How to Run the Perfect Hybrid Meeting

With more and more people working from home and only returning to the office in a part time capacity hybrid meetings are becoming more common and are expected to do so in the future. Many companies believe that a return of all their staff to full time office based work won’t happen at all or at least for some time to come.

There are a few ways to ensure the perfect hybrid meeting and in this article we’ll discuss the most beneficial. The first consideration has got to be the platform or technology that you use. Whether it is Zoom, Google Meet or Microsoft Teams will depend on what your specific needs are. Each of them have different benefits and capacities and we suggest thorough research on your part before you commit to any.

Another key consideration is internet speed. High speed internet is a must with a large online meeting as it can be very frustrating if at key points in a meeting the screen freezes and information is lost. It is also important that the technology is tested ahead of meetings both at the office and at the remote end to ensure a high quality experience for all. It is highly recommended that before the meeting someone takes responsibility for the technical aspects of the meeting who can respond quickly to any problems as they arise.

The space that the meeting takes place is also very important. Large studio style spaces which have natural light are preferable to dark pokey cupboard style environments for obvious reasons. It’s also equally important that people dialling in from home can create the best environment at their end also. Sound is an important consideration as background noise and echoes can be very distracting. Most of the main platforms have mute functions but thoughts need to be put into noise when different people have to speak or an interactive conversation takes place.

It is important to make remote attendees feel as connected to the meeting as the people in the room. They should be able to see the in room participants clearly along with any presentations or white boards. There are a number of technical capabilities on these video conferencing platforms to ensure that this happens seamlessly. Encouraging regular input and discussion, where practical, from remote participants keeps them engaged and ensures they participate throughout.

You can make hybrid meetings more engaging for both in person and remote team members by getting them to engage in some fun activities. It could be physical movement based such as light exercise or it could also be visual or problem solving based. Many companies now have interactive exercise classes amongst team members to start the day and many businesses could incorporate this into their weekly meeting schedule.

There are many nuances to hosting the perfect hybrid meeting into today’s busy office environment. We’ve shared a few key ideas which we hope you’ll enjoy putting into place at your next company get together.