How to run and participate in effective hybrid meetings

Hybrid meetings continue to be the way we meet now, with so many of us choosing to work from home, while others prefer to be back in the office. Or maybe your company has dictated one or the other! Or being based in different locations is the reason you need to attend hybrid meetings.

Although some of us have had plenty of practice, hybrid meetings can still be a bit challenging beyond the usual technical hiccups. If you’re not in the room, you can feel disconnected. And those in the room, can struggle to hear what those online have to say, or might be forgotten altogether.

The following tips should help you improve your hybrid meetings and make them more effective, whether you’re participating online or running the meeting as a facilitator in the room.

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1. Plan and structure in advance

Prep for success nice and early…

If you’re running the meeting:

Ask your participants to fill in a doodle poll if necessary for preferred timings, so you get the biggest participation possible.

Also, ask for their feedback on a draft agenda, so you can make it as relevant as possible to all and ensure you don’t miss anything. Build in time for breaks and other business at the end.

Share the Zoom or Teams link in advance, with the final agenda and any pre-reading they might need. You’ll feel more confident with a solid structure in place and knowing everyone has had a chance to feed in.

If you’re participating online:

Use the opportunities given to feed into the structure, timing and content to make the meeting meaningful and well worth your time. You’re more likely to engage if you’ve had a chance to input beforehand.

Think about what you’ll be able to contribute to the meeting and build in time for preparation, if necessary.

2. Set some house rules

Rules? Yes, you need them, especially for hybrid meetings…

If you’re running the meeting:

Share the house rules before the meeting so everyone is aware of what is expected. It might be raising hands for questions, not interrupting, not hogging the mic, no side conversations and so on. It will also encourage respect for one another (we don’t always realise we aren’t!).

Keep the house rules somewhere where people can see them, so on a wall in the room and at the start of the chat online, so it’s easy to find later. Remind everyone of the rules, as needed.

If you’re participating online:

Make sure you read the rules beforehand and ask any questions if you’re not clear on something. During the meeting, respect the rules and do your bit.

If you feel someone isn’t respecting the rules, don’t confront them directly, just send a private message to the facilitator who can gently remind everyone. It’s their responsibility to navigate the way through the meeting.

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3. Test your tech beforehand

Test, test, test! This goes for both sides participating in hybrid meetings…

If you’re running the meeting:

Build in plenty of time to test the equipment (audio and visual) as well as any software you might be using. It’s ideal if you can test the day before, so you have time to fix things. If you work for a big company, let your IT know you might need them during the meeting.

You want the microphones to be well placed or strong enough for everyone to be heard, and it’s great if you can have a camera in the room, so those at home can see the participants present.

If your company provides the equipment, that’s great, but if you need to buy your own, you can find quality and affordable mic and speakers for the room.

When the meeting starts, remember to ask permission to record the meeting. Most online platforms will force the participants to agree or leave when you initiate this request online.

If you’re participating online:

It’s always a good idea to check your camera and mic are working well before the meeting. Make sure you look presentable; it’s always better to have your camera on if possible. Participants can then see you’re fully engaged and not doing household chores or lying on your sofa in your PJs!

If you participate regularly in online meetings, invest in some equipment such as a flattering ring light. If you really want to upgrade and look good on screen (remember you’re magnified for those in the room!), this camera has a built-in light and auto-focus.

Read more on the essentials you need for your home working set up and check out the best gifts for those that work from home and treat yourself.

4. Try to have a separate online facilitator

This won’t always be possible, but it’s a great help…

If you’re running the meeting:

If you have an assistant that can keep an eye on the needs of the online participants, it will ensure no-one is ignored. It will also allow you to concentrate on running the overall meeting. They can put people into groups and draw your attention to any questions or issues.

No assistant? Beg a colleague or friend to help you out. If that’s not possible, don’t worry, just tell your participants when you need a moment, as you go between your online and in-person audience as needed.

Double check that those online can hear you and see anything you’re trying to share, because it’s not always easy to tell what’s happening for those online.

If you’re participating online:

Don’t message the whole group with technical issues, if there’s a designated facilitator you can reach out to privately.

For your questions and comments, the ‘raised hand’ feature (available on most platforms) is brilliant to ensure you get a turn to speak to the group, without having to interrupt.

5. Prioritise online participants

It’s easy for those online to feel disconnected, so include them first…

If you’re running the meeting:

At the start of the meeting, let those online introduce themselves first, as they are already at a disadvantage. You want them to feel part of the group from the start. When you go into plenary or ask for questions, you can take turns between those online and those present in the room, to mix things up.

If you’re participating online:

Turn on your camera and unmute to introduce yourself. Make sure you have good lighting and a flattering camera angle, so others can see you clearly. Unmute yourself as soon as you are done talking.

6. Use both in person and online breakout groups

There’s nowhere to hide with online breakout groups…

If you’re running the meeting:

It’s easier if you put the people in the room into group/s and those online into their own online breakout groups. If you’re using Teams or Zoom, it’s super easy to allocate attendees into groups. This is where your trusty assistant could come in handy if you have one, but it’s also fast to do yourself.

If you have a strict agenda, don’t let breakout groups go over time. As you control the online functions, you can pull them back into the main group with one click, after the set time allotted. You can also pop into the online breakout groups to check everyone is on track, or in case of questions.

You can also use sites such as Miro or Mural to ensure online engagement further with their nifty digital whiteboards or idea sharing spaces. Set it up beforehand for the meeting and then allow access to the participants.

Those online can fill in post-it notes on the online whiteboard and if you have a laptop per in-person group, they can participate the same way, putting everyone on an even playing field. It’s also good fun and will raise the level of engagement if you hit a lull.

If you’re participating online:

Join the breakout group when prompted and take the opportunity to have a deeper discussion in a small group. Make sure you’ve made a note of the points or questions you need to cover (or ask for them to be put in the chat). Keep an eye on the time, otherwise you risk the group being cut while someone is mid-sentence.

Engage in any online participation forums or activities. This is your chance to voice your concerns and contribute ideas via digital post-it notes. It also gives you the best chance to get as close to that ‘in-the-room’ brainstorming feeling as possible, when you’re a remote worker.

Also, if you’re not a fan of speaking up in large groups, even online, the small breakout groups may feel more comfortable for you.

7. Allow time for feedback and questions:

Build in time for feedback on the agenda…

If you’re running the meeting:

After the break out groups, allow time for both in-person and online participants to feedback. You need to cap it to prevent the meeting from over-running, but it’s still important to allow people’s voices to be heard.

Don’t hesitate to ask participants either online or in the room to speak up. Keep an eye on feedback online (or via your assistant) to ensure those online can hear those in the room, with no volume or clarity issues, and vice versa.

If you’re participating online:

Speak up and participate but don’t hog the limelight or go on a massive tangent. Help the meeting run effectively, by sticking to the point and allowing others space to speak up too.

Use the ‘raised hand’ feature as well as the many other emojis to engage (clapping etc.) to get involved and show you are actively listening.

8. Beware of side conversations…

The dreaded side conversation is a killer of hybrid meetings and really frustrating for those online that can’t hear what’s being said…

If you’re running the meeting:

Set this as one of the ground rules at the start, explaining the importance of inclusivity, whether in the room or online. As soon as you spot a side conversation, politely remind them of the ground rules.

Ask everyone to speak up loudly and clearly for all attendees to hear, or gently request they use the breaks for private chats. You will remember this tactic if you were a bit of a side chatter (like me!) in the classroom at school, but now it’s your job to keep the hybrid meeting inclusive.

Keep bringing everyone back together, remembering to encourage the participation of all those in the meeting constructively and inclusively. It will be appreciated by those feeling left out.

If you’re participating online:

Don’t be afraid to speak up or type a message to say you can’t hear what’s being said. And ensure you don’t get distracted by your own side chat conversations, which is always risky anyway, as a private message can end up being sent to the whole group – we’ve all been there!

Remember to mute your mic when you aren’t speaking. It’s a nightmare for facilitators if you don’t, and you also want to avoid any risks of them hearing too much (coffee slurps and crunchy snacks!). Often they can mute you as the online controller, but they might not be quick enough.

9. Keep checking in

It’s always good to keep checking in on participants for successful hybrid meetings…

If you’re running the meeting:

Build in enough breaks so people have time for drinks and trips to the bathroom. It also helps to keep energy levels up.

Check your online participants are following well and have access to everything they need, particularly if you are sharing documents or other materials for the meeting.

If you’re participating online:

Stay engaged for the duration of the meeting and make helpful contributions when the opportunity arises. When they announce breaks, turn off your camera and mic, and respect the timings.

10. End the meeting properly

You’re nearly done…end on a high…

If you’re running the meeting:

Build in time at the end of the meeting for final thoughts and any other business. Make sure both online and in-person participants are given the chance to contribute as evenly as possible, rather than just letting those in the room dominate discussions.

And when the meeting ends, it ends for all. Don’t allow participants in the room to carry on the meeting, otherwise those that have signed off online will miss out.

Ensure you share any presentations or documents after the meeting too.

If you’re participating online:

This is the last chance to contribute if you need to. Or use emojis to express enthusiasm and thanks. If you’ve had your camera off for a bit, turn it back on to wave goodbye.

11. Request feedback after the meeting

Find out what went well (or not) for next time…

If you’re running the meeting:

If you’re new to running hybrid meetings (and they aren’t easy) then follow up with a quick poll to gather feedback and try to incorporate any learning into your hybrid meetings going forward.

Pay particular attention to feedback from those online, did they feel part of the group or did they struggle to follow things? It’s all useful information for you to use next time.

If you’re participating online:

If you’re given the chance to feedback, use it. It helps improve the quality of hybrid meetings for everyone. If you think your company needs to invest in better equipment, then say so. If you feel online participants were largely ignored, share that frustration.

Q & A’s:

How to improve inclusivity in hybrid meetings?

Plan accordingly and ask your participants to feed into the agenda beforehand. Have a good structure for the meeting, allowing enough time for discussions. Check the time slot works well for all and allow for breaks.

Set ground rules such as no side chats in the room. Keep checking in with colleagues online, as well as those in the room in case they have questions or comments. Make sure you don’t forget your colleagues online and give them plenty of chances to contribute.

Ask for feedback afterward which can be shared for learning and improvement going forward.

What are the pro’s and con’s of Zoom and Teams for hybrid meetings?

It depends on the needs of your hybrid meetings, so do experiment with both. Encourage feedback afterward from your participants on what worked well, in case you want to change your video conferencing platform or how you use it.

Both platforms have costs involved if you want to have longer meetings or a large number of participants. However, that may be irrelevant to you, if your company pays for the software.

Some key things to note:

• Both are relatively easy to use and also have phone apps, if you need that option
• Both have the main features of sharing screens, break out groups, private and group chat, recording mode and virtual backgrounds
• Zoom tends to be the preferred choice generally, as it’s so easy to set up and have non-registered participants join in, whereas Teams works better if your meeting is with internal company colleagues
• Teams can only show 9 participants online at a time, whereas Zoom can handle huge numbers on screen
• Teams links in well with Microsoft too, if you’d prefer that integration e.g. you can store and link to files and folders, link with your calendar and so on.

So depending on your needs for each of your hybrid meetings, you might find you need Zoom or Teams on different occasions. There are others out there too of course, but these are two of the best.

What is the most important consideration when holding hybrid meetings?

The first question to ask is if a hybrid meeting is really necessary in the first place. Would it be better to have everyone online, so it feels more equal? Do you need to wait until everyone can attend in person, or if that’s not possible, is there another way to share information or gather feedback on an issue?

You need to ensure you have the software and equipment necessary and support those attending online that they have everything they need in advance.

If you need to proceed with a hybrid meeting, use the above solutions to make it more effective and inclusive. You want everyone to feel their voices are heard equally.

Hybrid meetings – wrapping up…

You can see there is a lot you can do to improve participation (if running the meetings) and your own engagement (if you’re dialling in from home) to make hybrid meetings more effective and useful for all.

There are also plenty of applications to support your hybrid meetings to flow more easily, such as via Teams, Mural and more. There are also some amazing gadgets out there. We’ve come a long way in recent years and the resources available are plentiful.

The flexibility we now have as remote workers is pretty impressive. For more help on overcoming the challenges of working from home and engaging online, read how to connect with colleagues as a remote worker and how to have a successful zoom interview.

Follow me on Instagram for more tricks and motivation reminders, if you work from home or need some hacks to make things easier on yourself.

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