Let’s enhance meeting productivity for all attendees! Whether you are hosting a departmental meeting, conducting a 1:1 check-in, or moderating a large-scale event,  the organization and execution of that meeting impacts everyone’s ability to engage meaningfully. Attendees with hearing or vision impairments, audio processing differences, or utilizing assistive technology will benefit if you can reduce barriers that impact their ability to participate. 

Here are 3 tips to ensure your synchronous meetings are accessible. Applicable to both in-person meetings and virtual sessions, these tips focus on UMBC’s primary platforms: Google Meet, Microsoft Teams, and Webex.

1. Coordinate and Share Materials

All information should be easy to perceive and navigate throughout the entire meeting.

• Pre-Meeting: Provide agendas and supporting files at least 24 hours beforehand to accommodate screen reader users and those who desire or require ample time to prepare.  Use your calendar description to include or share text-based agendas and favor structured documents over PDFs.

• During the Meeting: Ensure text is at least 18 pt (sans serif) for clarity across devices. Narrate visual elements -- like describing specific data points on a chart -- rather than just reading text. Encourage participants to share their screens during collaborative work, if appropriate, for improved compatibility with assistive software.

• Post-Meeting: Provide notes in structured formats rather than long-form, dense and possibly inaccessible emails. Review and fix errors in automated transcripts or captions before distributing recordings. Clearly define and label all deadlines and action items.

2. Use Real-Time Captioning

Providing a visual representation of speech is a fundamental accommodation.

Providing real-time captions allows a diverse range of participants to engage in the meeting meaningfully. While live text displays are essential for individuals who are deaf or hard of hearing, they also offer vital support for non-native speakers, those in high-noise environments, and attendees who utilize visual reinforcement to process information more effectively.

• Google Meet: Toggle the Captions feature in settings for immediate text display.

• Microsoft Teams: Enable live captions via Language and speech in the ellipsis menu.

• Webex: Use the Accessibility or Closed captions options. CART integration is available for professional transcription needs. (You may apply through Accommodations – Office of Student Disability Services ) 

3. Enhance Audio Quality

Using clear audio helps generate reliable transcripts.

• Prioritize Quality: Use a headset or external microphone instead of built-in speakers for better speech recognition and transcription accuracy. Follow microphone etiquette by muting yourself when not speaking to reduce noise that will hinder captioning.

• Control Speaking Order: Speak clearly and at a moderate pace, ensuring only one person speaks at a time. Overlapping speech confuses transcription engines and makes it difficult for participants using hearing aids to follow.

• Optimize Your Space: In hyflex environments, utilize the installed room microphones and speakers rather than your laptop’s built-in audio. These integrated systems are designed to pick up voices from across the room, ensuring that remote participants can clearly hear in-person contributions. Remember to face the audience to provide essential visual cues for lip-readers.

Accessible meetings take a little more time and intention to plan, yet you can create and facilitate a more equitable meeting where everyone can engage and contribute their full potential.