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

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

Virtual experiences start before we click 'join' and continue after we hit the 'leave' button. Use the features available to you in Microsoft 365 plan and deliver experiences that are engaging, accessible, safe and inclusive.

This session is for people who already have a working knowledge of Microsoft Teams but want to take things to the next level. If you are running virtual meetings, events, training, webinars and presentations then you will benefit from this session.

Rebecca will take you through practical tips and Microsoft 365 features to use before, during and after and create a truly inclusive experience.

Presented live and online at Microsoft 365 Virtual Marathon in May 2022.

Virtual experiences start before we click 'join' and continue after we hit the 'leave' button. Use the features available to you in Microsoft 365 plan and deliver experiences that are engaging, accessible, safe and inclusive.

This session is for people who already have a working knowledge of Microsoft Teams but want to take things to the next level. If you are running virtual meetings, events, training, webinars and presentations then you will benefit from this session.

Rebecca will take you through practical tips and Microsoft 365 features to use before, during and after and create a truly inclusive experience.

Presented live and online at Microsoft 365 Virtual Marathon in May 2022.

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

  1. 1. Inclusive Meetings and Events: Create More Engaging Online Experiences with Microsoft Teams MICROSOFT 365 VIRTUAL MARATHON 2022 MAY, 4 – 6, 2022 REBECCA JACKSON AVANADE
  2. 2. @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
  3. 3. Inclusive Meetings and Events Create More Engaging Online Experiences with Microsoft Teams Rebecca Jackson Senior Consultant (Workplace Advisory), Avanade
  4. 4. @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.
  5. 5. @RebeccaJLJ #M365VM #MSTeams Agenda •Importance of inclusivity •Aspects of inclusivity •Before •During •After •Summary This session is high level, not deep dive.
  6. 6. Importance of Inclusivity in Meetings
  7. 7. @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
  8. 8. @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
  9. 9. @RebeccaJLJ #M365VM #MSTeams Teams and Microsoft 365 •Teams Meeting •Teams Webinar •Teams Live Event •PowerPoint •Forms •Outlook
  10. 10. Aspects of Inclusivity
  11. 11. @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
  12. 12. @RebeccaJLJ #M365VM #MSTeams Privacy •Particularly important for external events •Point people to your Privacy Policy •Don’t collect or hold personal information without permission
  13. 13. @RebeccaJLJ #M365VM #MSTeams Accessibility •Technology •Visuals •Audio options •Translation options •Sign language
  14. 14. @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
  15. 15. @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
  16. 16. Before
  17. 17. @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
  18. 18. @RebeccaJLJ #M365VM #MSTeams Invitation / Registration •Clear agenda •Links to policies •Support material to join and troubleshoot tech •Pre-reading and re- questions
  19. 19. @RebeccaJLJ #M365VM #MSTeams Meeting Controls •Lobby •Camera use •Microphone use •Chat use •Reactions •Presenter permissions
  20. 20. @RebeccaJLJ #M365VM #MSTeams Presentation Use the features in PowerPoint to make and inclusive and accessible presentation: •Design Ideas •Accessibility checker •Presenter Coach
  21. 21. @RebeccaJLJ #M365VM #MSTeams Interactivity Plan how to encourage interactivity •Break out rooms •Quizzes or polls with MS Forms •Collaborate with Whiteboard
  22. 22. During
  23. 23. @RebeccaJLJ #M365VM #MSTeams Introductions •Acknowledge First Nations •Clearly introduce speakers •Include pronouns •Have participants introduce if appropriate •Consider physical descriptions
  24. 24. @RebeccaJLJ #M365VM #MSTeams Meeting Menu •Live Captions •Recording •Transcription
  25. 25. @RebeccaJLJ #M365VM #MSTeams In Meeting Controls •Lobby •Presenter permissions •Camera use •Microphone use •Chat use •Reactions
  26. 26. @RebeccaJLJ #M365VM #MSTeams Sharing •Screen options •Computer sound •Breakout rooms •Polls (MS Forms) •Whiteboard
  27. 27. @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
  28. 28. After
  29. 29. @RebeccaJLJ #M365VM #MSTeams Reporting •Attendance •Recording •Registration •Transcripts •Feedback
  30. 30. Summary
  31. 31. @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
  32. 32. Thank you
  33. 33. Share your feedback https://forms.office.com/r/zzULt1dHLi @RebeccaJLJ #M365VM #MSTeams
  34. 34. Contact me @RebeccaJLJ rebeccajlj.com LinkedIN.com/IN/RebeccaJLJackson Facebook.com/RebeccaJLJackson Flickr.com/Photos/_RebeccaJackson

Editor's Notes

  • 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.
  • In some places in the world it is still Star Wars day, so to my fellow nerds, May the Fourth be with you
  • Across the meeting lifecycle
  • Important policies like code of conduct
  • Preparation is important for you and your stress as an organiser.
    It also optimises the experience of attendees and supports inclusion
  • Calendar invitation


  • 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

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