Hybrid meetings – how to make them work for you

The way we meet for work has changed dramatically over the past five years.

We used to all insist on collecting in a room together, face to face, to feel like we could judge a meeting as valid. And we would literally travel across the globe to make these meetings happen. That seems so unreal these days!

Now we tend to only insist on travelling and meeting in the flesh if it is entirely necessary. It’s cheaper, less stressful, and better for the environment to meet online when possible.

But what if some people meet in one physical place and others join in using technology?

Hybrid meetings feature at least one group of in-person attendees connecting virtually with other meeting attendees.

This type of modern meeting room combines the benefits of in-person and virtual interactions so that each event can reach its highest potential.

Remote attendees join the meeting via a virtual meeting platform, such as Microsoft Teams or Zoom. In-person attendees sit together in a dedicated meeting room.

The key difference between hybrid meetings and fully virtual meetings is this fusion between the physical event and the virtual event.

Hybrid meetings allow for both personal connections and connections that extend far beyond the physical confines of the event. They offer a range of benefits that combine the advantages of in-person and remote meetings.

Hybrid meeting rooms – what are the benefits?

Accessibility: meetings can be more inclusive and accessible for individuals with disabilities or those who face mobility challenges. Remote participation allows for captioning.

Better collaboration: participants can use digital tools for real-time document sharing, brainstorming, virtual whiteboarding, and breakout sessions. This technology fosters teamwork, regardless of whether participants are physically present or remote.

Flexibility: participants can choose whether they attend in person or join remotely. This flexibility accommodates various schedules, time zones, and travel constraints. It also enables individuals with disabilities or limitations to take part fully.

Increased participation: offering remote access can increase participation rates. People who might not have been able to attend in person can join remotely, leading to broader engagement and more diverse perspectives.

Wider reach: remote participants can include clients, partners, or stakeholders from different geographical locations. This increases the potential for global collaboration and expanding networking opportunities.

Cost savings: reductions in travel expenses occur for remote participants as they can attend from their own locations. Organisations can save on travel costs, accommodation, and other related expenses. Additionally, hybrid meetings often need less physical space and resources. There are resulting potential cost savings for space, facilities, and equipment.

Sustainability: fewer people travelling for meetings can help reduce carbon emissions and contribute to environmental sustainability efforts.

Recording: hybrid meetings can be recorded and archived. This allows participants to review discussions, refer to specific points, and share the meeting content with others who were unable to attend.

Are there any drawbacks to hybrid meetings?

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We don’t want to give the impression that hybrid meetings are a magic bullet to meeting success. There are definitely times in hybrid meetings when remote attendees can feel left out. It’s also much harder to pick up social cues when you’re sitting in front of a laptop screen.

The hands-on elements of a meeting can exclude remote attendees too. For example, writing ideas on Post-it Notes or sharing a plate of cookies around the room can unwittingly create a sense of inequality/exclusion.

And finally - surprising to nobody - tech issues can kill a meeting before it’s even started. And it’s usually the remote attendees who will suffer the most.

What are the secrets to planning successful hybrid meetings?

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Firstly, and really importantly in these days of digital wizardry, don’t let technology define your meeting goals – define your goals first and then define the technology required to support it.

In fact, even consider whether a meeting is the best way to fulfil your communication needs.

When offices shifted to remote working in 2020, many of us were tempted to stack up meetings to ensure communication lines between colleagues stayed open. Smart organisations have now realised that many of those meetings aren’t required.

Communication tools such as Slack mean co-workers can communicate with each other easily. Things can move on without holding a meeting. Asynchronous communication means an immediate reply isn’t expected in the discussion. You can accommodate different working patterns and locations without hampering progress.

Cutting back on the number of meetings means you can carefully plan the ones you have. In a hybrid culture, people come into the office for a specific reason. Carefully planned meetings will ensure everyone can make the most of that time.

Inclusivity is key. As is the right technology to support a modern meeting room. AV equipment, virtual communication tools and meeting room booking software are all important. It’s essential to ensure that meetings remain effective, productive business tools. And that they’re enjoyable, engaging, and inclusive.

The best hybrid meeting technology is determined by the requirements of the people involved. It also contributes to meeting the proposed goals of the session.

Popular technologies commonly used to support hybrid meetings:

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Video Conferencing Platforms

Video conferencing platforms like Zoom, Microsoft Teams, Cisco Webex, and Google Meet provide features for both in-person and remote participants. They offer high-quality audio and video communication, screen sharing, chat functions, and virtual backgrounds. These platforms often integrate with other collaboration tools, allowing participants to join meetings from various devices.

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Collaboration Tools

Collaboration tools like Miro, Mural, and Microsoft Whiteboard enable real-time collaboration and visual brainstorming. They allow participants to work together on virtual whiteboards, share ideas, and contribute remotely. These tools enhance creativity and teamwork in hybrid meetings.

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Document Sharing and Cloud Storage

Cloud storage and document-sharing platforms such as Google Drive, Microsoft OneDrive, and Dropbox facilitate the seamless sharing of files, presentations, and documents. Participants can collaborate on shared materials, ensuring everyone has the most up-to-date information.

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Room Booking and Scheduling Software

Software solutions like Microsoft Outlook, Google Calendar, or specialized room booking platforms streamline the process of scheduling and managing hybrid meeting rooms. These tools help avoid conflicts and ensure availability. They also simplify the logistics of booking both physical and virtual spaces.

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Hardware Integration

Hybrid meeting rooms often need hardware integration to bridge the gap between in-person and remote participants. This includes high-quality cameras, microphones, speakers, and displays. Companies like Poly, Logitech, and Crestron offer a range of hardware solutions specifically designed for hybrid meeting environments.

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Audience Engagement Tools

Platforms like Slido, Mentimeter, or Poll Everywhere support audience engagement in hybrid meetings. These tools allow participants to ask questions, take part in live polls, and provide feedback in real-time. They promote interaction and involvement from both in-person and remote attendees.

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It's essential to assess your specific needs, budget and compatibility with existing systems when selecting hybrid meeting technology. Additionally, considering factors like ease of use, reliability, scalability, security features, and customer support can help determine the best technology for your organisation.

Overall, hybrid meeting rooms provide flexibility, inclusivity, cost savings, and environmental benefits. They leverage technology to enhance collaboration and reach a wider audience. When planned effectively, with clear goals in mind, they can be highly productive, especially when supported by appropriate technology.

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At Techwyse we know the prospect of organising hybrid meetings can be daunting. If you need help or advice, please contact us.

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20 Tips for Running Successful Hybrid Meetings

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Keeping your audience engaged while running hybrid technology can take some getting used to. But don’t worry! Here are some useful tips about content and etiquette to help you run hybrid meetings and get the most out of them!

Pause and take a few moments to think about:

• The purpose of the meeting
• The decisions you need to take
• Any pre-reading you can send attendees
• Which meeting room you will use, and whether it has the tech to accommodate remote attendees?

1. Try not to make the meeting too long. Schedule breaks so remote attendees can switch their screens off and get away from their PCs.
2. Ask that everyone uses the technology, regardless of whether they attend in-person or remotely. That way the meeting doesn’t become disjointed
3. Try to avoid a situation where some attendees scribble on a whiteboard in the meeting room while others interact with the virtual platform.
4. Start the meeting with introductions and checking in with your colleagues.
5. Use breakouts and smaller thinking groups.
6. Use visual aids or interactive tools such as Polls on Zoom, or Miro to keep people engaged.
7. Remember to facilitate – bring in quieter people and control the more talkative ones!
8. Direct questions equally to in-room participants (with eye contact), and virtual (with eye contact with camera).
9. Keep to the agenda and be succinct, assign a timekeeper where necessary.
10. If you're in the room, talk to the camera as well as the other room participants.
11. Be aware of what your background says about you!
12. Try not to interrupt any speakers and give people enough time to speak.
13. Have your camera on where possible to engage with your colleagues.
14. Raise your electronic hand when wanting to speak.
15. If you don't have your laptop – say your name when speaking in the room.
16. Try to limit distractions like your email or smartphone during the meeting.
17. If joining virtually from your desk, use a headset and blur your background.
18. Ensure your screen name matches your actual name.
19. Do not have side conversations if attending the meeting in person.
20. If in the room, only use the room microphone if possible (i.e. not your laptop mic)

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