Co-op Digital Blog

Inclusive meetings: encouraging collaboration from all  

Remote working means that the way organisations and teams collaborate has changed. 

We’ve created 7 guidelines that we hope will help people to collaborate effectively, respectfully and inclusively. 

Here they are. You can download them in poster format here.

7 guidelines for inclusive meetings


  1. Give everyone the opportunity to contribute 

  1. Set clear expectations, early 

  1. Give context: do not assume any prior knowledge 

  1. Use clear language 

  1. Respect people’s time 

  1. Value all contributions equally 

  1. Encourage clarity, curiosity, and challenges 

Why we created inclusive meeting guidelines 

With a lot of collaboration now online, it can be harder for people to contribute effectively. This can mean some voices are not heard. 

We want everyone to be able to contribute in a way they feel comfortable. This means being thoughtful about people who, for example: 

We hope these guidelines will encourage more inclusive discussions and more perspectives to be heard. 

As a result of more inclusive collaboration we believe Co-op will: 

How we created these guidelines 

Our hypothesis is that remote working has made some of the ways we collaborate exclusive. We wanted to see if this was an issue for others and if so, how they’d overcome it. 

Using a survey, we asked people: 

We gathered loads of valuable advice, ideas and knowledge from people in Co-op and from other organisations. After synthesising the responses, we ended up with broad themes that helped us form the guidelines. 

Using what we’d learnt to structure the guidelines

From the analysis it was clear that people were time-poor and often meeting-fatigued. They wanted to get the most out of collaborative sessions as efficiently as possible.   

So, we reflected this in our guidelines.  

We focused on the actions – the tools, techniques and ideas  – that could be immediately useful for facilitators and attendees at the start of a meeting.​  

The guidelines are not overly prescriptive, to allow them to be adapted for different contexts and scenarios. And we hope they’ll be shared in a whichever way works well for the facilitator – maybe added to the start of a Miro board, a Word document or a meeting invitation. 

We’re looking forward to learning if and how they’re useful, and if they encourage more mindful and inclusive meetings. 

What’s next 

These inclusive meeting guidelines are a first draft. We will continue to: 

We’d love your feedback 

If you download the guidelines as posters, we’d love to learn: 

Get in touch by emailing us at: accessibility@coop.co.uk. We’d also love to hear if you’re doing anything similar in your organisation, and would like to talk more.  

 

Jake Cohen, CX designer  

Suhail Hussain, UX designer   

Jack Fletcher, Lead service designer   

Joanne Schofield, Lead content designer