How to run a successful hybrid meeting

First Published:

Easy AV, Interactive Displays, Support, Video Conferencing

A hybrid meeting is a blend of in-person and virtual attendance, as some participants meet face-to-face, while others join remotely through technology like video calls. It allows flexibility for people to attend from anywhere while still delivering real-time collaboration. Essentially, it combines elements of both in-person and virtual meetings, allowing people to attend in the way that best suits their circumstances.

Hybrid meetings have become increasingly popular, as more workers are choosing flexible working arrangements allowing them to work from home at least part of the working week. According to TravelPerk, just 30% of UK companies are working fully on-site today, as opposed to 57% before the pandemic.

Hybrid meeting challenges

  • Communication Barriers: In hybrid meetings, communication might not flow as naturally as it does when everyone is in the same room. Remote participants might feel like they’re missing out on informal conversations or visual cues that happen in-person, making them less engaged.
  • Technical Difficulties: Dealing with technology can be distracting and frustrating. If someone’s audio or video isn’t working properly, or if there are delays or glitches in the connection, it can disrupt the flow of the meeting and make it harder for people to stay engaged.
  • Unequal Participation: In hybrid meetings, there’s often a tendency for in-person participants to dominate the conversation while remote attendees struggle to have their voices heard. This imbalance can lead to feelings of exclusion and disengagement among remote participants.
  • Lack of Social Connection: Building rapport and camaraderie is more challenging when people are not physically present together. Remote participants may feel isolated and disconnected from their colleagues, which can impact their willingness to actively participate in discussions and activities.
  • Difficulty Reading the Room: In face-to-face meetings, participants can gauge the mood and reactions of others by observing body language and facial expressions. This is much harder to do in hybrid meetings, where not everyone is visible on screen or where video quality may be poor.

Addressing these pain points requires proactive measures such as investing in reliable technology, establishing clear communication protocols, promoting inclusivity, and providing training to enhance remote participation and collaboration skills.

Use Reliable Technology

Choose a reliable video conferencing platform that supports both in-person and remote attendees. Test the technology beforehand to ensure compatibility and functionality. Video conferencing software such as MS Teams or Zoom are easy to use and an effective platform for hybrid meetings. At TecInteractive we design both MS Teams Rooms and Zoom Rooms. This brings all the benefits of the system into the meeting room, allowing the participants to start a meeting with the click of a button. 

hybrid meeting

Provide Training and Support

Offer training sessions or resources to help participants become familiar with the technology and best practices for hybrid meetings. Provide technical support during the meeting to address any issues promptly. Often IT teams do not have the specialist AV knowledge so will benefit from an outsourced AV team. Through both proactive and preventative maintenance downtime is minimised. We offer support alongside design and installation as we understand how business critical AV technology is today. We also provide training to all users helping them feel confident in using the new system.

Establish Clear Communication Norms

Set guidelines for communication, such as muting microphones when not speaking, using clear language, and respecting turn-taking. Encourage the use of video to enhance engagement and connection. A well designed audio visual solution will enhance the participants experience by ensuring meeting equity – meaning that all are seen and heard equally. 

Encourage Collaboration

Facilitate interactive discussions and collaboration among all participants. Use tools such as virtual whiteboards or polling features to engage both in-person and remote attendees. Interactive displays provide a great collaborative experience, making it easier for your team and clients to work together no matter where they are. You can easily share documents and apps from your computer, so your team can work together smoothly. Our displays have tools for navigating, writing, and collaborating, making meetings more interactive and easy for everyone to join in.

interactive display

Follow Up

Summarise key decisions, action items, and next steps at the end of the meeting. Share meeting minutes or recordings with all participants to ensure alignment and accountability.

Seek Feedback

After the meeting, solicit feedback from participants to identify areas for improvement. Use this input to refine future hybrid meetings and enhance the overall experience

In conclusion, hybrid meetings offer the flexibility for participants to attend either in-person or remotely, fostering real-time collaboration regardless of geographic location or scheduling constraints. However, they also come with various challenges such as technical issues, logistical complexity, security concerns, and engagement difficulties. Addressing these challenges requires proactive measures like investing in reliable technology, providing training and support, establishing clear communication norms, encouraging collaboration, following up on key decisions, and seeking feedback for continuous improvement. By implementing these strategies, organisations can enhance the effectiveness of hybrid meetings, improve team dynamics, and ultimately drive better outcomes and productivity.

Book a demo to see how the right technology and design can make the difference to your hybrid meetings.