How to run accessible and inclusive online meetings

Offer captions and clear audio

Live captions help people who are deaf or hard of hearing, non-native speakers, and anyone in a noisy environment. Enable captions where available and speak clearly at a steady pace.

Clear audio benefits everyone. A good microphone and a quiet space make your words easier to follow for all participants, whatever their hearing.

Make visuals easy to read

Use large, high-contrast text on slides and avoid cramming too much onto a single screen. Describe key visuals out loud so people who cannot see them clearly — or who are joining by audio — still follow along.

Give everyone a way to participate

Offer more than one way to contribute. Some people speak up readily; others prefer chat, polls, or Q&A. Providing multiple channels lets everyone engage in the way that works best for them.

Build in short pauses so people have time to think, type, or unmute before you move on.

Share materials in advance and after

Sending an agenda and any slides beforehand helps people prepare, and sharing a recording or summary afterward supports those who need to revisit content or who could not attend live. This flexibility is a core part of inclusion.

Respect different connections and devices

Not everyone has fast internet or a large screen. Keep the essential experience simple, make joining easy from any device, and avoid requiring features that only work on high-end setups. A low-friction join respects every participant.

Set an inclusive tone

Inclusion is also about how you run the room. Start by welcoming everyone, explain how to participate, invite quieter voices, and be patient with questions. A warm, clear host makes people feel safe to engage.