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 visually impaired.
“Simple techniques and a little extra attention can make everyone feel more comfortable,” says Penny Hartin, executive director of the Ontario Division of the Canadian National Institute for the Blind.
The following tips will help conduct successful business meetings with people who are blind or visually impaired.
Before the meeting
Introductions: When being introduced to someone who is visually impaired, say, “Hello” and wait for him to offer his hand.
Conversing: Treat people who are visually impaired as people first, not people who are blind. Feel free to use the words “see,” “look,” or “read.”
Speaking: Do not stop talking when a person who is visually impaired is approaching; he may be relying on the sound of your voice for orientation. Announce when you are leaving, so this person is not left talking to an empty space. You might say, “Excuse me, I have to step out of the room for a minute.”
Introducing others: Participants who are visually impaired may not realize there are other people in the room. Introduce each person in the room by name and indicate where each person is located relative to the person who is visually impaired. For example, “To your left is Jack Smith; two metres in front of you is Susan Taylor.”
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.” The sighted guide technique: When guiding someone who is visually impaired, first ask if he would like assistance. If so, touch your hand to the back of his hand as a signal for him to take your arm. You may use either arm to guide. Walk at a pace that is comfortable for the person you are guiding and keep your arm relaxed. 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. Announce when you are leaving the person and, if possible, ensure that he 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.
Seating: Guide a person who is visually impaired to a spot just in front of the seat. Inform the person that the chair is just behind him. When approaching a chair from behind, place the person’s hand on the back of the chair and describe what type of seat it is, such as an armchair or bench.
Guide dogs: Do not pet a guide dog in harness. Guide dogs are working animals and distracting them can be hazardous for the people they are guiding.
Meeting materials: Make sure all materials for the meeting are in accessible format such as large print, braille, audiotape or voice synthesizer. Find out the preferred format of the participant who is visually impaired. Since it takes longer to review material in alternate formats, it would be helpful to give material to the participant prior to the meeting. 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
Introductions: Have everyone at the table introduce themselves, in the order they are seated, at the beginning of the meeting.
Entering or leaving: Make sure that everyone announces themselves when entering or leaving the room.
Directing comments: Speak in a regular tone and volume; there is no need to raise your voice.
Speaking during the meeting: Ensure all meeting participants state their names each time before speaking, throughout the meeting.
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, please outline your ideas…Thanks, Sarah. That answers my question.”
Non-verbal communication: Remember that participants who are visually impaired will not notice non-verbal communication or facial expressions. Avoid relying on them to make a point.
Noise: Keep noise to a minimum. Rustling papers or tapping fingers on the table are distracting and interfere with communication.
Side conversations: Do not engage in side conversations if there is a main speaker. Since a person who is visually impaired relies on hearing to obtain information, extraneous noise is distracting and makes it difficult to concentrate on the information being presented.
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 who is visually impaired before the meeting to allow him to follow along with the presentation. The participant who is visually impaired may not be able to continually glance up at information presented on a flipchart, so ensure the presenter regularly summarizes key points.
Handouts: When handing more than one item to a person who is visually impaired, state which item is on top, in the middle and on the bottom.
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.
Forms: Offer assistance in filling out forms. However, if the presenter knows ahead of time this will be required, notify the participant who is visually impaired in advance so he can be prepared, either by bringing a volunteer, a CCTV (closed circuit television) or a laptop computer.
Written material: Be prepared to read aloud any written information not made available in alternate formats. Describe the information to be read and, in a normal speaking voice, read without skipping.
After the meeting
At the end of the meeting, tell the person who is visually impaired if anything is left behind.
Sandra Fusco is Ontario communications co-ordinator for the Canadian National Institute for the Blind.
“Simple techniques and a little extra attention can make everyone feel more comfortable,” says Penny Hartin, executive director of the Ontario Division of the Canadian National Institute for the Blind.
The following tips will help conduct successful business meetings with people who are blind or visually impaired.
Before the meeting
Introductions: When being introduced to someone who is visually impaired, say, “Hello” and wait for him to offer his hand.
Conversing: Treat people who are visually impaired as people first, not people who are blind. Feel free to use the words “see,” “look,” or “read.”
Speaking: Do not stop talking when a person who is visually impaired is approaching; he may be relying on the sound of your voice for orientation. Announce when you are leaving, so this person is not left talking to an empty space. You might say, “Excuse me, I have to step out of the room for a minute.”
Introducing others: Participants who are visually impaired may not realize there are other people in the room. Introduce each person in the room by name and indicate where each person is located relative to the person who is visually impaired. For example, “To your left is Jack Smith; two metres in front of you is Susan Taylor.”
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.” The sighted guide technique: When guiding someone who is visually impaired, first ask if he would like assistance. If so, touch your hand to the back of his hand as a signal for him to take your arm. You may use either arm to guide. Walk at a pace that is comfortable for the person you are guiding and keep your arm relaxed. 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. Announce when you are leaving the person and, if possible, ensure that he 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.
Seating: Guide a person who is visually impaired to a spot just in front of the seat. Inform the person that the chair is just behind him. When approaching a chair from behind, place the person’s hand on the back of the chair and describe what type of seat it is, such as an armchair or bench.
Guide dogs: Do not pet a guide dog in harness. Guide dogs are working animals and distracting them can be hazardous for the people they are guiding.
Meeting materials: Make sure all materials for the meeting are in accessible format such as large print, braille, audiotape or voice synthesizer. Find out the preferred format of the participant who is visually impaired. Since it takes longer to review material in alternate formats, it would be helpful to give material to the participant prior to the meeting. 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
Introductions: Have everyone at the table introduce themselves, in the order they are seated, at the beginning of the meeting.
Entering or leaving: Make sure that everyone announces themselves when entering or leaving the room.
Directing comments: Speak in a regular tone and volume; there is no need to raise your voice.
Speaking during the meeting: Ensure all meeting participants state their names each time before speaking, throughout the meeting.
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, please outline your ideas…Thanks, Sarah. That answers my question.”
Non-verbal communication: Remember that participants who are visually impaired will not notice non-verbal communication or facial expressions. Avoid relying on them to make a point.
Noise: Keep noise to a minimum. Rustling papers or tapping fingers on the table are distracting and interfere with communication.
Side conversations: Do not engage in side conversations if there is a main speaker. Since a person who is visually impaired relies on hearing to obtain information, extraneous noise is distracting and makes it difficult to concentrate on the information being presented.
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 who is visually impaired before the meeting to allow him to follow along with the presentation. The participant who is visually impaired may not be able to continually glance up at information presented on a flipchart, so ensure the presenter regularly summarizes key points.
Handouts: When handing more than one item to a person who is visually impaired, state which item is on top, in the middle and on the bottom.
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.
Forms: Offer assistance in filling out forms. However, if the presenter knows ahead of time this will be required, notify the participant who is visually impaired in advance so he can be prepared, either by bringing a volunteer, a CCTV (closed circuit television) or a laptop computer.
Written material: Be prepared to read aloud any written information not made available in alternate formats. Describe the information to be read and, in a normal speaking voice, read without skipping.
After the meeting
At the end of the meeting, tell the person who is visually impaired if anything is left behind.
Sandra Fusco is Ontario communications co-ordinator for the Canadian National Institute for the Blind.
