6 Suggestions for effective hybrid meetings

When we look back on this pandemic from a business perspective, one thing will probably stand out: virtual meetings. Although we like to complain about them and they are no replacement for face-to-face relationship building, we have to admit that they are super-efficient. On top of that, we can attend events and meetings that we would not if we had to drive or fly. And, let’s be honest, working on another screen while listening in is a massive productivity boost. Of course, I never do that when I’m in a meeting with you… I always give you 100% of my attention.

How do we take advantage of this going forward when we can get back to face-to-face? The obvious answer is that some meetings and events should stay virtual. However, other gatherings can be hybrid. Everyone likes that idea, but as one person said in a recent discussion on scheduling our next gathering as mixed, “remote people are second class citizens in hybrid meetings.”

Fear not. Tools and rules can help out. We have learned a lot through our constant zooming, and technology is on our side. Here are six suggestions on making your hybrid meetings a success.

1: Remote people must use headphones

In a room, everyone can talk simultaneously, and the sound waves they create reach everyone’s ears. If remote attendees listen with speakers, their microphone will pick up their voice and the noise from the speaker. To avoid a very annoying echo or even feedback, the computer has to block the noise from the speaker, but not the voice of the user. Although this has improved, it is not perfect, and your voice will cut in and out, or it may block what is coming from your speakers. The solution is to use headphones. It allows you to talk while others are talking. Using headphones with a microphone is even better because it will not pick up a noisy background.

2: Invest in high-quality audio equipment for the meeting room

If your company is going to embrace hybrid meetings, spring for an excellent full-duplex audio system. One where you and multiple remote people can all talk at the same time. No joke, test it by singing a song together. You should be able to hear the remote people with no interruption (they need to be on headphones), and remote attendees should be able to hear themselves and the live attendees. If it breaks up or cuts out, try another system. 

Not being able to be heard, especially when one person is a talker who dominates the conversation, is frustrating and leads to people not contributing.  

Struggling with a $4000 price tag? How much would you spend on plane tickets over three years if you can’t have effective meetings?

3: Learn the platforms

After 14 months of sitting in virtual meetings, I’m shocked at how many people only know the basics of the system they use every day and how many are totally befuddled by other systems. I have had people tell me, “Zoom is a joke. It’s completely useless.” And then someone else will say, “Microsoft Teams is THE WORST.”  Actually, they are almost identical now. The problem isn’t with the system. It’s the user.

Don’t be a problem. Take the time time to train yourself and anyone that works for you. Everyone should be able to schedule meetings, add people, share a screen, share a screen with audio, see who is on, chat, raise their hand, use breakout rooms, and change their background.

What about mute? I’ve given up on mute. I forget I’m on mute 30% of the time. It is what it is. We just have to live with it.

4: Pause and make time for interaction

Technology will let others make noise, but they won’t be heard and won’t be part of the conversation if you don’t shut up long enough to let them talk. At some point, you should ask for input from remote people. But also, just stop and take a breath and give people a chance to interrupt. 

No user interface designer can fix this. We have to develop the habit of pausing and listening.

5: Use the “Raise Hand”

Almost every virtual meeting platform has a “raise hand” function. And in my opinion, it does not get enough use. It is straightforward and effective.

But raising your hand is only part of the solution. The other people in the meeting need to notice and take action when someone does raise their hand.

6: There has to be a moderator

Each and every one of these previous suggestions are essential. However, your hybrid meeting will most likely fail if you do not have someone appointed as moderator. Their role is to control who can share screens, let people into the meeting, and mute others. They need to watch the chat for questions and comments and the attendee list to see who has raised their hand. They should also be the one who answeres technical questions from the attendees to avoid that awkward situation where someone asks how to share their screen, and five people answer.

At this point you may be asking yourself, what about video for the in-person meeting room? The better the video in that room the better for the remote attendees, but bad video is not what makes people calling in second-class citizens. Not being heard or not being able to hear is what makes things painful for them.

The transition will be slow from pandemic work-from-home to whatever the new long-term structure working world looks like. So we have time to experiment and try things out. These tools and rules should help make your future hybrid meetings a success. I, for one, look forward to a hybrid meeting world along with those critical face-to-face meetings. 

If you want some suggestions on how to be a better remote contributor to meetings, check out "Ten Annoying Things you Should Avoid in Virtual Meetings from Home."