Creating Equitable and Inclusive Meetings: A Guide for Nonprofits

At Park City Community Foundation, we’ve found that equitable facilitation is key to fostering inclusive and collaborative environments where every voice is heard and valued. Meetings play a crucial role in our work, and by adopting thoughtful practices, we can create spaces that truly reflect our commitment to diversity, equity, and inclusion. Here’s a look at some approaches that have worked well for us, which might inspire your own organization’s meetings.

Thoughtful Planning and Preparation

It all starts with a bit of planning. Before the meeting even begins, there’s a chance to set a welcoming tone. A few days or weeks before the meeting, it can be beneficial to offer an informal social gathering for meeting attendees. This gives them the opportunity to develop personal relationships before the work begins. Defining the meeting’s goals and making sure you have diverse voices at the table can make a big difference. Sending out invitations early, especially to those who might not typically be involved, allows people to plan ahead and come prepared, contributing to more engaged and productive discussions.

Accessibility is another important piece. Whether it’s choosing a location that everyone can access easily or providing accommodations like translation services or closed captioning, these efforts can help everyone feel more comfortable and able to participate. Offering meals and childcare at in-person meetings can also be a thoughtful way to support attendees and help them focus on the conversation.

Meeting timing can sometimes be a barrier, so considering the needs of your participants—like avoiding early mornings, late evenings, or mealtimes—can be helpful. Sharing an agenda ahead of time allows participants to prepare and ensures that everyone knows what to expect.

Creating an Inclusive Meeting Space

Once the meeting begins, creating a welcoming and inclusive environment can set a positive tone. Starting with introductions, including sharing names and pronouns, can help everyone feel seen and respected. A quick icebreaker can also be a fun way to get people talking and break down any initial barriers.

Starting on time shows respect for everyone’s schedule, and reviewing the meeting’s objectives and agenda at the outset can keep things on track. It can also be helpful to clarify roles, like who’s facilitating or taking notes, so everyone knows their part in making the meeting run smoothly.

Encouraging participation from all attendees is another way to foster inclusivity. Using techniques like open-ended questions or round-robin sharing can help ensure everyone has a chance to contribute. If some voices are quieter, gentle prompts can bring those perspectives into the conversation. Differences of opinion are natural, and reframing conflicts as opportunities to learn from each other can turn those moments into strengths.

Also, paying attention to how we feel physically during meetings can be an important aspect of maintaining a productive atmosphere. Encouraging participants to take breaks when needed can help keep everyone comfortable and focused.

Following Up and Reflecting

After the meeting, a little follow-up can go a long way in keeping the momentum going. Sending out minutes and action items promptly helps reinforce what was discussed and what the next steps are. Gathering feedback on how the meeting went can provide valuable insights into what worked and what could be improved.

Before wrapping up, it’s also helpful to revisit the meeting agreements to reaffirm the group’s commitment to respectful and collaborative discussions. Reflecting on the inclusivity and effectiveness of each meeting—and being open to making adjustments—can help your facilitation practices evolve and improve over time.

In Closing

Creating equitable and inclusive meetings isn’t just about checking boxes—it’s about building spaces where everyone feels valued and heard. By taking these small but meaningful steps, your nonprofit can foster more engaged and productive discussions that reflect the diverse voices of your community. We hope these insights inspire you as much as they’ve inspired us. Together, we can make our meetings—and our communities—more inclusive and welcoming for all.