Creating inclusive workplaces is paramount to the success of neurodiverse individuals at work. This includes creating an environment where individuals with neurodiverse traits, such as autism, ADHD, dyslexia, or other cognitive differences, can thrive. So, how can we make formal meetings a psychologically safe space?
Formal meetings can present unique challenges for neurodiverse individuals, especially when they are unplanned or it is uncertain who will be attending. As such, it’s essential to provide appropriate support and preparation to ensure everyone can contribute effectively in meetings. In this guide, as experienced HR Consultants, we’ll explore strategies for preparing neurodiverse individuals for formal meetings at work.
Neurodiversity encompasses a range of neurological differences that affect how individuals process information, communicate, and interact with others. These differences can manifest in various ways, including sensory sensitivities, difficulties with social cues, and challenges with organisation and time management.
In the context of formal meetings, neurodiverse individuals may face specific barriers, such as:
- Sensory Overload: Bright lights, loud noises, and crowded spaces can overwhelm individuals with sensory sensitivities.
- Social Anxiety: Participating in group discussions or speaking in front of others may trigger anxiety for some neurodiverse individuals.
- Communication Challenges: Difficulty understanding verbal instructions, processing information quickly, or expressing thoughts coherently can hinder effective communication.
- Executive Functioning Issues: Organising thoughts, prioritising tasks, and managing time effectively may pose challenges.
With these considerations in mind, here are some steps to help prepare neurodiverse individuals for formal meetings:
- Understand the individual’s preferences and needs: Do they have any suggestions that would help them during the meeting (reasonable adjustments)? For instance, recording the meeting, companion etc.
- Provide Clear Expectations: Before the meeting, outline the agenda, objectives, and expected outcomes in a clear and concise manner. Providing written materials in advance allows individuals to review and prepare at their own pace.
- Offer Pre-Meeting Support: You could offer neurodiverse individuals the option to schedule a one-on-one session with a supervisor or colleague to review the agenda, discuss any concerns, and clarify expectations. This personalised support can help alleviate anxiety and ensure the individual feels prepared.
- Create a Supportive Environment: Consider the physical environment of the meeting space. Minimise sensory distractions by adjusting lighting, reducing background noise, and providing comfortable seating. Offering sensory aids such as fidget toys or noise-cancelling headphones can also help individuals regulate their sensory experiences.
- Facilitate Communication: Encourage clear and concise communication during the meeting. Use visual aids, such as slides or diagrams, to supplement verbal explanations. Allow extra time for individuals to process information and express their thoughts. Consider implementing strategies such as a round-robin discussion format or providing written prompts to facilitate participation.
- Offer Breaks and Accommodations: Recognise that neurodiverse individuals may benefit from breaks during longer meetings to recharge and refocus. Allow flexibility in meeting formats, such as offering virtual participation or providing alternative communication channels (e.g., email or chat) for those who may struggle with verbal communication.
- Foster Inclusivity and Respect: Emphasise the value of diverse perspectives and contributions within the meeting. Encourage active listening and create a supportive atmosphere where individuals feel comfortable expressing themselves without fear of judgement or criticism.
- Provide Feedback and Support: After the meeting, offer constructive feedback and support to help neurodiverse individuals reflect on their participation and identify areas for improvement. Recognise their contributions and highlight strengths to boost confidence and motivation.
By taking proactive steps to support neurodiverse individuals in formal meetings, employers can create a more inclusive and equitable forum for discussions and effective meetings. It can help ensure that the right outcomes are reached in a balanced environment, which in turn can create positive results and or prevent difficulties or conflict later on.
Embracing neurodiversity not only benefits individuals but also enriches the overall culture and productivity of the organisation.
