Designing for Equity of Voice in Hybrid Meetings

by X | @rali2100 - Linkedin|R Ali

Case Vignette:

Dr. SA, a seasoned healthcare professional, was tasked with leading a workshop on a new educational guideline for clinical reasoning. The workshop brought together a group of tutors, some physically present at the central location and others joining remotely. As Dr SA facilitated the discussion, he was drawn to the in-person tutors, naturally gravitating towards their active engagement and visible presence. Unconsciously, her questions and attention were directed primarily at the in-person participants, inadvertently overlooking the valuable contributions of the remote tutors.

This subtle yet significant shift in focus had a palpable effect on the virtual tutors. They began to feel disengaged, their expertise and perspectives overshadowed by the dominating presence of their in-person counterparts. The workshop concluded with a lingering dissatisfaction among the virtual tutors, who questioned whether their involvement was truly valued.

Proximity Bias: A Hidden Hurdle in Hybrid Learning

The scenario described above highlights the pervasive influence of proximity bias, a common phenomenon where we favour those physically closer to us. In hybrid settings, this bias can manifest subtly, leading to a preference for in-person participants and inadvertently silencing the voices of remote contributors.

Design Thinking for Inclusive Learning

Design thinking, a human-centred approach to problem-solving, offers a valuable framework for addressing proximity bias and fostering equity of voice in hybrid healthcare meetings. By adopting a design thinking mindset, we can empathise with the experiences of both in-person and remote participants, identify the underlying causes of inequality, and develop innovative solutions that promote inclusive participation.

Empathise: Immersing Yourself in the Hybrid Learning Experience

The first step in the design thinking process is to gain empathy with the experiences of in-person and remote participants. This involves immersing yourself in the hybrid learning environment, participating as both a learner and a facilitator.

Join hybrid meetings and observe how participants interact, paying particular attention to the dynamics between in-person and remote participants. Notice how proximity bias manifests and its impact on the overall learning experience.

Interview both in-person and remote participants, asking them about their experiences, challenges, and suggestions for improvement. Identify common themes and key insights that can inform the design process.

Define: Identifying the Core Challenge of Proximity Bias

Once you have a deep understanding of the individual experiences, you can define the core challenge of proximity bias in the context of hybrid learning. This involves identifying the systemic factors contributing to the unequal treatment of in-person and remote participants.

Consider the physical layout of the meeting space, the technology used, and the facilitation strategies employed. Identify how these factors can inadvertently privilege in-person participants and marginalise remote contributors.

Ideate: Generating Creative Solutions to Address Proximity Bias

With a clear understanding of the challenge, you can move to the ideation phase, where you brainstorm creative solutions to address proximity bias. This involves generating a wide range of ideas, without judgment or limitations.

Consider solutions that address the physical layout, such as utilising video conferencing technology effectively to ensure all participants are equally visible and audible.

Explore technological solutions, such as polling tools, chat features, and virtual whiteboards, to facilitate active participation from remote attendees.

Develop guidelines for hybrid meetings that emphasise the importance of respecting and valuing the contributions of all participants, regardless of their location.

Provide training for facilitators and participants on proximity bias, raising awareness and equipping them with strategies to overcome it.

Prototype: Testing and Refining Solutions

Once you have ideas, you can start prototyping potential solutions. This involves creating tangible representations of your ideas to test their effectiveness and gather stakeholder feedback.

Develop prototypes for meeting agendas, technological tools, and training materials that incorporate strategies for reducing proximity bias and promoting equity of voice.

Conduct simulations of hybrid meetings using your prototypes to observe how participants interact and identify areas for improvement.

Gather feedback from participants and facilitators on the effectiveness of the prototypes, refining them based on their input and observations.

Test: Gathering Feedback and Iterating

The final phase of the design thinking process is testing and iterating. This involves putting your prototypes into action, gathering user feedback, and refining your solutions based on their experiences.

Implement your prototypes in real-world hybrid meetings, monitoring their impact on participant engagement, satisfaction, and overall learning outcomes.

Continuously gather feedback from participants and facilitators, identifying areas for further improvement and refinement.

Iterate on your prototypes based on the feedback, making adjustments to enhance their effectiveness in reducing proximity bias and fostering equity of voice.

Conclusion: An Ongoing Commitment to Inclusive Healthcare Education

Addressing proximity bias in hybrid healthcare meetings requires a continuous commitment to design thinking and inclusive practices. By adopting a human-centred approach, we can create learning environments where all voices are valued, fostering collaboration, innovation, and, ultimately, improved patient care.

Through empathy, observation, and continuous iteration, we can design solutions that address the root causes of proximity bias and promote equitable participation for all learners. By embracing diversity of thought and perspective, we can enhance the quality of healthcare education and empower healthcare professionals to deliver the best possible care to their patients.

References 

Harvard Business Review. (2022). What Is Proximity Bias and How Can Managers Prevent It? [online] Available at: https://hbr.org/2022/10/what-is-proximity-bias-and-how-can-managers-prevent-it.   [Accessed 5 March. 2023].