Hybrid meetings: came to stay

Too chaotic, unproductive or too little participation by employees from the home office: time and again, hybrid meetings are unsatisfactory for everyone present. They need special structures to be successful. These five tips ensure efficiency and profitable exchanges.

1. Rethink the meeting concept

2. Choose the right technology and tools

3. Prepare meetings well

4. Involve everyone through moderation

5. Break up hybrid meetings

The pandemic has forced many companies to hold their meetings completely remotely or else hybrid - that is, with some of the employees in the office and the rest in the home office. But it's becoming increasingly clear that this is not a temporary state of affairs. Hybrid working is part of the "new normal" and will become the norm in many companies.

The data from Robert Half's current labor market study from July 2021, for which 300 decision-makers at German companies of various sizes were surveyed, clearly shows where the journey is headed: Only 12% expect the workforce to work completely on-site again after the end of the pandemic. 62% expect 10 to 50% of employees to work remotely permanently. Numerous surveys also show that many employees are not prepared to completely give up the benefits of the home office. At the same time, they value the personal exchange with colleagues in the office and therefore favor flexible solutions. Hybrid work seems to be the only way to meet both of these needs.

In practice, however, hybrid meetings in particular present companies with challenges: Team members in the home office feel like second-class participants, get less to speak and cannot see flipchart notes, and the moderator is overwhelmed. This can create resignation and cause some to retreat to the role of listeners. Their valuable input falls by the wayside. Hybrid teams need a clear concept for their meetings, the right tools, good moderation and some rules. The following five tips will help make hybrid meetings profitable for everyone involved.

1. Rethink the meeting concept
In many companies, the meeting structure has remained unchanged even in hybrid daily life. Yet it may no longer be suitable for the new circumstances. It is worthwhile to question the frequency, length or number of participants for regular meetings: Do they need more or less time? Do they take place too often or too seldom? Are there always a lot of silent listeners from the home office who don't need to be present?

A few structural changes can make everyday life more pleasant for employees: Shorter meetings and meeting-free days can help curb the much-vaunted Zoom Fatigue. Some meetings can perhaps be replaced by other formats. For example, a status meeting doesn't always have to take place via video call; team members can share updates in a chat program. And an update to management or team leadership could alternatively be done via email or video message.

2. Choose the right technology and tools
It doesn't have to be hologram technology that the Cisco company is working on for hybrid meetings. But some technical changes in meeting rooms definitely make sense. Projectors and screens ensure that remote workers can be easily seen. Conversely, 180-degree cameras with automatic zoom on the person speaking can ensure better transmission from the conference room to desks at home.

Instead of flip charts or whiteboards in the room, digital tools that can be operated collaboratively by all participants in real time are recommended. Digital whiteboards or collaborative documents strengthen the connection between participants and can be easily shared via video conferencing software.

3. Prepare meetings well
Every meeting should be well prepared, but this is especially true for hybrid meetings. Both the invitees and all guests can contribute a lot to the success of the meeting through thorough preparation. Purpose and goal definition ensure that everyone keeps the big picture in mind and that the discussion does not get out of hand. A clear agenda sets the framework and helps the moderator.

For those who participate virtually, the agenda gives them the opportunity to prepare their own points and place them at the right time. This can often be more difficult from the home office than in the conference room. If a person has a particularly important contribution to a topic, he or she can also inform the moderator in advance and ask for a part.

4. Involve everyone through moderation
The role of the moderator is even more important in a hybrid meeting than in on-site meetings. It creates structure and ensures that participants from the home office also have their say. Clear rules ensure a balanced proportion of speaking time. For example, digital and physical participants can always take turns having their say. Or, at least in larger meetings, everyone should raise their hand before speaking, either in person or via the video conferencing software.

To keep these tasks from becoming overwhelming, multiple co-moderators can be a good solution. For example, one person can keep the content focus and the other makes sure everyone is included.

5. Break up hybrid meetings
In many physical meetings, the room is open a few minutes beforehand and participants gradually find their way in, have some time for small talk or casually exchange ideas about the topic. The concept is also possible with a hybrid event, in that the virtual room is also open early. During the meeting, polls or short associative brainstorming sessions can provide variety to keep all participants engaged.

Optimization is a process
To make hybrid meetings better and better, the most important thing is to stay attentive and learn from mistakes. For example, team leaders and facilitators can regularly ask for feedback on whether new ideas are well received and how they can make the meetings even better.