Successful Hybrid Meetings: A How-To Guide

Remember what meetings were like just ten years ago? You dropped what you were doing and moved into the conference room, carrying your notes. Someone would make a presentation, and the discussion would roll on, punctuated by coffee and biscuits. There’s little that can match the power of a face-to-face meeting.

Having got that out of the way, the reality is that remote working and virtual connectivity are here to stay. One of the great lessons learned from the pandemic is that it’s better to meet virtually than not meet at all. Virtual meetings dominate interactions today between co-workers at all levels.

With technology having advanced beyond the old “squawk box” type of communications, the new kid on the block is the hybrid meeting that seamlessly combines face-to-face and virtual meetings.

What are hybrid meetings?

We use terms such as “hybrid” almost universally to describe a whole range of subjects from biology to engineering, arts and music, cuisine, automobiles, chemistry, apparel and more. With the world slowly limping back to normal ways of conducting business, hybrids help to ease the transition. They help participants to choose their way to attend the meeting. Suppose a large enough group is present on-site. In that case, they can meet in person, with the rest participating via virtual or remote communication technology and coming into the same virtual or real room.

All typed of meetings have their advantages and drawbacks. It’s up to you to figure out what works best. There’s no compulsion to use any one of the formats. Today, most companies take ad hoc decisions based on urgency and location when they schedule meetings, with people frequently changing their locations and having to touch base at different times.

Why have hybrid meetings?

When face-to-face meetings are not possible, remote meetings are the best option. In the remote format, participants can log in from an airport or during a commute, a coffee shop, or their homes. However, there are situations where some participants are available in a common physical location at the same time, while others can participate remotely. This is the hybrid format. The benefits of this include:

• Enables more innovation and collaboration
• Helps to combine some aspects of face to face with remote working
• Assists in installing green working concepts
• Helps overcome transportation restrictions
• Helps people to comply with social distancing and quarantine protocols
• Allows better flexibility
• Allows participants to record and rewatch the meeting later at leisure or for clarifications
• Ensures better attendance and reach

How do you run successful hybrid meetings?

A recent survey by McKinsey reveals that nine out of ten organizations will adopt a combination of on-site and remote working. In such a format, remote participants are equally essential as onsite ones. Running a smooth, hassle-free hybrid meeting takes time, effort and planning.

When you select the meeting format, examine the reasons for the meeting and then pick the most appropriate option. For instance, if it’s an exchange of information, conflict resolution, introducing a new product, concept or person, in-person with some hybrid component works best. Creative or brainstorming meetings work best in person.

Selecting the right location is essential. The reason for the meeting can determine the location in many cases. Video conference rooms, break-out rooms, standard meeting rooms, huddle spaces and cafes, canteens, boardrooms, games and recreation areas are great options. With remote and hybrid working becoming more prevalent, it’s important to designate certain areas for your meetings. Many companies are giving up expensive real estate and switching to both hybrid and remote meetings.

The reality is that this model is still relatively new, and more than 68% of organizations don’t have a vision in place for including such a format.

Running successful hybrid meetings needs some planning and effort. Here is a list of things to keep in mind:

• Inform participants ahead of time regarding the time and purpose of the meeting and any related aspects. Prep work is crucial
• Keep in mind that participants are attending across time zones – be sensitive to time-shifting
• Ensure the best possible audio and video tech within your budget to avoid wasting time on Zoomisms such as “Am I audible? Am I visible?”
• Test your tech ahead of time to avoid last-minute glitches
• Select peripherals that can enhance the hybrid experience
• Think in terms of consistent inclusion
• Make sure that the onsite participants are visible and “real” not logging in via computer or phone
• Give equal visibility to remote participants with large visual panes
• Design your meeting area properly so that all participants can see and hear each other
• Ensure that all participants can see presentations and a white board or flip chart writings
• Assign an experienced person to facilitate and manage the meeting
• Discourage one group, either remote or in-room participants, from attempting to dominate the meeting
• Make a private line of communication available for remote participants to convey individual statements, requests etc

Remember that technology is the real core of the hybrid meeting format. Companies have invested in more WFH technology for employees, but that doesn’t mean that the meeting room is obsolete. Human beings crave social interaction, and whenever possible, many would prefer to meet in person. This is the real flexibility of the hybrid model.