Rethinking Meetings: How to Run Neuroinclusive Meetings That Work for Everyone

24 Feb

Meetings are a fundamental part of workplace collaboration, yet they often follow rigid structures that unintentionally exclude neurodivergent employees. From back-to-back discussions with no clear agenda to sensory-overloading environments, traditional meeting formats can create unnecessary barriers to participation.

The good news? Meetings don’t have to be this way.

By making meetings more neuroinclusive, organisations can create a space where all employees—whether neurodivergent or neurotypical—can engage, contribute, and do their best thinking. Here’s how.

Understanding Neurodivergent Meeting Challenges

Neurodivergent professionals—including those with ADHD, autism, dyslexia, dyspraxia, and other cognitive differences—may experience difficulties with:

Information processing: Rapid-fire discussions can make it hard to absorb and respond to information in real time.
Sensory sensitivities: Bright lights, background noise, and long periods of sitting still can be distracting or even overwhelming.
Social and communication norms: Unspoken expectations, like reading body language or knowing when to speak, can make participation challenging.
Executive function demands: Meetings that lack structure can be difficult for those who struggle with working memory, organisation, and time management.

These challenges don’t mean neurodivergent employees can’t engage in meetings—just that traditional meeting formats may not bring out their best contributions.

How to Make Meetings More Neuroinclusive

1. Ask: Is This Meeting Necessary?

Many companies hold too many meetings—and not all of them are needed. Before scheduling a meeting, ask:

Can this be handled via an email, shared document, or project management tool instead?
Is a meeting the best way to exchange ideas, or would asynchronous collaboration work better?

Reducing unnecessary meetings benefits everyone, but it’s especially helpful for neurodivergent employees who may find constant context-switching difficult.

2. Share an Agenda in Advance

Unstructured meetings create barriers for those who need time to process information. Sending an agenda at least 24 hours before the meeting allows neurodivergent attendees to:

Prepare their thoughts in advance
Manage expectations around discussion topics
Reduce anxiety about unexpected changes

Pro tip: If you expect people to contribute, let them know in advance! Phrases like “We’d love to hear your perspective on [topic]” help neurodivergent team members prepare and feel confident.

3. Give Multiple Participation Options

Not everyone thrives in fast-paced verbal discussions. Providing alternative ways to contribute ensures that different communication styles are valued.

Use live chat features in virtual meetings for written contributions.
Offer a shared document where people can add thoughts before, during, or after the meeting.
Allow employees to send audio or video responses if they process information better outside of real-time discussion.

Pro tip: Don’t assume silence means a lack of engagement. Some neurodivergent individuals need extra processing time before responding.

4. Rethink Meeting Formats

Traditional roundtable discussions aren’t the only way to meet. Consider formats that work better for different thinking styles:

Brainwriting: Instead of open brainstorming, have participants write down ideas first before discussing—this helps quieter thinkers contribute.
Turn-Based Discussions: Structure speaking time so people don’t have to interrupt or compete for a chance to talk.
Asynchronous Meetings: Use tools like Loom, Slack, or Miro to let people engage with content on their own schedule.

5. Be Mindful of Sensory Needs

Sensory overload can make meetings exhausting for neurodivergent employees. Simple adjustments can improve focus and comfort:

Encourage the use of noise-canceling headphones in virtual meetings.
Opt for natural lighting over harsh fluorescents.
Allow for movement—some people think better when they can fidget, stand, or pace.
Build in short breaks for longer meetings to prevent cognitive fatigue.

Pro tip: If in-person, consider offering quiet rooms or alternative seating for those who find traditional meeting spaces overwhelming.

6. Clarify Action Points and Next Steps

Neurodivergent employees (and many neurotypicals!) benefit from clear, structured follow-ups. Before ending the meeting:

Summarise key decisions in writing.
Assign clear next steps with deadlines.
Offer a follow-up document with meeting notes.

Pro tip: Some employees may need more time to process before committing to next steps. Allow them to confirm their tasks in writing later.

The Future of Meetings is Neuroinclusive

By making small but meaningful changes to how meetings are run, businesses can create an environment where all employees—not just neurodivergent ones—can contribute more effectively. Neuroinclusive meetings aren’t just about accommodation; they’re about better communication, improved engagement, and smarter decision-making.

At Welcome Brain, we help organisations build neuroinclusive workplaces that unlock the full potential of diverse teams.

Want to make your meetings more inclusive? Let’s talk. Get in touch today.