6 Tips for Running Hybrid Meetings That Get Results

By
Daniel Htut

Have a Dedicated Meeting Leader

In a hybrid meeting, it's important to designate one person as the meeting host or facilitator. This person is responsible for managing the flow of the meeting, keeping conversations on track, and encouraging participation from both remote and in-person attendees.  

The meeting host should:

  • Keep track of the agenda and transition between topics. This helps avoid getting bogged down in any one discussion.
  • Watch the clock and gently rein people in if they are talking too long. Time management is key.
  • Call on quieter attendees to get their input. Remotely it's harder to jump into a conversation, so proactively invite people to speak up.
  • Moderate the chat box if people are asking questions or commenting there.
  • Periodically check if remote folks can hear and follow along okay. Quick tech checks help avoid losing people.
  • Maintain a list of who would like to speak and call on them in order. This prevents people talking over each other.

Having one dedicated meeting leader running point makes a huge difference in keeping hybrid meetings focused and inclusive. Rotate this duty if the same group meets regularly.

Set a Clear Agenda

Having a clear agenda is crucial for productive hybrid meetings. The meeting organizer should send out the agenda at least 24 hours in advance so all participants have time to review it. The agenda should include:

  • The goal or purpose of the meeting. What decisions or outcomes are expected?
  • A list of discussion topics and presenters.
  • Timing guidelines for each topic. This keeps the meeting on track.
  • Any pre-work or preparations required by attendees.
  • Logistical details like dial-in numbers, video conferencing links, or access codes.

A detailed agenda sets expectations for what will be covered and how long each part of the meeting will take. It enables both in-person and remote participants to fully prepare. Participants can jot down questions ahead of time and be ready to actively contribute rather than just listening. A clear agenda leads to more focused, productive meetings.

Choose the Right Technology

When facilitating hybrid meetings, it's crucial to choose conferencing tools with features that promote inclusiveness and engagement. Look for platforms with screen sharing capabilities so remote attendees can clearly view presentations or documents. Mute control options allow the host to mute all participants to minimize background noise. Breakout rooms are also extremely useful for splitting people into smaller discussion groups.

Video conferencing tools like Zoom, Microsoft Teams, and GoToMeeting offer these key features. Spend time researching the latest platforms to determine which one best fits your team's needs and budget. Prioritize tools that are intuitive and reliable, with strong audio and video. Avoid free versions that have limitations like 40-minute time caps on meetings. The right technology can create a seamless experience for both in-office and remote participants.

Encourage Camera Use

Seeing faces during meetings helps improve engagement and collaboration for remote attendees. When cameras are on, it becomes easier to pick up on non-verbal cues, react in real-time, and feel more connected to the conversation. Participants are also more likely to stay focused when they can see others nodding along or looking puzzled.

Encourage attendees to keep their cameras on whenever possible. This not only benefits remote workers, but also in-office employees attending virtually. Of course, some may not always feel comfortable having it on. Be understanding if they need to turn it off briefly due to distractions at home. But in general, normalized camera use creates a more natural flow for hybrid teams.

Consider incentivizing it by recognizing those who consistently have it on. Or develop a fun ritual where everyone turns their cameras on at the start of each meeting. When people can see each other regularly, it helps foster stronger relationships and transparency. Video allows for more organic interactions that get lost with audio-only conversations.

Facilitate Inclusive Discussions

When team members are joining the meeting both remotely and in-person, it can be challenging to ensure everyone has a chance to contribute to the discussion. Here are some tips for facilitating truly inclusive discussions in a hybrid meeting setting:

  • Regularly poll remote attendees or ask for their input during the meeting. Don't rely on them to jump into the conversation unprompted. Directly inviting their perspectives keeps them engaged and provides a dedicated moment for them to share feedback.
  • Make use of chat features for real-time input from remote participants during discussions. The chat allows remote attendees to quickly share reactions, post questions, or add their perspective without interrupting the flow of the in-person conversation.
  • After each agenda item, take a moment to ask if anyone has additional thoughts or questions. This presents a clear opening for remote participants to chime in if they haven't had a chance to yet.
  • Consider using digital whiteboard features to visually gather input and ideas from all attendees during brainstorming discussions. Everyone can add their notes or suggestions to the board.
  • Don't default to only calling on the "loudest" voices in the room. Make sure to rotate between in-person and remote participants when facilitating the discussion.
  • If you notice certain attendees dominating the dialogue, politely invite perspectives from others: "Let's hear from some folks who haven't weighed in yet."
  • When remote participants are speaking, give them your full attention and don't allow side conversations in the room. Encourage others to minimize interruptions during their comments.

Actively soliciting real-time input from remote attendees and providing opportunities for their perspectives ensures more inclusive, productive discussions during hybrid meetings.

Take Breaks

Taking short breaks every 60-90 minutes during meetings can help boost productivity and focus. Meetings that stretch on too long without breaks can lead to mental fatigue, especially for those attending virtually.

It's a good idea to schedule 5-10 minute breaks every hour or hour and a half. This gives everyone a chance to stretch, grab a snack or drink, use the restroom, check emails, and clear their head before the next agenda item.  

For meetings 2 hours or longer, consider building in a 15-20 minute break. The break should be long enough for people to step away and recharge. You may also want to suggest people disconnect from technology during the break to maximize the rejuvenation benefits.

Breaks help meeting participants be more engaged, retain information better, and contribute more effectively. Without short intermittent breaks, it's common for energy levels and focus to deteriorate as the meeting drags on.

Scheduling regular meeting breaks sets expectations upfront so no one feels chained to their computer for hours on end. Just be sure to stick to the allotted break times and not let things run over. With a little planning, breaks can be a win-win that helps hybrid teams stay energized and productive.

Send Post-Meeting Notes

It's important to send a summary of the meeting key outcomes and action items to all participants after the meeting concludes. This ensures everyone is on the same page about what was discussed and the expectations moving forward.

The post-meeting notes should include:

  • A list of decisions made during the meeting. For example, if a decision was made to move forward with a new project, write out what the project entails and who is responsible for leading it.
  • A summary of action items and next steps. Clearly lay out what each person has agreed to work on along with deadlines.
  • Relevant links, files, or other resources that were mentioned or shared during the meeting.
  • Any other important information such as upcoming meeting dates, reminders, or questions that came up.

Circulating meeting notes helps keep team members accountable for their tasks and informed on project progress. It also provides a reference document that participants can consult later on. Those who may have missed the meeting or need a refresher can get caught up as well.

Sending prompt and thorough meeting notes leads to better alignment among hybrid teams. It ensures that in-office and remote employees have the same understanding of key takeaways and next steps after each meeting.

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Gather Feedback

Soliciting feedback is key to improving meetings and team collaboration over time. At the end of each hybrid meeting, take a few minutes to check in with participants about what went well and what could be improved.

You can keep it simple by just asking everyone to share one thing they liked about the meeting format and process, and one suggestion for improvement. However, for recurring meetings, it helps to use a consistent feedback process.

After the meeting ends, send out an anonymous survey with quantitative ratings and space for open-ended input. Ask participants to evaluate aspects like:

  • Technology performance
  • Ability to see/hear everyone
  • Agenda clarity
  • Meeting length
  • Facilitation and inclusion
  • Opportunity for input
  • Overall effectiveness

Make sure to leave space for suggested improvements. Review the feedback and share themes with the team. Then incorporate changes in future meetings based on the insights.

Soliciting input regularly shows attendees their voice matters. It also helps optimize hybrid meetings over time, leading to greater engagement and productivity.

Conclusion

As hybrid teams become more common, meetings with remote and in-office participants can be challenging. However, with some thoughtful planning and coordination, hybrid meetings can be productive and inclusive.

In this article, we covered several tips to make hybrid meetings effective:

  • Have a dedicated meeting leader to facilitate and bridge communication between remote and in-office attendees. The leader should ensure everyone gets a chance to contribute.
  • Set a clear agenda and send it out ahead of time so everyone comes prepared. Stick closely to the agenda during the meeting.
  • Choose technology that enables remote participants to see, hear, and engage equally with those in-person. Utilize video conferencing and interactive whiteboards.  
  • Encourage remote participants to keep cameras on as much as possible for better communication. Make sure in-office attendees don't block the view of remote participants.
  • Facilitate inclusive discussions by regularly checking in with remote attendees. Repeat or rephrase in-office comments for clarity.
  • Take regular breaks to prevent video conferencing fatigue.
  • Send post-meeting recaps and notes to keep all attendees aligned.
  • Gather feedback to identify areas for improvement. Adjust approaches as needed.

By following hybrid meeting best practices, teams can collaborate effectively across locations. With preparation and intention, meetings can be productive regardless of where each person is located. Adopt these tips to get the most out of your hybrid team meetings.

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