Creating a Supportive Space for Stepbacks and Intensives: A Guide for More Inclusive Learning for Staff

Happy Gregorian New Year, hello 2025. I want to help you create more inclusive spaces in 2025.

Suppose you’re leading some of the staff learning efforts. Do you participate in staff meetings? That totally counts as staff learning. If so, this short guide could help you with everything from staff meetings to larger staff step-backs. I’d love to support your efforts and help you organize those activities and events more inclusively by creating a space conducive to reflection that considers the diverse learning styles and preferences of all those invited into this work. The process is just as important as the outcome. Here are some ways to help people bring a better version of themselves into your reflection work. 

These strategies will help you create a supportive space for reflection that caters to a wide range of learners, including introverts, extroverts, and individuals on the autism spectrum:

  • Physical Space: Ensure the physical space is comfortable for different body types and needs.

    • Consider the room you’re inviting people into. Does it have windows that look out and give you a view? Or is it in the basement and windowless? When creating a space where we want our employees to think big or differently or outside the box, finding a space that invites that thinking can be helpful. 

    • What kind of chairs and tables are in the room? Will people of all sizes be comfortable? Will someone with a physical disability be able to access the space similarly? Are you in a lecture hall or a space where folks can be in a circle? It can be helpful to have a mix of seating options, both chairs with arms (can help people in standing up) and chairs without arms (creates a more accessible seat for someone uncomfortable and constrained by the arms). Consider how furniture can be moved around to support being in a U shape or circle rather than facing the front. 

    • Technology needs. What are your sound needs? Even in a small space, a microphone helps ensure everyone can hear. Consider if you’ll play music and what volume level. Consider music that will support the nervous systems of individuals (something like soothing binaural beats). 

      • Will this event be hybrid? Think through setting up early and ensuring that the online room will be tested for sound quality and ability to share screen, hear all participants, and whether there will be enough online people to share break-out groups. Consider who else can be in charge of the online tech piece, as navigating a room full of people and virtual participants can be a lot.

    • How will people be able to care for their bodies during this time? Is there food and drink available? If so, make sure some options support the group's dietary needs (you can ask, or you can just provide snacks for all that have gluten-free, dairy-free, etc. options).

  • Psychological Safety: You likely want to create a culture of trust and respect where individuals feel safe to share their thoughts and feelings without fear of judgment. That all sounds nice, but how does one create this type of space? 

    • Consider what kind of shared agreements would be helpful for this specific group/space. Check out Harvard’s Center for Teaching and Learning on why you might consider group norms - these are great practices to take outside of the classroom. 

    • Consider how questions that come up will be answered, and if they can’t be answered at this moment, create a “parking lot” or publicly shared space where questions can live so that they don’t get left behind.

    • Who is helpful to have in the room and needs to hear what staff are reflecting on, and who might it be beneficial to invite in for one part but allow people to share differently if they are not there? (This is directly linked to power dynamics. Sometimes, having the big decision makers there is helpful, and sometimes, it can hinder people’s ability to share candidly.) 

    • Take breaks, we can’t just keep thinking and doing without breaks that allow us to get fresh air, use the restroom, and take a moment away from what is focused on. 

    • Make room for introverts. This can look like creating time for reflection before verbally sharing. It seems like having a little low-stimulation environment. It could look like sharing 1:1 rather than in small groups or to the larger group. 

  • Clear Expectations: Communicate the purpose of the reason for the gathering, what activities can be expected, and the expected outcomes from this shared time. 

    • By clarifying the space's expectations, you can help people care for their nervous systems.

    • You can also share expectations to help everyone understand the nature of the gathering, assuage fears of an unsafe environment, and set people up for the mindset that could help them navigate this space. For example, if you tell people it’s a retreat and it’s a relaxing field trip/fun day, that is a very different mindset from a deep/dive intensive into solving communication challenges. 

    • Let people know the options that will be used to support different styles of learning. (This means you’ll need to make sure there are interactive components, time to reflect solo, autonomy, and choice, and make sure there are audio, visual, kinesthetic, logical, linguistic, interpersonal, and intrapersonal ways of engaging with the content.) 

  • Flexibility: Create options. Create an agenda that can be pivoted to focus on the group's needs and expectations of what we are trying to accomplish and allow what needs to emerge. If we create a rigid plan or schedule that can’t be changed, we risk creating stress in areas where it’s not required. What can be cut should a discussion go over? What can be brought in if something takes less time (not usual, but always good to have)? How will the energy of the room be brought up? How will the post-lunch slump be considered for the best use of brainpower? 

If all of this sounds like a lot to consider, take it one at a time. Please know I’m here to support your organization in thinking through these pieces with you or for you– should you want support in creating and building powerful spaces for staff to help problem solve, plan, or reflect. You can contact me to set up a 30-minute free consultation to discuss working together.

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Using an End-of-the-Year Reflection Process to Advance Equity