Provide a welcome package for new members

Difficulty receiving and communicating information

When access needs are not considered, many people will have trouble getting or understanding information. Some things to consider include:

• Language is often too technical and full of jargon.
• Documents and materials are often not shared early enough to allow people to prepare.
• PDFs, videos, or online content are not always accessible (e.g., screen-reader friendly, captioned, or transcribed).
• In fast or large group discussions, many people get left behind, especially when they are new to the subject matter. This is magnified for D/deaf and Hard of Hearing people who rely on sign language/interpretation.
• Blind or low-vision people often can’t see body language, facial expressions, or visual cues that clarifies information being communicated.
• Visual content like slides, diagrams, or infographics are often not described clearly.
• Using multiple channels at once, such as chat, email and verbal discussion, can be confusing and often does not work well for people using screen readers.

People may also have trouble sharing their thoughts or participating. Some things to consider include:

• Meetings that lack structured ways to take turns or contribute often leave out neurodiverse people who require clear structures. This can also be a disadvantage for people who depend on sign language/interpretation, such as D/deaf and Hard of Hearing people.
• Without clear cues, new members often worry about interrupting and miss opportunities to contribute.
• Lack of quiet or low-stimulation options can make participation harder for people with sensory sensitivities.
• Poor audio, video, or caption quality in remote meetings can prevent people from fully participating.
• People are less likely to continue sharing when they don’t get feedback on whether their contributions were received or understood.

• Host onboarding meetings before committee work begins
• Make communications multi-modal and consistent
• Plan what to do if goals aren’t met
• Provide a welcome package for new members
• Provide translation and interpretation for everyone

Lack of clear and accessible onboarding process

Many organizations don’t have an onboarding process for new members, which can cause several problems including:

• New members may have to figure things out on their own or rely on friends or colleagues for guidance.
• Members can feel overwhelmed, unsure of what’s expected, or confused about how to work with others.
• The amount and complexity of information can be intimidating, especially if there’s no guidance on where to start and could cause new members to leave.
• For members with accessibility needs, accommodations may not be put in place early enough.

• Agree together how the committee will work
• Be transparent in the application process
• Host onboarding meetings before committee work begins
• Plan what to do if goals aren’t met
• Provide a welcome package for new members

People don’t start at the same place

Standards work is often very technical and complex, and assumes people already know how things work. When information is too technical, it is hard for newcomers or people without a technical background to participate. Efforts to diversify participation need to recognize that people have different levels of experience and knowledge. Without proper support, many people will be left out.

• Empower chairs and facilitators to manage conflict
• Ensure all documents are accessible
• Help with information management
• Host onboarding meetings before committee work begins
• Plan for regular check-ins with new members
• Provide a welcome package for new members
• Provide diverse, accessible knowledge-building opportunities
• Provide guidance and ongoing support to new members

Unclear participation information

Many standards organizations do not clearly explain what committee roles involve at the time of application. Providing details like who is on the committee, what they do, and how to contact them is necessary.

As a result, people are often left with basic unanswered questions, such as:

• Eligibility and who the role is for
  • Who can apply?
  • Who is the committee looking for?
  • What does “expertise” mean (formal credentials, lived experience, or both)?
  • What experience or skills are required?
• Role expectations and responsibilities
  • What will I actually be doing in this role?
  • What are the main responsibilities?
  • How much influence do members have?
  • How are decisions made (consensus, voting, chair decision)?
• Time and workload
  • What is the time commitment (hours per month)?
  • How often are meetings?
  • How long are meetings?
  • What is the expected length of membership (months/years)?
• Meetings and participation format
  • Are meetings online, hybrid, or in-person?
  • What time zone are meetings based in?
  • Are meetings during work hours or evenings?
  • Will I need to travel?
• Accessibility and accommodations
  • Will accommodations be provided (sign language/interpretation, captions, accessible documents)?
  • How do I request accommodations, and when?
  • Are plain language versions available?
  • What happens if I face accessibility barriers during the process?
• Costs, pay, and support
  • Is the role paid, volunteer, or supported with an honorarium?
  • Who covers costs like travel, internet, or software?
  • Will support be provided for assistive technology needs?
• Application process and next steps
  • What happens after I apply?
  • How long will it take to hear back?
  • Who can I contact if I have questions before applying?
• Safety, inclusion, and accountability
  • How will diversity and intersectionality be considered?
  • What is the process if someone experiences discrimination or harm?
  • What happens if I need to step back temporarily due to disability, caregiving, or health?
• Recognition and credit
  • How will my contribution be recognized?
  • Will my name be listed publicly?
  • Will I be credited in the final standard or related materials?

• Be transparent in the application process
• Create a shared support system
• Host onboarding meetings before committee work begins
• Make communications multi-modal and consistent
• Provide a welcome package for new members

Too much background information for new members

New members must learn a lot before joining the standards process, including how the process works, how decision-making is done, what the committee roles are, the standard history and versions, meeting rules and tools, and technical and legal language. This information is often long, complex, and not in plain language. It can be especially hard for people who are new, have learning disabilities, limited digital skills, or come from different professional backgrounds. This can make members feel confused, overwhelmed, or excluded, which may lead them to leave.

• Ensure all documents are accessible
• Help with information management
• Plan for regular check-ins with new members
• Provide a welcome package for new members
• Provide diverse, accessible knowledge-building opportunities
• Provide guidance and ongoing support to new members