Hybrid meetings have become increasingly popular as more and more people mix up the community feel of working in an office and convenience of occasionally working from home. Bridging the gap between virtual and in-person interactions often necessitates hybrid meetings where people in the office and those outside the office or external stakeholders get together. Organising a successful hybrid meeting requires planning and technology, so here’s how to organise a seamless hybrid meeting that ensures maximum participation and productivity.
- Determine Meeting Objectives: As with all meetings, to save time it’s crucial to define the purpose and objectives of your meeting. Understanding the goals and desired outcomes will help you to plan.
- Choose the Right Technology: Most companies and organisations have a preferred platform such as Teams, Zoom or Skype. Make sure that everyone has this platform in place, especially if there are new starters. If there are external stakeholders it might be worth checking what would be easiest for them if you are looking to impress and be ready to follow their lead.
- Prepare a Meeting Space: For in-person attendees, it’s important that it isn’t a collection of people huddled around a screen or everyone on their own devices in the same room with echo and background noise. Create a comfortable and conducive meeting space, and if your office rental has a meeting room or studio you can use then this is a good choice. Ensure the availability of necessary equipment, including seating, lighting, and technology.
- Test your Technology: Avoid that uncomfortable introduction where everyone is frowning into a monitor waiting for everything to work. Prior to the meeting, conduct tests to prevent any last-minute glitches, and verify that all participants, both in-person and virtual, have a stable and super fast internet connection.
- Offer the opportunities to chat: Hybrid meetings give an opportunity for participants to catch up, network and build relationships. Incorporate breaks and/or dedicate time slots for informal conversations to make this meeting both productive and enjoyable.
If you’re looking for an office rental with all the facilities you need to efficiently run hybrid meetings, including meeting spaces, studios, and the fastest internet connection, get in touch with Tannery Studios for more information.