How to hold successful hybrid meetings

Hybrid meetings involve some participants joining remotely while others are present together in the same physical space. While this format offers flexibility, it also introduces unique challenges that don’t exist in fully virtual meetings — particularly around technology, inclusion and communication.

To ensure hybrid meetings run smoothly and everyone can participate on equal terms, it’s important to understand common pitfalls and follow a few practical best practices.

What are the challenges of hybrid meetings?

Having some participants join online while others are present together in the office can create challenges, especially when it comes to screen sharing, audio quality and ensuring remote participants feel equally included.

Best practices for successful hybrid meetings

1. Test the technology in advance

Test the technology well in advance of the meeting to give yourself time to resolve any technical issues. Make sure all participants have been informed if they need to download an app or create an account.

2. Give each participant equal screen presence

If there are several people sitting in the same room, use one screen per participant. The risk otherwise is that participants who are sitting at a distance may experience a feeling of being outside of the group despite being in the room and could miss important things that are said on camera if there are lots of people present. However, you should ask people to mute their microphones unless they are speaking to avoid feedback.

Woman participating in a hybrid meeting call through her phone in an office environment

3. Set clear agendas and expectations for hybrid meetings

Be clear about the purpose of the meeting, the agenda and the expectations beforehand. During the meeting, remember to keep eye contact with the person you are talking to, just as you would at a physical meeting.

4. Schedule breaks to maintain focus

If it is a longer meeting, leave time for a break and be clear before the meeting when the planned breaks will be. Otherwise you can easily get tired and lose focus, and thus lose the participants' interest and attention whether they’re in the room or remote.

5. Encourage participation from remote attendees

Make sure that everyone is able to speak, paying particular attention to those not present in person. Encourage participants to use the chat function to capture and include those who do not get the chance to talk or who want to contribute to the conversation without interrupting the speaker.