With COVID still lingering, a lot of corporations are opting to keep some of their meetings and training sessions online but also offer a face-to-face option for those who feel comfortable. Learn 5 tips to plan a successful hybrid meeting.
With COVID still lingering, a lot of corporations are opting to keep some of their meetings and training sessions online but also offer a face-to-face option for those who feel comfortable. Learn 5 tips to plan a successful hybrid meeting.
Determine the Purpose
It’s crucial to determine why you’re gathering people together before you even begin to plan the meeting. What do you want to accomplish? Is it a Q + A? A presentation? A scrum session? Are you wanting people’s input, or are you just sharing information? Is it a larger, more formal setting, or just a small casual tag-up? Knowing the purpose of the time together will greatly inform the following points.
Have Clear Roles
Once you’ve determined what kind of meeting it is, it’s time to define the roles. Every meeting needs a host. Depending on the size of the meeting, you may also have multiple presenters. Make sure everyone knows exactly what their role in the meeting is. If there are a lot of people in attendance online, a moderator may be extremely helpful. A moderator can serve as a go-between for you, the in-person host, and those in attendance online so you can focus on your role and no one is left unattended (or un-muted!)
Have a Clear Agenda
At the beginning of your meeting, provide each attendee with a “roadmap” so they know what’s coming. Talk through the outline of the meeting and share what the varying phases will look like. Clearly state the purpose and roles of those involved. Make sure everyone is equipped with expectations before you start.
Define Expected Etiquette
After you’ve stated the agenda, it’s time to lay down some ground rules. This can ease the minds of online attendees so they’re not left feeling overlooked or worrying about interrupting you. What should a person do if they have a question? Are you taking questions during the meeting, or waiting until after? Do they use the “raise hand” option? Should they send messages through the chat to be spotted by the moderator? And of course, remind everyone to stay muted when not speaking.
Plan for the “what if’s”
Don’t you just love it when things go wrong? We can’t escape it! Sooner or later we all fall victim to technological issues. Avoid common pitfalls by arriving early to test all your connections. Make sure your microphone and camera are working. Create a call-in number so those attending online can have the option to use their phones to listen in if the Internet becomes unavailable. Distribute any presentation materials before the meeting to ensure content is in hand. It may feel like unnecessary steps, but it can mean the difference of you being caught unprepared or completely in control. Have a Command Center where primary planners are reachable throughout the program.
Implementing these five tips for your next hybrid-meeting will help you feel more prepared. And when you feel more prepared, you’re more confident in yourself and your material. So knock it out of the park! You’re gonna be so impressive.
