As many organisations move to a more hybrid way of working, a key challenge is how to conduct effective hybrid meetings where some participants attend in person and some attend remotely. Outlined below are a few helpful tips for carrying out productive hybrid meetings that can benefit everyone in your organisation:
- Be clear about purpose of the meeting, such as decision-making, information-sharing, collaboration and check it is suited to a hybrid approach. Communicate the intended outcome so everyone can prepare.
- Ensure each attendee has a consistent experience whether physically present or not. Take steps to involve remote participants by making sure that everyone has a chance to speak, calling on everyone by name if necessary.
- Ensure everyone has an equal voice. Don’t default to people you can see or those in the meeting room. Use functions like chat or hand-raising and explain how questions or comments will be answered at the beginning. Make sure remote participants can contribute throughout – don’t just bring them in at the end.
- Encourage and support teams to establish their own principles for hybrid meetings. This may include how often to meet physically and for what purpose, which technology to use, and how to ensure that communication is inclusive.
- Discourage colleagues who are in the meeting room from beginning side conversations that remote participants cannot hear or take part in.
- Avoid using equipment in the room (such as a flip chart or visual aids) that those attending remotely are unable to see. Present slides via the remote technology in use so that everyone can get the full benefit of the meeting.
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This article has been produced for general information purposes and further advice should be sought from a professional advisor.