Tips for Running Productive Hybrid Meetings with the Right Tools

Hybrid meetings are becoming more and more popular as businesses look for ways to save time and money. But if you've never hosted a hybrid meeting before, balancing the interaction between the in-person and remote meeting participants and ensuring everyone is included can be difficult.

In this article, we'll explore the best practices for running hybrid meetings and how to optimize productivity with adam.ai, an all-in-one meeting management solution that boosts productivity and collaboration.

Best Practices for Running Hybrid Meetings

Ensure Everyone Sees and Hears Each Other Clearly

To ensure that all participants feel included, your setup should guarantee that all participants hear and see each other clearly. Never use poor-quality video or audio, or you'll jeopardize your meeting.

Attendees Should Say Their Names Before Speaking

Whether it is an in-person or a remote meeting participant, everyone should say their name before making their contribution. This will help virtual attendees who might not be familiar with other attendees' voices.

Prioritize Virtual Attendees

Virtual attendees are at a disadvantage compared to those in the hybrid meeting room. To balance this, you should prioritize virtual attendees in every activity. Instating a feeling of inclusion for virtual attendees should be a priority in hybrid meetings if you don't want them to lose interest. Always include them in the conversation and ask about their opinions.

Ensure Everyone Has Access to All Documents

Everyone needs to be on the same page if you want to run a successful and engaging hybrid meeting. Ensure that everyone has access to all documents that will be used during the meeting, including handouts or any other slide shows in the room.

Eliminate Side Discussions

Side discussions can be very confusing to virtual attendees. If you must have side discussions, then explain what has just happened so they don't feel left out. Eliminating side discussions as a rule that everyone should follow is even better.

Boost Your Hybrid Meetings with adam.ai

With hybrid meetings becoming the new norm, having the right tools to ensure seamless communication and productivity is more important than ever. Automating your meeting workflow using a tool like adam.ai will help simplify your workflow and streamline collaboration and ensure that you're running your meetings and processing your sensitive data in a platform that implements appropriate access controls, encryption, and other security measures.

How adam.ai Can Help You Apply the Best Practices for Hybrid Meetings

Before the Meeting:

Scheduling and Availability

adam.ai takes care of the hard work of scheduling meetings for you. It automates the process and integrates with your existing calendars, ensuring there are no conflicts or overbooking. You can even protect your privacy with access codes! Plus, you can create unlimited booking pages with clear instructions, so attendees can book meetings without any hassle.

Meeting Agendas

With adam.ai, you can own an intelligent note-taking system that instantly transforms your notes into organized agenda items, polls, decisions, and actions. This saves you valuable time and ensures that nothing falls through the cracks. You can share the meeting agenda with all participants beforehand, take private and public notes during the meeting, and share the notes and meeting minutes with everyone afterward.

Meeting Templates

Meeting templates make it easy to plan and structure your meetings. You can quickly cover critical issues that need to be addressed and avoid wasting time on irrelevant or unimportant topics. The consistent format of the templates will improve communication, accountability, and productivity in every meeting.

Built-In Video Conferencing

The built-in video calls in adam.ai make it easy to engage with participants. You can join the video call with minimal setup required, and your agenda is displayed simultaneously with your multiple-tile video call in any view you’d like.

During the Meeting:

adam.ai provides features that allow you to engage with participants, such as polling, chatting, hand-raising, commenting on your public notes/agenda, and tagging and mentioning other attendees. Using Adam, the AI meeting assistant, you can ask for suggestions on agendas, enhance your writing, and summarize your notes.

After the Meeting:

With adam.ai, you can assign tasks, set deadlines, and track all tasks across all meetings using the action tracker. You can record the meeting and share the recording with participants who couldn't attend. Using Adam, the AI meeting assistant, you can generate meeting transcripts after the meeting ends, summarize the transcripts, and ask Adam to turn them into actionable outcomes.

Integrations

And because adam.ai is a true all-in-one solution, you can choose to integrate your favorite video conferencing, collaboration, and CRM and PM tools with adam.ai to avoid disruptions to your existing workflow.

Final Thoughts

Hybrid meetings can be a great way to save time and money for businesses while still allowing for collaboration between remote and in-person participants. However, to ensure that these meetings run smoothly, it's important to follow the best practices outlined above, such as prioritizing virtual attendees, ensuring everyone can see and hear each other, and avoiding side discussions.

Using a tool like adam.ai can further enhance the productivity and collaboration of your hybrid meetings by automating your workflow, providing meeting templates, and offering built-in video conferencing and other collaboration features.

Sign up for a free trial today and see how adam.ai can help you improve your hybrid meetings.

Written by:

Mary Botros , Inbound Marketer at adam.ai

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