How to create good hybrid meetings

I was asked what my opinion on how to successfully manage and lead hybrid meetings is (meaning, meetings where some participants are present in the same room and others are joining remotely and virtually, for instance, via Zoom or Teams).

As you might have guessed, I, like so many others who are in the speaker industry, have held countless lectures, courses, and meetings via the digital platforms over the last few years as well as hybrid meetings.

For you who prefer listening to reading, this post is also available as an episode of the “Done!” podcast:

What does the expert say?

I have my own experience to draw from, of course, and have accumulated a number of tips and tricks I use myself, but how to lead hybrid meetings in the best possible way is not actually the kind of structure I have chosen to specialize in. This is, therefore, an excellent opportunity to consult an expert on the topic.

Six tips for an efficient hybrid meeting

I contacted my fellow speaker and moderator, Anna Bellman, who happens to be our topmost expert on hybrid meetings here in Sweden. When I asked her what we should keep in mind to create and facilitate really good hybrid meetings, she responded:

“It is possible to provide everyone attending with the same experience of the meeting and avoid that some participants become secondary only because they are not physically in the room, but it takes quite a lot of effort when it comes to structuring the meeting and being clear on what is going on.

I want to share six tips that are particularly important for efficient hybrid meetings:

Use good technology: Both those present in the room and those participating virtually should be able to see and hear one another, preferably using several cameras and angles.
Have the same rules apply and tools available for everyone: It should be equally easy for everyone to ask for the floor. If you are asking the remote participants to use digital interactive tools, the participants physically present should have a digital unit each and be using the same tool.
Lead the meeting in a professional manner: If you are the leader of the meeting, make sure that all the participants are seen and heard on equal terms. It can be a good idea to use a sidekick who takes care of the tech aspect of the meeting and assists the virtual participants.
Let the remote participants go first: Start by introducing the digital participants and make sure to let them answer questions first to get them involved right off the bat.
Describe what is happening in the room: Those who participate digitally might find it hard to perceive everything that is happening in the physical space you are in. Tell them what is going on — and remember that telling them too much is better than too little. Make sure to repeat questions and important conclusions.
Sum up and acknowledge: Ensure that everyone has drawn the same conclusions and perceived the meeting in the same way. Do a check-out and let everyone sum up what they understood from the meeting. You can also send out a summary of what you decided afterward.”

These were some excellent tips if you ask me. Thank you, Anna!

Do this

The next time you are leading a hybrid meeting, choose one or several of the tips Anna Bellman provided us with here and try applying them. Address the virtual participants first, get more cameras and screens so that everyone can see each other properly, state out loud what is happening in the room to benefit those not physically present, or do something else inspired by one of the other tips.

After the hybrid meeting, evaluate how you did and reflect on what worked and what you could do a little better next time. Did something unforeseen happen during the meeting which you can avoid the next time you lead a similar meeting by doing something differently?

From sufficient to super in no time

If you consciously refine how you lead hybrid meetings, this type of meeting will become more than just a compromise or substitute for either completely digital meetings or completely physical meetings. The ways in which you and your colleagues can meet without losing tempo or vibe increases and the chances of finding a slot in the calendar when everyone is available on short notice becomes significantly better than before.

You simply become more flexible. And as a bonus, the quality of the hybrid meetings as such will improve as well — something that will benefit all participants, whether they are physically present or not.

What’s your way?

Do you have some other tips on how to make hybrid meetings efficient or more valuable? Please email me — there are many who could use your best tips right now!

(By the way, have you heard about this trick to schedule meetings smartly?)

Book a digital lecture for your team

A man in an orange shirt is sitting at a desk in a modern office, watching a lecture on his laptop while surrounded by green plants.

I conduct most of my lectures in person at my clients’ locations.

However, if your team members are spread across multiple locations (in different countries, for instance) and you want to help them achieve better structure, booking a digital lecture with me is an excellent solution. I will then hold the talk for you via Teams, Zoom, or Google Meet.

Would you like me to describe a possible setup for this?

Absolutely – please send me a quote