Creating a successful hybrid meeting is more complex than it sounds. While there are some tools out there that can make the process easier, the real challenge is planning and executing a meeting that is engaging for all participants.
The best way to go about creating a virtual or hybrid meeting is to have a plan and a strategy. It’s also important to consider the technical and etiquette requirements of your meeting. For example, if you are having attendees from different locations, make sure to have a good camera and a good quality video.
Creating a virtual or hybrid meeting requires technical knowledge and experience. Some technology solutions are designed specifically for this purpose, so check out a solution’s features.
If your hybrid meeting includes webinars, consider using a conferencing tool such as ConferenceDirect. The company offers a variety of tools for live video, integrated webinars, and mobile virtual meetings. These tools allow attendees to interact with virtual and hybrid meetings one another, learn, and share ideas while they are on the go. They also give exhibitors a chance to gain more visibility and promote their business in a virtual tradeshow.
The most important part of planning and executing a hybrid meeting is to create a solid agenda. The agenda should incorporate activities that all members of the team can participate in. If you have more than one person conducting a webinar, consider sharing a single microphone so everyone can be heard.
Creating a good ice breaker is a must, and can be as simple as a game or a fun activity that helps ease participants into the meeting. It’s also a good idea to have a set of ground rules at the beginning of the meeting to ensure all participants are behaving as they should.
Assigning someone to take notes is also a must. They can then be uploaded to an online collaboration tool. They can also send you action items to improve the initiative in the future.
Using a second camera to capture attendees in the room is the smart thing to do. This can give you a good idea of how many people are attending the meeting and make sure everyone’s a part of the discussion.
The best way to keep a virtual or hybrid meeting on track is to anticipate and resolve any technological issues that arise. This may include having a dedicated virtual meeting leader who can manage the various functions of the meeting platform. Having someone else handle the technical side of things frees up the meeting facilitator to focus on the more important tasks.
It’s also a good idea to consider whether you should mute the mics or turn on the camera. If the mics are on, attendees may become distracted by their own chat and not focus on the meeting. Alternatively, if the camera is on, you may be able to capture some of the best moments of the meeting. The best way to keep a hybrid meeting on track is to have a well thought out agenda and first class facilitation.