Provide an Agenda and Materials in Advance
To ensure accessibility in meetings, it is essential to provide a clear agenda and any relevant materials well in advance. Having an agenda allows participants to understand the purpose and topics of discussion for the meeting. For recurring meetings, incorporating the agenda into the meeting name or description can provide clarity and expectation. By sharing the agenda ahead of time, participants can adequately prepare and make any necessary accommodations to actively engage in the meeting.
Additionally, providing attendees with copies of materials, such as presentations or documents, prior to the meeting or at the start of the meeting itself, promotes accessibility. Sharing materials in advance allows individuals with disabilities to use assistive technologies, such as screen readers, to access the content effectively. They can zoom in or adjust the format according to their needs, follow along at their own pace, take notes on a local copy, and avoid distractions caused by real-time presentations or technological glitches.
By sharing agendas and materials beforehand, you create a more inclusive environment where all participants have the opportunity to review and engage with the content in a manner that suits their accessibility preferences. This proactive approach empowers individuals with disabilities to fully participate and contribute to the meeting discussions, ensuring that everyone can actively engage and benefit from the meeting.
