We predict a trend toward hybrid or multiserver meetings, with most segments of the workforce working remotely and many organizations expressing flexibility around remote work in the future. Meeting discussions in which some employees engage in person while others are electronic will benefit both individuals and organizations, but this kind of meeting has its own set of obstacles.
Every meeting style has its own set of advantages and disadvantages. Hybrid meetings are a natural byproduct of a more flexible work paradigm. But there are several things to consider to ensure that these meetings are productive, run smoothly, and encourage meaningful participation. In preparation for a shift toward hybrid meetings, here are five strategies to help your staff successfully lead meetings with some attendees in person and others participating digitally.
Establish Your Meeting Agenda
You’ll be able to plan an efficient meeting layout to achieve your goals if you establish your priorities early on. Hybrid meetings can take many forms, and this strategy will assist you in determining the best format, technology, and serviced office location for your meetings.
You’ve declared that you require a meeting. The next logical step is to develop a comprehensive agenda. Outline what needs to be discussed and the outcome measures you expect to achieve by holding the meeting.
Consider sending a brief message to attendees about the meeting. Share any pre-work you’d like participants to complete, links to presentations or memos to be discussed, and the meeting’s overall goals and objectives. These details are commonly included directly in the meeting invitation.
Determine who will attend your meeting and how they will contribute
Even if only one person dials in remotely, you’re hosting a hybrid meeting, and your requirements will differ from those of an entirely virtual or in-person meeting. If participants will turn on their video, ensure you set expectations ahead of time.
If you intend to have in-room attendees use their own laptop cameras, make sure they are aware of bringing their laptops and that you have a plan for your audio — multiple individuals playing audio from their computers and devices or using multiple mics can lead to repercussions if not set up. Instruct in-room participants to turn off their microphones and computer audio to avoid this dilemma.
When designing your structure, prioritize remote participants
There should be no second-class citizens when hosting a hybrid meeting. Remote attendees are not merely observers. Rather, they are essential players in the discussion and should be treated as such.
How can you make your remote attendees a priority? Begin by ensuring that they can see and hear all in-person attendees. Using wide monitors to make remote participants appear life-sized can also help in-person attendees interact with them.
Remote attendees can also prioritize themselves. They should turn on their cameras to make the most of their presence in a hybrid meeting and use the chat and “raise hand” functions if they are available on your meeting platform. These features can assist them in participating in the conversation when necessary.
Test and Use the Right Technologies and Consider Recording
Without the right technologies, hybrid meetings fall flat. Your company most likely has the tools required to facilitate hybrid meetings. Most technologically advanced meeting rooms have implementations between the computer’s virtual meeting software and the equipment in the room.
However, if your organization is just starting with hybrid meeting technology, test it meticulously before implementing it. If you wait until the last few minutes before the meeting, you may have to troubleshoot the technology, which consumes the time allotted for the session. Working through technical issues during a meeting is never a good way to waste attendees’ time.
Give everyone the opportunity to ask questions
During meetings, some people dominate the discussion. By going around one-by-one during or after a meeting, you can ensure that everyone has an opportunity to make remarks and pose questions.
The meeting’s organizer should be ready to identify anyone who has yet to participate in the discussion. It’s permissible to inquire them directly if they have any concerns or suggestions about the topic under discussion.
The desire to speak or not speak during a meeting is determined by personality type. It is not a weak point. Make the meeting environment as inclusive as possible, and you’ll get diverse perspectives in the room.
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