Hybrid meetings allow both in-person and remote participants to engage and contribute to discussions seamlessly, regardless of physical location. With today’s diverse work styles, it’s essential to know how to run one without sacrificing engagement.
Since 2022, nearly half of us have worked in a hybrid setting — and 1 in 5 has gone completely remote.
With great flexibility comes great responsibility, yet maintaining employee engagement is still one of the biggest challenges workplaces face since the shift to hybrid work.
Why? The problem lies in strategy. You can’t just copy-paste in-office rules of engagement and expect the same results in a hybrid setting.
From dealing with distractions to navigating tech hiccups, holding successful hybrid meetings calls for a new approach. In this article, we’ll cover essential steps to running hybrid meetings as well as tips and best practices for better collaboration.
Hybrid meetings are a fusion of in-person and virtual attendance that became more common during the COVID-19 pandemic. With the rise of remote work and the need for flexible schedules, hybrid meetings were designed to accommodate diverse work styles and locations.
But hybrid meetings didn’t just stay in the pandemic — today, they’re used to break down the walls of traditional meeting spaces, allowing for a more inclusive and adaptive approach to collaboration.
Hybrid meetings are a game-changing solution that blends in-office participation with the flexibility of virtual attendance. But, like any new concept, the shift to hybrid brings its own set of challenges.
While hybrid work offers many benefits, like better flexibility and a worldwide talent pool, organizations may struggle with technical and cultural adaptations. Here are a few benefits and drawbacks to consider when adopting hybrid meetings:
Benefits of hybrid meetings
Drawbacks of hybrid meetings
When it comes to holding hybrid meetings, careful planning is key. From time zone differences to tech checks, we broke down the most important steps on how to run a successful hybrid meeting.
A hybrid team meeting agenda serves as the north star for both in-office and remote team members. No matter the location, a clear agenda gives a short and sweet overview of what to expect during the meeting, allowing everyone to prepare helpful materials and insights beforehand.
A well-rounded hybrid meeting agenda typically includes key components like:
Make sure to send your agenda to all participants well in advance so they have plenty of time to prepare their feedback and thoughts.
Clear communication channels level the playing field for both in-office and at-home participants, making sure everyone has the info they need to jump into the conversation.
When your team communicates well, you can dodge those pesky miscommunications that pop up when you’re not all in the same room. That’s why communication is so important for creating a meeting space where everyone feels seen and heard.
To encourage inclusive communication:
Providing guidelines for effective communication and using innovative tech helps create a more cohesive and collaborative hybrid meeting experience.
Blackouts, dead mics, and connection issues, oh my! Tech issues are inevitable, but a quick pre-meeting tech check can help you avoid most of these problems. Try:
These preparations can prevent potential disruptions during the meeting, so everyone can say their piece without having to pause to fidget with their headset.
Every good meeting needs a captain — someone who can steer the ship and encourage communication between participants.
Choose a top-tier facilitator who can help navigate tech challenges, quickly address issues, and actively involve all participants in the conversation while keeping the meeting on track.
How often have you walked out of a meeting and immediately forgot what was said? Meticulous meeting minutes capture valuable information, decisions, and action items for future reference.
Assign a notetaker before your hybrid meeting, or use collaborative tools that allow real-time documentation, like Google Docs. New technology like shared virtual whiteboards and AI assistants can also help streamline the note-taking process.
One of the biggest pain points when running hybrid meetings is making sure all participants are actively engaged. That’s why digital collaboration tools like Mentimeter are a game-changer for better engagement and collaboration between in-person and remote participants.
Activities like polls, surveys, word clouds, and Q&A sessions let team members share thoughts, ideas, and feedback in real time — regardless of their physical location. By using these tools, hybrid meetings become more than just a discussion; they turn into collaborative sessions that make use of the entire team’s collective knowledge.
Other ideas for better hybrid collaboration include:
Navigating time zones is a bit like herding cats, especially if participants are working from different states or countries. Some participants may even have to sacrifice their mornings or evenings so they can attend the meeting.
When scheduling your meeting, keep fairness and flexibility top of mind. This might involve:
Sometimes, finding a time that works for everyone just isn’t possible. In these cases, record the meeting for those who can't make it to make sure they’re up-to-date on key decisions and action items discussed.
Hybrid meetings should not only be productive but also build a sense of connection and engagement among participants — in-office or not. Here are a few of our best tips for making the most of your meeting:
Preparing engaging hybrid meetings is easier said than done, but with new innovative tools and techniques, they can be just as effective as traditional in-person presentations.
Whether you’re planning an important hybrid board meeting or holding a lecture for in-class and remote students, Mentimeter can help bridge the gap between in-person and virtual participants. With interactive features like live polls and anonymous Q&A sessions, Mentimeter makes it easy to ensure everyone feels seen and heard.