This small step allows participants to prepare mentally and feel more in control.

2. Embrace "Come as You Are" Policies

In many virtual spaces, there’s an unspoken expectation to perform or mask (hiding one’s neurodivergent traits to appear more neurotypical). Inclusive meetings create a space where participants feel comfortable just being themselves. You can model this by:

• Explicitly stating that participants can have cameras on or off, use alternative communication methods (like the chat), or engage in ways that feel best for them.

• Normalizing fidgeting, stimming, or multitasking. (For example, say: "Feel free to move around, doodle, or do what helps you focus.")

• Allowing flexible participation—people can join late, leave early, or step away without fear of judgment.

At Fish in a Tree, we always tell participants, "You’re welcome to show up exactly as you are—this is your space."

3. Make Sensory and Cognitive Accessibility a Priority

Virtual meetings can be overwhelming for people with sensory sensitivities or cognitive processing differences. These adjustments can make a world of difference:

• Minimize visual clutter: Encourage simple, clear virtual backgrounds to reduce distraction.

• Offer closed captions: Many platforms (like Zoom) have built-in captioning options, which are helpful for people with auditory processing challenges or hearing impairments.

• Use plain language: Avoid jargon or overly complex phrasing, and repeat key points for clarity.

• Pace yourself: Speak slowly and pause regularly to allow participants time to process and respond.

Creating a sensory-friendly environment fosters a calmer, more inclusive experience for everyone.

4. Build in Structured Flexibility

Neurodivergent participants often thrive when there’s a balance between structure and flexibility. Here’s how you can design your meeting with both in mind:

• Start with a brief orientation or overview to help everyone settle in.

• Incorporate breaks, even if the meeting is short—5 minutes to stretch or breathe can be a game-changer.

• Use visual timers or share updates on time remaining to help participants stay grounded.

At Fish in a Tree, we’ve found that scheduled "body breaks" during virtual programs not only enhance engagement but also encourage participants to prioritize their own comfort.

5. Invite Feedback and Honor Boundaries

Inclusion is a journey, and what works for one group may not work for another. Invite participants to share feedback on how the meeting can be improved, and be open to suggestions for greater accessibility. Additionally:

• Respect boundaries by avoiding forced participation (e.g., requiring someone to speak or turn on their camera).

• Let people opt out of certain activities or leave discussions if needed.

When participants feel like their needs and voices are valued, they’re more likely to engage and feel safe in the space.

Final Thoughts

At Fish in a Tree, our virtual programming is rooted in the belief that people should be able to show up as their true selves. By providing detailed communication, embracing "come as you are" policies, making sensory accommodations, structuring flexibility, and honoring feedback, you can create virtual spaces that are welcoming and empowering for everyone.

Inclusion isn’t just about ticking boxes—it’s about fostering genuine belonging. Try these tips at your next meeting, and see how a few intentional changes can make a big difference.