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Plan Your Next Hybrid Meeting Like A Pro

Plan Your Next Hybrid Meeting Like A Pro | CloudVO

With workers switching to a flexible work model, planning hybrid meetings and collaboration sessions that keep teams unified and engaged is key. If you work for a large corporation, chances are you have access to video conferencing hardware and software solutions, but startups and small businesses may need to look to an outside vendor. Here are some tips to help you plan and execute your next hybrid meeting.

Inclusivity for all participants

Let’s first get clear on what constitutes a hybrid meeting: A meeting that contains a mix of in-person and remote attendees. When planning your next hybrid meeting, make sure to use technology that allows for inclusivity for all meeting participants. You don’t want your remote meeting attendees to feel like outsiders because they are not physically in the room with the rest of the team. 

To ensure as much inclusivity as possible, look to vendors that offer meeting room platforms like Zoom or Microsoft Teams who are trusted brands in dynamic video conferencing technology. Coworking places and flexible office space providers are a great place to start when looking for a hybrid meeting room vendor. Many flex workplaces have implemented enterprise-grade technology like Zoom Rooms which help level the playing field between in-person and remote attendees, with features like HD cameras, large flat screen displays, built-in microphones, interactive whiteboards, and group sharing of multiple desktops simultaneously.  If you’re not sure where to start, you can always check-out our network of meeting room providers to find a flex office location that offers video conferencing technology. 

A hybrid-style meeting agenda

Everyone knows the best practice of preparing a meeting agenda, but for a hybrid meeting, make sure that engagement is a specific priority. You need ways to ensure your remote attendees feel just as connected during the meeting as their in-person counterparts. For instance, you should consider assigning a meeting facilitator who not only keeps things on track, but also has a knack for keeping the entire team engaged.  If you plan to offer lunch or snacks for your in-person team members, plan ahead to have something for your remote attendees as well. You could have food delivered to your remote team in advance via services like Grubhub or DoorDash.

The agenda should also make your specific goals very clear. Why are you meeting? What’s the goal? Are you trying to solve a specific problem, or is this a brainstorming session for the launch of a new product? If the goal is to collaborate, make sure your remote team members have just as much screen presence as they offer up their ideas.

Data, insights, and feedback

After each hybrid meeting, ask your team for feedback and suggestions via anonymous surveys and polls. Did your remote attendees feel included and engaged the entire time? If not, what were some particular points during the meeting where they started to feel isolated? Were the technology tools sufficient for collaboration? What about the physical space? Of course digital collaboration tools are important, but the physical space such as furnishings, lighting, and onsite amenities are also an important part of promoting a safe and collaborative environment. If the last hybrid meeting didn’t work out so well, try other meeting room providers until you find one that fits your needs.  Obtaining and tracking these types of metrics will allow you to make adjustments and create strategies to optimize future hybrid meetings. 

For more information on how to navigate through today’s hybrid work environment, check out the flexible office space services we provide at CloudVO.

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