5 Practical Tips to Ensure Inclusivity in Public Meetings

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As a city/county manager, clerk, PIO, or local government professional, your efforts to ensure that all voices are heard in public meetings can profoundly impact the community's trust in local government. Inclusivity isn't just a buzzword-it's a crucial component (if not the most crucial component!) of a thriving, democratic society. Here are five practical tips and strategies to ensure that your public meetings are accessible to and inclusive of everyone in your community.

1. Prioritize Accessible Meeting Spaces

Accessibility is fundamental to inclusivity. Truly accessible in-person meetings should be held in venues where the space itself welcomes everyone, regardless of their physical abilities or constraints. Accessibility considerations go beyond just meeting legal requirements; they're about ensuring that every person, whether they have mobility challenges, sensory impairments, or other disabilities, can participate fully in the democratic process.

How to Implement

Venue Compliance. Choose meeting venues that are fully accessible to individuals with disabilities. Ensure that pathways, entrances, seating, and restrooms are accessible to all.

Hybrid Meetings. Offer the option for virtual attendance with a public sector meeting management software. This can make attendance possible for citizens who would not otherwise be able to attend due to scheduling conflicts, transportation constraints, and other common barriers.

For more in-depth insights on accessibility and how to enhance your public meetings, check out our more resources on creating accessible public meetings.

2. Simplify Communication

Clear communication ensures transparency and fosters public trust. Public meetings are a forum for dialogue, but if the language used is inaccessible or overly complex, many participants may feel left out. Ensuring that what is being discussed is clear and accessible means considering the diverse needs of your audience, from language barriers to different levels of familiarity with governmental processes.

How to Implement

Language Accessibility. Provide translation and interpretation services where necessary. Offer materials and live interpretation in all of the languages commonly spoken in your community.

Plain Language Use. Avoid bureaucratic jargon and legalese in all meeting materials and presentations wherever possible. Use plain, straightforward language that can be easily understood by everyone. Creating a glossary of common terms used in public meetings or local government in general can also help demystify the discussion for participants.

Closed Captioning. Use live-streaming tools that have built-in closed-captioning capabilities. This is a simple way to make sure the discussions themselves are accessible to everyone. Meeting management software often includes this capability.

Explore more ways to foster clear communication in public meetings by visiting our blog.

3. Cultivate a Welcoming Environment

The atmosphere you create in a public meeting can significantly impact whether participants feel valued and comfortable expressing their views. An inclusive meeting isn't just about who is in the room; it's about how those people feel while they're there. A welcoming environment encourages participation and helps attendees feel that their presence and opinions matter. From the moment people walk in, the tone you set can either encourage open dialogue or discourage it, so it's essential to create an environment where everyone feels at ease.

How to Implement

Warm Reception. Designate staff or volunteers to welcome attendees at the door, offering assistance and answering any questions they might have. A friendly greeting can set a positive tone for the meeting, and it can make people more comfortable and prepared to participate.

Inclusive Meeting Practices. Start meetings with a brief explanation of the process, emphasizing that all viewpoints are welcome. Establish clear guidelines for respectful discourse to make sure all participants feel safe and supported in voicing their opinions.

4. Engage Underrepresented Groups

Some groups may feel disconnected from or overlooked in public meetings. Active engagement is necessary to bring these voices into the conversation. Often, certain community members are less likely to participate in public meetings because they feel their voices aren't valued or because they face barriers that prevent them from attending. To ensure true inclusivity, it's not enough to merely open the doors; you need to actively bring people in, especially those who have historically been underrepresented or marginalized in public forums.

How to Implement

Targeted Outreach. Consider which groups may be underrepresented in your community, and plan public outreach that is targeted directly to them. Partner with community organizations and leaders who can help you connect with these groups and encourage their participation.

Community Liaisons. Appoint community liaisons who can act as bridges between the local government and these underrepresented groups. These liaisons can offer insights into the specific needs and concerns of these communities, helping to shape more inclusive agendas. They can also directly encourage more participation from the groups they represent, who might feel more comfortable listening to a familiar or trusted person.

5. Seek and Act on Feedback

Regular feedback helps you to continuously optimize your accessibility and inclusivity efforts. By continuously seeking input from your community, you can make meaningful improvements to your public meetings. No meeting is ever perfect, and the needs of your community will change over time. Seeking feedback not only helps you identify areas where you can improve but also demonstrates to the community that you are committed to listening and adapting.

How to Implement

Gather Feedback. Distribute surveys after meetings to gather feedback on inclusivity. Ask participants about their experience regarding accessibility, communication, and overall comfort. Include an open-ended space where participants can make suggestions you may not have even thought of before.

Launch Focus Groups. Hold focus groups with members of underrepresented communities to explore their experiences with public meetings in greater depth. Use these sessions to gather insights that can inform future inclusivity efforts.

Transparency and Accountability. Share the feedback you receive with the public, and clearly outline the steps you'll take to address any issues. This transparency fosters trust and demonstrates your commitment to creating more inclusive public meetings.

Inclusivity in public meetings is essential for a healthy democratic process. By implementing these tips, you can create an environment where every voice is heard. For more insights on how to enhance your public meetings, be sure to explore our blog where we discuss various strategies, tools, and best practices for modernizing public governance.

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