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Inclusive Meetings and Events: Create More Engaging
Online Experiences with Microsoft Teams
MICROSOFT 365 VIRTUAL MARATHON 2022 MAY, 4 – 6, 2022
REBECCA JACKSON
AVANADE
@RebeccaJLJ #M365VM #MSTeams
Rebecca Jackson (she/her/they/them)
Nerd by day,
nerd by night
Senior Consultant
Workplace Advisory,
Avanade
Microsoft MVP,
Office Apps and
Services
Doodler,
sketchnoter, graphic
facilitator
Inclusive Meetings
and Events
Create More Engaging Online Experiences
with Microsoft Teams
Rebecca Jackson
Senior Consultant (Workplace Advisory), Avanade
@RebeccaJLJ #M365VM #MSTeams
Inclusive Meeting Guidelines
Your support is important for this meeting to be engaging, effective and useful for all participants,
presenters and organisers.
Inclusive meetings
• Be welcoming and respectful
• Be aware of others (online and in rooms)
• Be open to all questions & viewpoints
• Be understanding of differences
• Be friendly and patient
• Be kind and considerate to others
Participant guidance
• Use reactions 👍💖👏😆😲
• Use chat for questions
• Questions in chat to be prefaced with Q:
• @mention to respond to an individual
• Return to mute when not talking
• Use video when/if you can
Refer to the M365VM Code of Conduct for further information.
@RebeccaJLJ #M365VM #MSTeams
Agenda
•Importance of inclusivity
•Aspects of inclusivity
•Before
•During
•After
•Summary
This session is
high level, not
deep dive.
Importance of Inclusivity
in Meetings
@RebeccaJLJ #M365VM #MSTeams
Inclusion is trendy
•Give everyone equal opportunity to join and
engage
•Open your meeting / event to diverse views
•Address legal obligations
•Reduce organisational risk
Inclusive
meetings make
for more
effective
meetings
@RebeccaJLJ #M365VM #MSTeams
Considerations
•Size of your meeting or event
•Kind of meeting or event
•Internal or External
•Skill level
•Interactive or Broadcast
•Level of engagement desired
@RebeccaJLJ #M365VM #MSTeams
Teams and Microsoft 365
•Teams Meeting
•Teams Webinar
•Teams Live Event
•PowerPoint
•Forms
•Outlook
Aspects of Inclusivity
@RebeccaJLJ #M365VM #MSTeams
Guidance
•Set the standard for a
welcoming experience
•Guide people on how to
interact with each other
•Teach people about key
technology interactions
•Direct people to
important policies
@RebeccaJLJ #M365VM #MSTeams
Privacy
•Particularly important for
external events
•Point people to your Privacy
Policy
•Don’t collect or hold personal
information without permission
@RebeccaJLJ #M365VM #MSTeams
Accessibility
•Technology
•Visuals
•Audio options
•Translation options
•Sign language
@RebeccaJLJ #M365VM #MSTeams
Personal Safety
•Consider the safety of the
people you have invited
•Are there children or
vulnerable people included?
•Use meeting controls to
protect people
@RebeccaJLJ #M365VM #MSTeams
Acknowledging First Nations People
•Is your meeting on the land of a First
Nations group?
•Pay respect and share First Nations
knowledge and history by including an
acknowledgement
•Consult your HR team, Marketing team or
local First Nations groups for guidance
Before
@RebeccaJLJ #M365VM #MSTeams
Preparation
People
• Presenters
• Participants
• Moderators
Technology
• Full battery / charge
• Plugged in
• Updated
• Good audio device
• Good video device
Considerations when preparing for a meeting or event
Environment
• Quiet or low noise
• Well lit
• Disruption free
• Comfortable
• Ergonomic
@RebeccaJLJ #M365VM #MSTeams
Invitation / Registration
•Clear agenda
•Links to policies
•Support material to join
and troubleshoot tech
•Pre-reading and re-
questions
@RebeccaJLJ #M365VM #MSTeams
Meeting Controls
•Lobby
•Camera use
•Microphone use
•Chat use
•Reactions
•Presenter permissions
@RebeccaJLJ #M365VM #MSTeams
Presentation
Use the features in
PowerPoint to make and
inclusive and accessible
presentation:
•Design Ideas
•Accessibility checker
•Presenter Coach
@RebeccaJLJ #M365VM #MSTeams
Interactivity
Plan how to encourage
interactivity
•Break out rooms
•Quizzes or polls with MS
Forms
•Collaborate with
Whiteboard
During
@RebeccaJLJ #M365VM #MSTeams
Introductions
•Acknowledge First Nations
•Clearly introduce speakers
•Include pronouns
•Have participants introduce if appropriate
•Consider physical descriptions
@RebeccaJLJ #M365VM #MSTeams
Meeting Menu
•Live Captions
•Recording
•Transcription
@RebeccaJLJ #M365VM #MSTeams
In Meeting Controls
•Lobby
•Presenter permissions
•Camera use
•Microphone use
•Chat use
•Reactions
@RebeccaJLJ #M365VM #MSTeams
Sharing
•Screen options
•Computer sound
•Breakout rooms
•Polls (MS Forms)
•Whiteboard
@RebeccaJLJ #M365VM #MSTeams
Wrapping up
•Close out and thank people
•Tell them how they can get information and
reach you
•Share a Form to get their feedback
•Let people know before you kick them out
After
@RebeccaJLJ #M365VM #MSTeams
Reporting
•Attendance
•Recording
•Registration
•Transcripts
•Feedback
Summary
@RebeccaJLJ #M365VM #MSTeams
Inclusive and diverse meetings and
events
Consider these:
• Inclusive meeting guidance
• Privacy
• Accessibility
• Personal safety
• Acknowledgement of First
Nations People
Running events which are inclusive, diverse and safety makes them better for everyone.
When creating these:
• Emails or event information
• Meeting invitation
• Registration page
• Presentation
• Interactions
• Post event emails
• Forms and surveys
Thank you
Share your feedback
https://forms.office.com/r/zzULt1dHLi
@RebeccaJLJ #M365VM #MSTeams
Contact me
@RebeccaJLJ
rebeccajlj.com
LinkedIN.com/IN/RebeccaJLJackson
Facebook.com/RebeccaJLJackson
Flickr.com/Photos/_RebeccaJackson

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Inclusive Meetings and Events: Create More Engaging Online Experiences with Microsoft Teams

Editor's Notes

  1. Welcome to this stretch of M365 Virtual Marathon. I would love if you could let me know in the chat who you are, where you are from and your interest in the topic.
  2. In some places in the world it is still Star Wars day, so to my fellow nerds, May the Fourth be with you
  3. Across the meeting lifecycle
  4. Important policies like code of conduct
  5. Preparation is important for you and your stress as an organiser. It also optimises the experience of attendees and supports inclusion
  6. Calendar invitation
  7. Change participant settings for a Teams meeting (microsoft.com) https://support.microsoft.com/en-us/office/change-participant-settings-for-a-teams-meeting-53261366-dbd5-45f9-aae9-a70e6354f88e?WT.mc_id=M365-MVP-5003568