With significant portions of the workforce working remotely, and with many companies expressing flexibility around remote work into the future, we anticipate a trend towards hybrid meetings, or mixed mode meetings.
Meetings in which some employees participate in-person and others participate virtually will result in benefits to both individuals and organizations, but this model of meetings has its inherent challenges, as well.
In preparation for a development towards hybrid meetings, here are 5 tips that will help your teams successfully lead meetings in which some attendees are in-person and other attendees are joining virtually.
- Invite virtual attendees to access the meeting early – Send out the virtual meeting invite to the virtual participants to join 10 or 15 minutes earlier than the in-person participants. This will allow the virtual participants to address any audio/video issues and eliminate distractions as others join the meeting.
- Ask the virtual participants for their feedback/questions in advance of the in-person participants – Make it a point to invite the virtual attendees to contribute first. It’s easy for virtual attendees to feel as if they’ve been forgotten by those physically in the room. Keep virtual attendees engaged by ensuring that everyone’s voice is heard. For example, every question by an in-person participant should prompt the encouraging of a question by a remote participant.
- Designate an in-person participant to monitor the chat – Have an “in person” participant login as if they were attending the meeting remotely. This individual can be the eyes and ears for the virtual participants in the meeting, providing the virtual attendees a way to ensure their voices are heard. It also helps to have someone who is in the physical room responsible for monitoring any connectivity or audio issues that might occur.
- Establish a back-up plan – Be sure to have another way the virtual participants can join the meeting if there are technical issues with the meeting platform. Dedicate a point person, an alternate platform or even an old-fashion dial-in number for situations when the virtual meeting platform fails.
- Replicate what’s done in the physical room for the virtual attendees – If you are brainstorming in the room on a whiteboard for example, do the same thing for your virtual attendees. Leverage the power of the virtual platforms you are using by creating breakout rooms or whiteboards to allow them to participate in the same way as the people that are face-to-face.
In a recent blog by i4cp on best practices for running hybrid meetings, we appreciated this suggestion: “Do you need to hold a hybrid meeting at all?”
If the majority of the people are joining remotely, sometimes it’s best to level the playing field and have all attendees join virtually. This way everyone will have the same great experience and less complexity.
Lastly, keep in mind that for both the in-person and virtual participants in your hybrid meetings, empathy and listening skills are key, and many of our tips for effective virtual meetings will still prove relevant.
Conducting a hybrid meeting, one where some of those attending are in the room and others are virtual, is a lot harder than many think—and it’s quickly becoming the new norm.
Focusing on a few key aspects of your delivery can help you take advantage of this new meeting mode.
With remote jobs increasing in 71% in 2020, many leaders continue to manage remote workers as if they were managing a co-located team.
Yet, fifty three percent of leaders we surveyed at a recent webinar said that they had NOT received any training on leading a virtual team.
Under normal circumstances, staying present and being able to fully commit to listening is difficult. However, in this new reality of digital interaction and mental fatigue, listening has a new set of challenges.There’s good news. We can make listening easier in our virtual meetings, improving the experience of our participants! Here are a few tips.
What does the hit on Netflix called The Queen’s Gambit tell us about how to sell in a virtual setting? Actually, something very important.
Before we break down how this show teaches us the key to virtual selling let’s look at the backstory.
With the beginning of the New Year, it’s the perfect time to address the virtual communication mistakes that have become common with so many of us working virtually this past year.
Here are 3 of the most common mistakes when communicating virtually, and what you can do to overcome them.
Gratitude. Appreciation. Recognition. It makes you feel good. This week in the US, many will pause for a day or two to give thanks and show appreciation for the things and people we care about most. It’s no secret how appreciation benefits the person getting it—but did you know it benefits the person giving it just as much?
Discover why recognition is such a powerful tool for improving relationships and wellbeing in life—and at work. Learn how to (and how NOT to) express your appreciation to others.
People in communities across the globe are adjusting to communicating while wearing masks. As we’re all experiencing, masks present both verbal and non-verbal communication challenges.Given this, we’ve prepared 5 tips for effective communications while wearing a mask, and compiled several insightful articles from leading publications on additional best practices.
In every virtual training workshop that Mandel delivers, we dedicate a Virtual Meeting Producer (or moderator or facilitator) to act as the Trainer’s co-pilot.
A Virtual Producer manages the meeting platform functions and mitigates any technical challenges, allowing the Trainer to focus exclusively on the learning and development of the workshop participants.
As someone who wears a virtual producer hat, here are 5 best practices to help you create engaging virtual meetings.
- Welcome to the Future of Sales (Hint: It’s Virtual)
- Listen Closely: Your Company Culture Depends On It
- How to Deliver Impactful, Engaging Hybrid Meetings
- Leading a Virtual Team Means Doing Things Differently
- Are You Really Listening?
- 4 Listening Tips for Improving Your Virtual Meetings
- The Irresistible Power of Stories in Virtual Selling
- The Top Sales Skill for 2021!
- Top Virtual Communication Mistakes – and How to Overcome Them in 2021!
- Tell a Story. Close a Deal. Even on Zoom.