Resources for inclusive presentations and meetings

# Resources for inclusive presentations and meetings ###### tags: `EDI SA` > This document contains links, tips and resources to create presentations and run meetings with inclusivity in mind.All content has been extracted (copied, summarised, rewriten) from the sources refered to in the document. ## 📈 Presentations ### Templates - [Turing Power Point templates](https://thealanturininstitute.sharepoint.com/sites/Comms/Public%20Documents/Forms/AllItems.aspx?RootFolder=%2Fsites%2FComms%2FPublic%20Documents%2FBranded%20materials%20and%20templates%2FPowerpoint%20templates%20and%20guidance&FolderCTID=0x012000B51F6B49A738634B93C21A9A525265B6). :rocket: ### Resources from the Turing - Links to resources created by Comms and the EDIs areas. ### - Send to Comms for review ### Presentation style tips - **Don’t abuse white backgrounds** ... nowadays most computers and projectors emit light at a luminosity and frequency that tire the eyes very quickly. In addition, people afected with photophobia or extreme sensitivity to light won’t be able to access the information. - **Use high-contrast fonts**. Using coloured fonts helps to improve the visibility of the text.Bold fonts hugely help to make text more readable. - **Clearly identify the titles**. People who cannot clearly hear the voice of the speaker will appreciate that the subject is clearly identifed on all slides in order to know if a change has occurred during the presentation. - **Describe all images and graphics.** People who cannot visually access the slides will need an oral description of those images relevant for the presentation. In the case of graphics, it will be necessary to say what the axes represent and what we want to express with the plot. Furthemore, refrain from using images/GIFs with flashing lights as they can cause seizures, headaches, and migraines for chronically ill people. - **Always look towards the audience**. Some people need to read the lips of the speaker to follow the presentation. It is preferable to have the screen of the computer in front of the speaker. Try not to speak when you are looking at the back screen. In addition, if a microphone is not being used, speaking while facing the audience also will help to improve the clarity of the sound. - **Provide subtitles and audio descriptions.** Zoom and Powerpoint have a built in functionality that you can easily turn on. - **Use big sizes for the images.** Don’t use just one slide to show many images. Add new slides if necessary to ensure the images are visible. Don’t saturate the space with long text either. - **Give alternatives to the pointer**. Te use of a pointer is a good resource that helps the speaker to indicate some aspects of the slides. However, if possible, it must be reinforced by an oral explanation of what it is being indicated, avoiding expressions such as “here” or “there”. **Sources**: 1. [Towards a more inclusive outreach by Enrique Pérez-Montero. Nature Astronomy](https://digital.csic.es/bitstream/10261/194393/1/IAA_2019_NatureA_PerezMontero.pdf) 2. [Power dynamics and inclusion in virtual meetings](https://commonslibrary.org/power-dynamics-and-inclusion-in-virtual-meetings/) #### Resources - **Data viz resources**: [distinctipy](https://github.com/alan-turing-institute/distinctipy) is a lightweight python package providing functions to generate colours that are visually distinct from one another. - **Whiteboard**. In order to make difficult concepts more accessible, it is sometimes useful to use a whiteboard e.g. https://www.notebookcast.com/ - [Add closed captions or subtitles to media in powerpoint](https://support.microsoft.com/en-us/office/add-closed-captions-or-subtitles-to-media-in-powerpoint-df091537-fb22-4507-898f-2358ddc0df18#:~:text=In%20PowerPoint%2C%20in%20the%20Normal,browse%20to%20your%20caption%20file). ### :memo: Running meetings #### Templates - [HackMD Collaborative Notes template](https://hackmd.io/@TuringREGEDI/BJ7W6Bqtd) - [An example of code of conduct (OLS)](https://openlifesci.org/code-of-conduct) #### Inclusivity advice for meetings **General advice** * Clear agenda shared beforehand, small breakout discussions, shared note-taking, and uploading recordings of the meetings online. * Provide people with a set of ground rules for participation, or engage participants in designing them with you. A defined Code of Conduct can make your expectations for civil, meaningful discourse clear from the beginning, and facilitate an atmosphere of mutual respect. * Encourage all people to participate by assigning roles, or providing multiple avenues for participation (e.g., through writing or discussion). * Use live captioning and text-chat-based breakout rooms to provide better access for everyone to participate. **Before the meeting**: * Schedule group meetings days ahead of time so that folks can arrange schedules, care-taking, quiet space, tech, etc. * In the meeting invite tell a story that ties meeting participants together ahead of the meeting. What is the purpose and importance of the meeting? * Convey the meeting goals and purpose in simple, concrete, inclusive language, and request input and feedback from all who will be participating to maximize value and relevance for all involved. * Ask participants to share if they will need translation, interpretation, or any other accommodations that would allow them to participate fully and meaningfully before the meeting. * If you have context and visuals you want participants to review before or during the meeting (for example, slides, images, or videos), provide that information ahead of time whenever possible, in order to minimize “broadcast” phases of the agenda and maximize participants’ ability to reflect and synthesize before the meeting. **During the meeting**: * Start with introductions and check-in. Take a little time at start of meeting for folks to introduce themselves if they don’t know each other. * Let folks know how to get support if they have tech or connectivity issues in order to avoid disrupting the flow of your meeting. If possible, have someone ready to respond and support. * When multiple participants are wanting to speak, employ a “talking stack” – A talking stack is a list of participants who have indicated they want to make a comment or contribution. * Please focus on listening, and on appreciating what others are trying to say, not only on what you are hearing. * Wherever possible, please refrain from multitasking on email or social media and strive to remain fully present. * Please assume best intent in everyone’s comments and strive to keep a constructive tone in your own. * Please use simple, accessible language. In particular, please avoid jargon and acronyms. * When you speak, please make just one point and then let others speak. * Help people be mindful of the schedule and stay on time. * Honoring people’s privacy is our default. If we need to record, we name it early and allow folks to opt out, by getting off video, or managing their participation and contributions. Any plans to record should also be conveyed in pre-meeting communications, so concerns can be addressed before meeting time. * When working to include blind folks, use more descriptive language that paints a picture of what others are seeing and otherwise provides richer context than they could acquire themselves. * If you anticipate participants who are deaf or hard of hearing, make sure to be using a platform that supports good real-time closed captioning and other non-verbal mechanisms for communicating essential information. * Please indicate you want to speak by raising your hand on video. Stay muted when you are not speaking. Please be mindful of background noise and join the call from a quiet location. All parents and caregivers shall enjoy an irrevocable “background/foreground kid and dependent noise” exception at all times, but muting etiquette still applies. **Sources**: - [Leading difficult discussions](https://cte.ku.edu/node/44124) - [Power dynamics and inclusion in virtual meetings](https://commonslibrary.org/power-dynamics-and-inclusion-in-virtual-meetings/) - [Enhancing the inclusivity and accessibility of your online calls](https://osf.io/k3bfn/) #### Advice for hybrid meetings TBD #### Resources for Interacting with the audiences * https://arewemeetingyet.com/ * https://www.sli.do/ * **Written breakout rooms with Zoom** A format used by Open Life Science. In Open Life Science we ask our participants to edit their display name in Zoom by adding the letter ‘S’ for spoken discussion and ‘W’ for written discussion in front of their names so that grouping participants appropriately is easier.