Best Practices For Hybrid Meetings

The COVID-19 pandemic forced many organizations to have far more employees working remotely than ever before. Virtual and hybrid meetings had to be introduced.

What's The Definition Of Hybrid Meetings?

“Hybrid meetings are a meeting where a part of the audience joins from the office and another part joins remotely, enabled by audio and video conferencing technology with a strong focus on content sharing.”

What Are Hybrid Meetings?​

A hybrid meeting is more than just a remote, or virtual meeting. In a hybrid meeting, part of the participants join live & in-person. For example, from an office meeting room or hotel venue and another part joins remote – so from home or another location, like a coffee shop, even a satellite office.

Hybrid is a unique blend of both an in-room component and a virtual online component with live video streaming and online presentation of content. Above all, it combines the best features of both meeting types: in-person communication and virtual meeting benefits for information sharing, recording, and interactivity.

In hybrid meetings, the focus is seamless collaboration and content sharing both in-room and remote. Therefore, the ultimate aim is to make hybrid meetings as intuitive and straightforward as face-to-face meetings thanks to meeting technology. You can view some examples on our projects page.

Tips & Best Practices For Hybrid Meetings

Come Prepared & Test Technology Upfront

Just like in a physical meeting, make sure you come prepared. Joining a videoconference is already stressful enough for some colleagues. So, no need to add to the stress by wasting other people’s time. If applicable, make sure you have tested the meeting connection in advance. And if you are the meeting organizer, make sure your technology and meeting set-up will run smoothly. Our technical team takes care of the installation and management of the meeting throughout the day so you can focus on the agenda for the day.

Mic & Audio Check

Be sure you are in control of your audio with high-quality materials like mics and speakers. Speak up when it’s your turn and mute your microphone when it’s appropriate. It is crucial to be able to see and hear remote participants in the meeting room and vice versa. We deploy systems  sufficient for 5 people to 150 persons hybrid meeting. It’s important to have a discussion with your technology partner to identify your specific needs in order for them to custom build your hybrid meeting.

Keep The Camera On

In any hybrid meeting it is key to see all participants. Make sure remote colleagues have a view of the interaction and speakers in the meeting room and the other way round. Share content like presentations, video etc. equally in the room and to remote viewers. We have found that an aerial room shot along with individual laptop camera’s serves the best flexible option for in-person & online attendee’s.

Balance Meeting Equity

Remain respectful towards all meeting attendees and let them have a equal seat at the (virtual) table. Introduce everyone at the start of the meeting and give participants a chance to contribute without being interrupted. Try to stimulate the more introverted attendees to join the discussion, by asking questions or doing a quick poll. Make sure remote participants are seen full size in the meeting room (as to give them a greater presence in the room itself), this might help you to obtain more equality.

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