How to run effective hybrid meetings | Including tech & prep

Mastering the Art of Running Effective Hybrid Meetings

In today’s fast-paced and interconnected world, hybrid meetings have become an essential part of business operations. Combining in-person and virtual participation, these meetings enable teams to collaborate seamlessly regardless of their physical location. However, ensuring the success of hybrid meetings requires careful planning and execution. In this article, we will explore strategies and best practices to run effective hybrid meetings that maximize engagement and productivity.

I have been working for companies that have been doing hybrid meetings well before the COVID-19 pandemic and the recent work from home expansion. And let me tell you, there are soooo many ways to mess up hybrid meetings. I had a colleague that once told me that “Hybrid meetings are truly the worst of both worlds…” But it doesn’t need to be that way! Here are some tips on how to run effective hybrid meetings and what I have learned over almost a decade of running them.

Embrace Technology

The key to running successful hybrid meetings lies in leveraging technology effectively. Invest in reliable video conferencing platforms and equip meeting rooms with quality audio and video equipment. Ensure that remote participants have access to a stable internet connection and necessary software. Encourage all attendees to familiarize themselves with the tools before the meeting to minimize technical difficulties and interruptions.

There is nothing worse than spending the first ten minutes of a meeting simply trying to get people IN the meeting. Ensuring new staff have tested their tech setups (mics, webcams, video conferencing software) well in advance of the meeting is critical. That way, you can actually start the meeting on time and you aren’t wasting precious time with technical issues.

You also need to make sure that you have the right technology to ensure that both virtual and in-person participants are getting a good meeting experience. Consider buying a solid audio speakerphone device that can adequately pick up the voices of in-person participants without sounding like a mess of voices for those online. I recommend the Jabra 750 speakerphone for most people due to its ease of setup and excellent audio quality

It is also important to pick a good piece of video conferencing software like Zoom, Google Meet, or Microsoft Teams to make sure that virtual participants can add questions and comments to the chat as well as raise their hands during the meeting. Most businesses will have this already setup, but if you are starting from scratch, check out our guide for video conferencing solutions.

Preparation: Set Clear Objectives

Before scheduling a hybrid meeting, define clear objectives and communicate them to all participants. Clearly outline the purpose of the meeting, the desired outcomes, and the agenda. This helps create a focused environment and ensures that everyone understands what needs to be achieved during the meeting.

Establish Meeting Etiquette

Establishing meeting etiquette is crucial for maintaining a productive and respectful atmosphere in hybrid meetings. Encourage all participants to mute their microphones when not speaking to reduce background noise. Implement guidelines for speaking order and ensure that everyone has an opportunity to contribute. Encourage active listening, regardless of whether participants are attending in-person or remotely.

Create Engaging Presentations

Engaging presentations are essential for keeping participants involved during hybrid meetings. Utilize visual aids, such as slides or screen sharing, to convey information effectively. Incorporate interactive elements, such as polls or Q&A sessions, to encourage participation from both in-person and remote attendees. Vary the content format to maintain interest and cater to different learning styles.

Foster Inclusion and Collaboration

Hybrid meetings should prioritize inclusion and collaboration among all participants. Ensure that remote attendees are given equal opportunities to contribute and share their perspectives. Utilize breakout rooms or collaboration tools to facilitate group discussions and brainstorming sessions. Foster a culture of openness and respect to encourage active participation from all team members.

Enhance Engagement through Icebreakers and Energizers

To combat virtual meeting fatigue and boost engagement, incorporate icebreakers and energizers into hybrid meetings. Begin with a short icebreaker activity to help participants connect on a personal level. Integrate energizers, such as stretching breaks or quick team-building exercises, to maintain energy levels and break up lengthy discussions.

Encourage Post-Meeting Follow-Up and Documentation

After the hybrid meeting concludes, it is essential to encourage post-meeting follow-up and documentation. Share meeting minutes, action items, and any relevant documents with all participants to ensure alignment and accountability. Establish clear deadlines and responsibilities for follow-up tasks to keep the momentum going beyond the meeting itself.

Conclusion

Running effective hybrid meetings requires a combination of technological prowess, clear communication, and inclusive practices. By embracing technology, setting clear objectives, establishing meeting etiquette, creating engaging presentations, fostering inclusion and collaboration, incorporating icebreakers and energizers, and encouraging post-meeting follow-up, organizations can optimize their hybrid meetings and drive productivity and engagement among participants, regardless of their physical location. With these strategies, teams can unlock the full potential of hybrid meetings. Hybrid meetings don’t have to be the “worst of both worlds” if you just take the time to plan and follow the best practices above.