A Checklist for Engineering Successful Hybrid Meetings

The pandemic has ushered in the hybrid culture and it seems like this model is going to stay even after we return to a state of ‘normalcy’.

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The pandemic has ushered in the hybrid culture and it seems like this model is going to stay even after we return to a state of ‘normalcy’. Many organizations have embraced hybrid meetings to conduct engaging discussions with their in-person and remote employees. A recent online survey has shed light on the future workplace culture, stating how around 90% of organizations plan to integrate some form of hybrid culture into their operations. 

Although hybrid meetings seem like the perfect option to conduct immersive sessions between physical and virtual attendees, a lot of effort should go into successfully navigating these events. The following checklists will come in handy when you commit to hosting a successful hybrid meeting. 

Offer top-notch audio quality

Ensuring high-quality audio should be taken as a primary requirement when it comes to navigating hybrid events. There are many times when the visual aspect of the meeting is given high priority and the audio features are left for the last-minute prep. A hybrid meeting with great visual quality but offering mediocre sound quality will fail to engage the participants. To ensure top-tier audio quality, make sure the meeting room is furnished with sufficient microphones.  

For hybrid meetings conducted outside your office space, you can even arrange the in-person attendees to pass between them hand-held microphones to optimize the audio offerings for the meeting.

A logical video set-up for the meeting

To facilitate higher and consistent engagement in hybrid meetings, the video should be set up in such a way that the remote participants are able to view all the in-person attendees, content on the whiteboard (if any), physical documents shared, and more. Instead of asking the in-person attendees to join the meeting through their laptops (even though they are present at the office), create a video set-up by adding webcams at strategic locations to bring out the best hybrid experience.

Discover the best technology features 

One of the best things about technology is that it is constantly evolving. The videoconferencing technology has improved significantly post its raging popularity during the pandemic. As the providers churn out new features, make sure to keep an eye out for the best attributes fit for your requirements. To facilitate immersive hybrid experiences, make sure to invest in the best technology features available in the market.  

Many big names including Microsoft and Zoom are all set to implement innovative features in their services to facilitate higher user engagement. 

The technology check-up

Make sure to check the audio-visual set-up and other technology features prior to the meeting to offer consistent engagement for all attendees. Arrange for a dry-run a few days before the event, with all the participants, to give them an idea of what to expect for the actual meeting. You can even ask the remote attendees for suggestions to make the experience smoother for them. 

Plan all activities with remote participants in mind

It is easier to bring engagement across a group of in-person participants. To bring consistent engagement between physical and virtual participants, you need a proper strategy. Whatever you may have planned for the event, always consider how to involve and engage your remote participants throughout the meeting. For instance, if the event calls for all participants to be split into numerous groups, instead of putting all the virtual participants in a single group, make sure to add them across all the different groups to underline their equal status. 

Proper facilitation is the key

Appoint a facilitator to navigate your hybrid meeting. This person could be a member of your team or someone who specializes in being one. They are essential to keep hybrid meetings on track. It is easier for in-person attendees to take over the meeting. But a facilitator can ensure equal participation between both types of participants and make sure the remote attendees are never left out at any part of the event. 

Designated Q&A sessions

Appoint a fixed time for Q&A sessions. This will allow the participants to take notes throughout the meeting and be prepared to ask the right questions. It also allows you to continue the meeting without any interruptions. Make sure to give ample opportunity for both attendees to participate in these sessions. 

Get feedback

Lastly, to design future successful hybrid meetings, get real-time feedback from all participants. The in-person and virtual participants are likely to have different experiences from a hybrid meeting. Talk to them and ask them for suggestions on areas of improvement. You can even arrange anonymous forums to make it comfortable for people to share their experiences.

Creating an engaging and equitable experience for all the participants should be on top of your list as you get ready to host a hybrid meeting. Familiarize yourself with various communication and collaboration tools necessary to bridge the gap between in-person and online attendees.

Although the process can be a bit challenging at first, think about the technical innovations you will be able to incorporate into your operations and how this will make sure you have the chance of connecting with amazing people regardless of their location.

Planning on having a hybrid meeting? Checkout eventplus.io, the end-to-end hybrid platform for hosting successful hybrid meetings. You can connect here for more information about this solution and get a free demo today.

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