Meeting Tips
Tips for Successful Meetings
When Some Participants Have Vision Loss
Successful business meetings are conducted with common
courtesy, decency, and respect. These values hold even more currency in
settings that include people who are blind, or have varying degrees of
vision loss.
“Simple techniques and a little extra attention can make everyone feel
more comfortable,” says Penny Hartin, executive director of Blindness
International.
“Taking the time to put people at ease, evaluating the needs of others,
and thinking before you act will make for successful meetings with
participants who are living with vision loss.”
To that end, CNIB provides the following tips for conducting successful
business meetings that include people with vision loss.
Basics
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Introductions: When being introduced to
people who have vision loss, say hello and wait for them to offer
their hand to be shaken.
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Conversing: Treat people with vision loss as
people first. Relax and be yourself, and speak the way you usually
do. Also, feel free to use the words “see,” “look,” or “read” –
people with vision loss use them too!
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Introducing Others: Participants with vision
loss may not know who else is in the room, or how many people there
are. Introduce each person by name and indicate where he or she is
in the room relative to the person with vision loss. For example,
“To your left is Jack Smith; two metres in front of you is Susan
Taylor.”
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Room Orientation: Describe the layout of the
room, whether it is square or narrow, how many tables and chairs
there are, how they are arranged, whether there are objects such as
water glasses or candies on the table, and where the refreshments
and washrooms are located. Use descriptive terms such as “straight
ahead,” “forward,” “left,” and “right.” For example, you might say,
“There is a table in the middle of the room, about six feet in front
of you.” Or “There is a coffee table on the left side of the door as
you enter.”
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Leaving: Tell the person with vision loss
when you’re leaving their presence, even if it’s just for a moment –
“I’m just going to the Ladies’ Room – back in a moment,” or
“Goodbye, Andrea! I’m heading off now!” will usually do the trick.
Make sure that they’re in contact with a tangible object such as a
wall, table or chair. Not only is this good manners, but it means
they’re not left stranded in an open space, talking to someone who’s
already left the room.
Being of Assistance: The Sighted Guide Technique
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Getting started: When guiding people who have
vision loss, first ask if they would like assistance. If so, touch
your hand to the back of their hand as a signal for them to take
your arm. You may use either arm to guide – the person with vision
loss will usually state their own preference. Walk at a pace that is
comfortable for the person you are guiding and keep your arm
relaxed.
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Narrow spaces: When approaching a narrow
space, move your elbow towards the middle of your back. This will
signal the person you are guiding to move behind you as you walk
forward.
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Seating: Guide the person with vision loss to
a spot just in front of the seat. When approaching a chair from
behind (eg. a chair that is at a table), place the person’s hand on
the back of the chair and let them seat themselves. When approaching
a chair from the front (eg. bench, row seating), lead the person
with vision loss up to the chair so that their knees are touching
the front of the seat. Describe the chair (soft? arm-rests?) and let
the person turn and seat themselves.
Again, announce when you are leaving the person you are guiding and,
if possible, ensure that he or she is left touching something such
as a wall, table, or chair. This will eliminate the uncomfortable
feeling of standing alone in an open space and not having a
reference point.
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Guide Dogs: Do not pet a guide dog in
harness, tempting as this may be! Guide dogs are working animals,
and distracting them can be hazardous for the people they are
guiding.
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Meeting Materials: Before the meeting, find
out what format the person with vision loss prefers to read (large
print, braille, audiotape, voice synthesizer, etc.) and have all
materials for the meeting available in that format. Since it takes
longer to review material in alternate formats, it would be helpful
to give material to the participant beforehand if possible. Having
the material in advance will allow the participant to be informed,
prepared, and better able to participate fully in the meeting.
During the Meeting
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Introductions: Have everyone at the table
introduce themselves, in the order they are seated, at the beginning
of the meeting so that the person with vision loss knows who is at
the table and where.
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Entering or Leaving: Make sure that everyone
announces themselves when entering or leaving the room.
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Directing Comments: Direct your comments,
questions, and concerns to the participant with vision loss. Speak
in a regular tone and volume; there is no need to raise your voice.
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Speaking during the Meeting: Ensure that each
person states his or her name each time before speaking, throughout
the meeting. “This is Steve speaking,” is sufficient.
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Group Discussion: When conversing in a group,
state the name of the person to whom you are speaking and let it be
known when the conversation is at an end. For example, “Sarah, could
you please outline your ideas…Thanks, Sarah. That answers my
question.”
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Non-Verbal Communication: Remember that
participants with vision loss will probably not notice non-verbal
communication such as rolling your eyes or expressive facial
expressions. Avoid relying on them to make a point.
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Noise: Keep noise to a minimum. Rustling
papers, tapping fingers on the table, etc., are distracting and
interfere with communication.
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Side Conversations: Do not engage in side
conversations if there is a main speaker. Not only is it rude, but
since a person with vision loss relies on hearing to obtain
information, extraneous noise is distracting and makes it difficult
to concentrate on the information being presented.
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Visual Aids: Verbally describe any videos,
charts, or overheads shown. If possible, provide a copy of the
slides, charts, or overheads in alternate format to the participant
with vision loss before the meeting to allow him or her to follow
along with the presentation.
The participant with vision loss may not be able to continually
glance up at information presented on a flipchart, so ensure that
the presenter regularly summarizes key points.
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Handouts: When handing more than one item to
a person with vision loss, state which item is on top, in the
middle, and on the bottom.
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Assistive Devices: If a person uses a
communication aid or assistive device, do not play with it or try
it. These aids are considered an extension of the individual’s
personal space and should be respected as such.
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Forms: Offer assistance in filling out forms.
However, if the presenter knows ahead of time that this will be
required, notify the participant with vision loss in advance so he
or she can be prepared, either by bringing an assistant, a CCTV
(closed circuit television), or a laptop computer.
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Written Material: Be prepared to read aloud
any written information not made available in alternate formats.
Read in a normal speaking voice, at a normal pace, without skipping
any information.
After the Meeting
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Belongings: At the end of the meeting, tell
the person with vision loss if they have left anything behind.
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Leaving: Offer to assist the person with
vision loss in finding their way to the elevators, exits etc. if
needed, and don’t forget to say “goodbye” when you leave their
presence.