Hybrid meetings, which combine in-person and remote attendees, have become increasingly popular in the post COVID-19 workplace. They offer the flexibility to accommodate diverse schedules and locations while promoting collaboration and inclusivity. However, to ensure a successful hybrid meeting, it is essential to plan and execute it thoughtfully. In this blog post, we’ll provide a comprehensive guide to holding a successful hybrid meeting that keeps all participants engaged and productive.
Choose the Right Technology:
With dozens, even hundreds, of options, you have the luxury of being picky. If you need your meeting to follow rules of order, permit attendees to speak in their own voice, vote, make amendments to motions, etc…, you’ll need to ensure that you are selecting technology that can make your meeting happen the way you need to. We recommend running a quick needs assessment to ensure you have the bases covered. Questions to ask yourself include:
- How many people will attend and what do they need to do?
- How many do I expect in the room and how many online?
- Will I need a full audio and video setup in the room, meaning floor mics, cameras and video projectors?
- Does the meeting need to follow rules of order, permit floor nominations, share documents, have guest presenters, etc…
- How will I determine if my meeting was a success?
Set the Experience Expectations
Ensure that both in-person and remote participants have as close to the same experience as possible., such as excellent audio and video quality. Always run a test of the technology thoroughly beforehand to avoid any last-minute technical glitches. For example, if you are using cameras and microphones, create a test meeting at least a day in advance that allows you to thoroughly test all aspects of the audio and video equipment. Login as a participant yourself (or have a colleague do it) so that you can get the full experience. If necessary, run a test meeting in advance for your stakeholders who might need more time to work through the technology’s functionality.
Set Clear Objectives:
Define clear objectives for the meeting and communicate them to all participants in advance. Having well-defined goals will keep the meeting focused and increase productivity. It will also allow you to set limits as to what is and what isn’t part of the meeting.
Prepare an Agenda:
Create a detailed agenda that outlines the topics to be discussed, along with the allocated time for each. Share the agenda with all participants ahead of time, allowing them to come prepared with relevant insights and questions. Create a more detailed agenda (a.k.a. run of show or cue to cue) that allows the team producing the meeting to ensure that everyone is on the same page.
Designate a Facilitator or Moderator:
Appoint a skilled moderator who can manage the meeting effectively. The moderator should ensure that everyone has an opportunity to contribute, manage time constraints, and maintain a positive and inclusive atmosphere. Work through the details of how the moderator will manage online attendees to ensure that they are able to participate and contribute to the meeting.
Create Inclusive Participation:
Have the moderator encourage active participation from both in-person and remote attendees. Use polling, interactive presentations, and regular contributions from online attendees to foster engagement and gather feedback from all participants.
Optimize Remote Engagement:
Be mindful of remote participants’ experience and ensure they feel connected to the meeting. Call on remote participants to share their thoughts, and use virtual hand-raising features to manage discussions efficiently. In Motion Meetings, remote attendees can also become speakers temporarily so they can make their contributions in their own voices as well.
Limit Meeting Duration:
Keep the meeting as concise as possible to maintain attendees’ focus and prevent meeting fatigue. Avoid unnecessary discussions and tangents, and conclude the meeting on time.
Share relevant meeting materials, such as presentations or documents, with all participants before or during the meeting. This allows everyone to review the materials and come prepared, download them again if they forgot to bring them. This will promote more meaningful discussions.
Record the Meeting:
Record the hybrid meeting and make it accessible to all participants afterward. This enables those who couldn’t attend in real-time to catch up on the discussions and stay informed, as well as give those who would like to review the meeting another opportunity to do so..
Seek Feedback:
After the meeting, gather feedback from participants about their experience with the hybrid format. Use this feedback to identify areas of improvement and enhance future meetings.
Hosting a successful hybrid meeting requires careful planning, inclusive facilitation, and the right technological tools. By setting clear objectives, preparing an agenda, and optimizing remote engagement, you can create a productive and engaging meeting environment for all participants.
Remember that continuous improvement is key, so use feedback to refine your hybrid meeting approach over time and make them even more effective. With the right strategies, hybrid meetings can become a powerful tool for fostering collaboration and communication within your organization.
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At Converso, we are dedicated to helping you unlock the full potential of your meetings. Our expert team is here to guide you every step of the way, providing customized solutions that align with your organization’s unique needs.
Don’t wait for stakeholder engagement to be an afterthought. Embrace the transformative power of an engaged stakeholder group and witness the positive impact it has on productivity, connection, and overall success.
Let’s collaborate and build an engagement plan where members feel valued, motivated, and proud to be part of your organization’s journey. Contact us today to discover how we can elevate your engagement initiatives and drive your organization towards a brighter future.
