Inclusion Within Online Meetings

“Organisers should work towards creating an inclusive and accommodating environment for those who are invited to ensure that full equity is achieved.”

Online meetings are still a part of many nursing roles, but what diversity, equity and inclusion considerations and challenges need to be taken into account when conducting meetings online, and how can nurses work to implement these? Mental Health Nurse Chris is here to take us through the process.

Since the COVID-19 pandemic there has been a significant rise in the number of meetings taking place online. Prior to 2020, video technology was only used in exceptional circumstances, however it is now increasingly offered across healthcare in the assessment of patients, staff training and multidisciplinary team meetings.

Although there are obvious time and convenience benefits associated with virtual meetings, there are also several important considerations to take which relate towards diversity, equity and inclusion.

What Are The Diversity, Equity & Inclusion Issues Surrounding Online Meetings?

Nurses can experience fatigue from engaging in lengthy, back-to-back online meetings throughout the day. There is a pressure to be positioned in front of the screen and remain present, as well as an inherent difficulty in reading social cues within our digital colleagues. Participants can feel drained, exhausted and burned out after only one meeting, so it is important for consideration to be given towards individuals who may experience additional issues.

Neurodiversity, gender, physical health, mental health, disabilities, socioeconomic status, language, or membership of a traditionally marginalised group could all impact upon someone's ability to fully participate in an online meeting. Organisers should work towards creating an inclusive and accommodating environment for those who are invited to ensure that full equity is achieved.

Consideration should be given towards the different needs of these groups, and how these may impact on their experiences within the digital environment. For example, 15-20% of individuals have a form of neurodiversity, and these individuals may think, learn and respond differently in comparison to other participants. They could experience sensory overload and social anxiety within the (sometimes) unpredictable environment of an online meeting.

Furthermore, within previous research it has been identified that minority groups and women are more likely to have feelings of being shut out of meetings, and they can often be uncomfortable about speaking up. They are also more than twice as likely to be interrupted by their colleagues during group dialogue.

Individuals with physical or mental health issues may also experience similar issues and could feel unable to fully participate due to their condition and lack of confidence in raising this as a barrier to their inclusion.

If the diversity, equity and inclusion issues are not addressed within online meetings, there will be a power imbalance and lack of productivity as a consequence. Meetings will continue to be dominated by those who are at a hierarchical advantage, and the voices and vast wealth of experience within minority groups will remain unheard.

What Actions Can Be Taken To Improve DE&I?

There are several steps that nurses who organise meetings can take to improve diversity, equity and inclusion within virtual meetings:

Sharing Agendas In Advance

A simple action that can help to reduce anxiety about the unknown. Having clear guidance towards the expectations of participants (e.g. going into breakout rooms) can allow those with social anxiety to adequately prepare themselves prior to the session.

Providing this structure reduces the risk of any sudden changes and subsequent impact, especially that which may have a negative effect on neurodivergent participants.

Psychological Safety

Another important factor to take into consideration within the planning stage.

Psychological safety refers to an environment where team members feel able to speak out about questions, ideas, concerns or mistakes without being shamed by other team members. Research has shown that teams are more productive and have higher levels of satisfaction within their workplace where there is an increased feeling of psychological safety.

To promote this type of environment, at the beginning of the meeting facilitators should state that the contribution of each participant is valuable, and everyone is welcome to share their ideas. A respectful and kind space should be encouraged, as this will support each member of the meeting to actively join in.

Allow Participation In A Variety Of Ways

Organisers should recognise how technology can promote more equitable participation through eliminating the ability of an individual to use their physical presence to gain attention from others.

Digital meetings let everyone to be on the screen at the same time, with an option to participate verbally or in the message box. This allows those who lack in-person confidence to contribute and feel more able to join in.

Organisers should work towards creating an inclusive and accommodating environment for those who are invited to ensure that full equity is achieved.

Provide An Overview Of Technical Features

At the beginning of the meeting participants should be provided with an overview of the technical features of the platform to ensure that everyone is able to participate equally.

There are numerous devices used for online meetings, therefore it is important to ensure that everyone can access the necessary features for the meeting. Some individuals with disabilities may require extra software to ensure that they are able to fully participate.

Minimise Sensory Distractions

Sensory overload and unnecessary distractions can sometimes decrease the level of participation in some group members. Using neutral backgrounds on slides to minimise background interference and asking participants to remain on mute unless they are speaking can be particularly useful for neurodivergent group members.

Respect People’s Technical Boundaries

It is common for participants to use video during online meetings; however, it should be recognised that not everyone is comfortable with this or having their homes in the picture.

Furthermore, some individuals could have difficulty using the chat function and may not have confident grammar skills. When responding to questions, participants may not always be able to find the microphone button quickly and extra time should be provided to allow for this.

Participants may be mindful of not speaking over someone else or could take time to develop the confidence to step forward and speak.

Some Individuals May Need Extra Time & Preparation

Some individuals may experience difficulties in multi-tasking such as looking at the screen and using the keyboard, and therefore additional time or regular breaks may be required.

Some participants may also have different levels of reading and writing. To address this, materials should be offered in different formats in advance of the meeting to ensure equity amongst participants.

Digital meetings are here to stay as part of the model of hybrid working… However, nurses should take into consideration the diversity, equity and inclusion issues associated with undertaking meetings in this format.

Take Socioeconomic Circumstances Into Account

Organisers should also consider the differences in socioeconomic circumstances, which can result in a broad range of accessibility to resources, e.g., technology, private space and internet access. It should be ensured that all participants have the available tools to effectively attend the meeting.

Address Power Imbalances

Power imbalances can also be addressed in digital meetings through rotating the order of speakers, setting time limits for speaking, and giving the option to pass. This will provide an opportunity for all participants to have a voice.

Challenges Within Online Meetings

There will always be challenges within meetings taking place in the digital environment, and if any emerge, they should be acknowledged and worked through by the facilitator. A calm response to any issues should be modelled, and an acceptance of any technological or communication difficulties that arise should be provided.

Also, within virtual settings misunderstandings can often be exacerbated and conflict can be easier to ignore or dismiss. It is important to confront any difficult interactions as they occur to ensure they do not escalate further outside of the meeting.

Online Meetings Are Here To Stay

What has become clear since the end of the pandemic is that digital meetings are here to stay as part of the model of hybrid working. Nurses have adapted to these changes, and as technology improves and experience increases there have been less issues emerging in comparison to when they were first utilised in 2020.

However, the human element should not be ignored, and nurses should take into consideration the diversity, equity and inclusion issues associated with undertaking meetings in this format. This ensures that each member of the group can effectively participate. Furthermore, this will improve staff wellbeing and retention, and consequently, it will have a positive impact upon patient care.

Thank you for reading.

You can view more helpful articles on diversity, equity, and inclusion here.