Best Practice - Hybrid Meetings


What are Hybrid Meetings?

Hybrid meetings involve a mixture of in-person and remote attendees. Remote attendees join the meeting via a video conferencing platform. In-person attendees sit together in a dedicated meeting room.
It goes without saying that hybrid meetings have become increasingly common in today's work environment. To make the most out of your hybrid virtual meetings and ensure effective communication and engagement, here are some tips and best practices.

Best Practices for Hybrid Meetings

Prepare in Advance

●    Test Your Technology: Ensure that the video conferencing software and equipment are functioning properly before the meeting.
●    Share the Agenda: Distribute the meeting agenda and any relevant materials to all participants in advance, allowing them to come prepared.

Optimize the Meeting Space

●    Set up Appropriate Technology: Make sure the meeting room is equipped with reliable audio and video equipment, such as high-quality microphones and cameras, to ensure clear communication for both in-person and virtual attendees.
●    Use Dual Screens: If possible, set up dual screens in the meeting room—one for displaying virtual participants and another for sharing presentations or documents.

Engage Virtual Participants

●    Assign a Moderator: Designate someone to moderate the virtual participants, ensuring their questions and comments are acknowledged and included in the discussion.
●    Encourage Participation: Utilize interactive features of the video conferencing platform, such as chat, polling, or hand-raising, to engage virtual attendees and gather their input.
●    Give Everyone a Voice: Make a conscious effort to involve virtual participants by asking for their opinions and ideas throughout the meeting.

Facilitate Communication

●    Use Clear Audio: Ensure that all participants, both in-person and virtual, can hear each other clearly. Speak clearly and encourage others to do the same.
●    Maintain Eye Contact: If you're speaking to a virtual audience, look directly into the camera to simulate eye contact and establish a connection.
●    Repeat Important Points: Restate key information or decisions to ensure that both in-person and virtual attendees understand and remember them.

Manage Time Effectively

●    Stick to the Agenda: Stay focused on the topics outlined in the agenda to ensure that the meeting doesn't run longer than necessary.
●    Allow for Breaks: If the meeting is long, schedule regular breaks to give participants an opportunity to rest and recharge.

Foster Inclusivity

●    Treat Everyone Equally: Ensure that all participants, regardless of their location (in-person or virtual), have an equal opportunity to contribute and be heard.
●    Share Meeting Materials: Provide digital copies of any physical materials or visual aids used during the meeting to virtual attendees.

Follow Up

●    Share Meeting Minutes: Summarize the key points, decisions, and action items discussed during the meeting and share them with all participants.
●    Provide Recordings: If possible, record the meeting and make it available to participants who may need to refer back to the discussion.

By implementing these tips and best practices for hybrid meetings, you can enhance the productivity, engagement, and inclusivity of your virtual meetings, ensuring that all participants can actively participate and benefit from the meeting experience.