How to get 100% Productivity from the Hybrid Meetings

Prasanna Dasari

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5 min read

The global pandemic has changed many things around the world where it became impractical to commence the meetings in person. Eventually, a very little portion of the employees are able to attend the office floor. But, at the same time, businesses have taken the help of technology such as cloud video conferencing solutions to render their ability to carry out their operations remotely over the past few years.

Best Technology Utilized  for Hybrid Meetings

Today, it is crucial to understand that the coming years will transform numerous businesses to adopt hybrid work arrangements. But, the reality is more complicated. Despite the fact that hybrid models comprises two arrangements that the majority of businesses are already familiar with. As a result, it is practical that this transition is relatively simple. Crossover work models can sometimes worsen old issues leading to extraordinary difficulties that were absent in absolutely virtual or in-person arrangements.

The best technologies available for hybrid meetings are the cloud business phone system and various other productivity tools which are considered the important elements utilized. Technologies like online meetings, enhancing the conversations at the workplace will have more scope. Technology always assists companies in improvising workplace productivity.

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Inform that the Hybrid Meetings are Necessary:

To conduct a successful hybrid meeting, every participant should recognize that the meeting is of utmost importance. It can never be fruitful with a team thinking that they don’t really need to. Therefore, prior to doing anything else, carefully consider the below checklist;

• Circulate a memo and invite your co-workers for prospective feedback.
• It is better to establish a Slack channel so that your team can talk about the issue at hand.
• Beforehand, you must send an email with all the available and relevant information that you intended to discuss and finalize in the meeting.
• Time of the meeting is important. So, confirm when is it absolutely necessary to meet? 

Because, the above measures are crucial when you have planned to discuss important decisions. This can encourage your team to come up with fresh concepts, and other sensitive subjects which can take towards best productivity. Before you plan to set up a meeting, simply confirm that they are valuable to attendees.

Hybrid Meetings can Fail at Times

A factual information is that most of the hybrid meetings are unproductive because workers that participate in it are actually not sure of why they need it. This is what made hybrid meetings clumsy leading to the wastage of valuable resources and time. So, people must feel that the meeting is necessary for them which is not that easy to do.

Necessity of Safety Measures

The execution of hybrid meetings is truly a challenge of all hybrid activities as it is the only real-time interaction point of all the employees (remote and on floor workers). Therefore, ensure that you have given ample amounts of special care and attention that hybrid meetings need for an inclusive and productive result. Besides, in order to keep remote teams engaged, it is necessary to create a level playing field for participation. And, that is how you can successfully arrange smooth interactions between all parties in a hybrid meeting.

Designate a Representative From Remote Team

Because even if there is a chance of gathering as many people as possible in a meeting, the size of the gathering cannot be predicted easily. Therefore, contingent upon the size of the gathering, it is necessary to look after both face to face and far off participants. The manager must guarantee all members have an equivalent chance to partake but this can become infeasible to accomplish.

So, to make all the participants informed with the discussions of the meeting, it is better to designate one of your in-person employees to lookout for signs of participation from remote attendees. He can share thoughts that were discussed in the chat and this problem can be solved. This is how you can make sure everyone who attends the meet is equally responsible for it.

Correct Choice of Tools

As a business manager, it is crucial to consider that remote working employees can’t participate if they do not have proper gadgets to hear and they don’t know what’s going on in the meeting. However, no one can practically assure that each participant’s voice is clearly recorded in comparatively larger meetings. So, it is easy to acquire some microphones that can be moved around the conference room to solve this issue. This can simplify the process to solve the issue of remote workers to hear what is being discussed and makes meetings more interesting.

Start The Meeting With Humor

Let us be a little humane! It is not a wonder to know that it is difficult to speak up during every remote meeting. Especially remote attendees who are beginners might feel pressured to keep silent during hybrid meetings. Because, they might feel that they will be ignored or interrupted. Being humorous is a great way to help remote attendees feel at ease while participating and can come out of their virtual bubble.

Participants Should Use Camera

The professional way of a virtual meeting is to make sure that all speakers in the meeting room are recorded. For example, if there is no visible indication of who is speaking, remote working attendees will find the conversations to be confusing. So, it is better to put everyone who is physically present in the conference room facing the camera (if the group is small). If the group is large, then employers may need to purchase additional cameras to capture everyone.

Everyone Should Participate in The Meeting

Remember that employees are free to express their opinions at any time during hybrid sessions. Because, participants present in the room may accidentally exclude virtual participants who lack the same availability of spontaneity from hybrid settings. Therefore, employers can make it compulsory for all attendees to speak up in order to avoid such gaps. Remote participants can now virtually raise their hands as well.

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Request Input

Here, the team needs criticism to rectify their flaws if anything persists. Because, taking care of the relative multitude of issues requires worker criticism only because it is not practical for the managers. So, if they want to find out what is working, what isn’t, it is better to ask the team for inputs so that one can decide what should be tried next?

Silent Contributions of Remote Employees

It is not an issue at all but remember that in spite of many measures you take, some employees are still reluctant to participate in hybrid meetings. The best option to make them participate is to ask them to send in any ideas they had that the meeting missed.

Attendee’s Opportunity to Ask Questions is the Main Objective

Believe it! There are people around that carry many ideas than others. So, you must check whether everybody is provided with an opportunity to offer remarks and pose inquiries. For this, you need to circumvent individually among the participants during the gathering.

It is the leader’s responsibility to identify anyone who has not joined in the discussion and let him/her share their ideas. Being a manager, you can ask them straightforwardly assuming that they have any inquiries. Or, if they have an idea to offer any remarks about the subject being examined.

Because a person’s personality often plays a role in whether they want to talk or not talk during a meeting. If you give them certain liberty, it is sure that you’ll hear from a wide range of participants.

Conclusion 

Hybrid meetings always have their own place in the business operations especially in the present days. And, it is an essential business solution.

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Published: December 2nd, 2022