Hybrid Meeting Checklist

As the new year approaches, we and many others are beginning to embrace a new meeting style, hybrid meetings. For those of us who have been craving in-person interaction, hybrid meetings offer an opportunity for us to come together. They are an inclusive option demonstrating flexibility and often more attendance. Hybrid meetings are hard… in theory, they are great; but without the right tools, preparation and strategies they can be a recipe for disaster. 

There can be a lot to remember when preparing for a hybrid meeting. The tools and strategies you use set the tone for the meeting and help everyone feel engaged whether they are online or in the room.

The following is a checklist of items to review prior to hosting your next virtual meeting. You can download a digital version at the button below.

CHECKLIST

Invitations:

• I have the correct link and the correct physical location in the materials sent and in the email/calendar request. 

• The correct time is listed in the video software and on the video call invite.  
  In some systems, if you change the date and time too far beyond when the link was created the link will need to be updated.

• The timezone is listed for people joining from other locations.
  You may also adjust your calendar settings to have invites automatically include the option to change the calendar invite to match the invitee’s time zone.

• I have an accurate count of guests who are attending in-person vs. virtually. You should confirm this 24-48 hours in advance of the meeting as situations may have changed.

• I have shared the expectations for in-person attendees.

We recommend all in-person guests bring an electronic device to share their video for those who are online. We also recommend stating in the invitation materials whether masks are optional or required, vaccination requirements and other social distancing guidelines. 

• Share expectations for virtual attendees:

We recommend sharing in advance the meeting expectations. At See What I Mean, we also share these practices as online guests joining the call. You can download our Google Slide template here or PowerPoint slide here, for an example of what this may look like.  

Time and Number of Participants

• The virtual software I’m using has capacity for the expected number of participants for the expected amount of time.

Some systems stop at 10 or 100 participants and include a time limit on free accounts. Check your account.

• The venue I’m using has capacity for the expected number of participants.

Some venues have social distancing requirements. 

• The venue I’m using has microphones throughout the room so in-person guests will be heard by those online. 

More recommendations on speakers and audio are in the speaker readiness section.

• If you plan on having small group sessions within the meeting, make sure your software and venue allow for this.

We recommend that those online be split into virtual breakout rooms and those in-person break into small groups. 

If those online need to be in a group with guests who are in person, we recommend that each group moves to a separate room and that an in-person attendee is designated to connect to the video/audio. These measures ensure that everyone can hear and be heard. 

• I have a designated person to manage the technical aspects of the meeting.

We recommend having someone who will begin the breakout rooms, manage the waiting room, screen share, make sure audio is working for virtual attendees and manage the chat so those participating online are engaged and those facilitating can focus on the meeting content. 

 Meeting Settings

• The venue I'm using adapts well to virtual meetings. 

Will there be one large screen in the room for in-person guests or will there need to be computers at each table?

• The audio setting allows guests speaking in person to be heard by virtual attendees and projects virtual attendees’ voices to everyone in the room. 

Double-check your audio so those online can be heard, for guests who are in person we recommend having an audio system that can clearly pick up their voices or passing around a microphone. 

• I have started recording the virtual meeting if needed.

• I have started recording the in-person meeting if needed. 

Speaker Readiness

• If I'm on video, I have checked the lighting and the setting in which I will be sitting. The light is towards my face, not behind me. 

For example, don't sit with a sunny window behind you. You will be shadowed.We also recommend you consider clearing clutter behind your desk so people can focus on you and your message.

• I’ve practiced with the virtual system, I checked my microphone and volume. 

If possible, do a test call with someone in a different space to see if there are audio issues you can’t hear on your end. You may need to invest in a mini-microphone, headphone or speakers to be clear. These devices often provide much better sound quality than your phone and sometimes better than your computer.

At See What I Mean we like the Jabra Speak, bluetooth speaker and microphone.

• I’ve made accommodations so all attendees can be seen:
  If the key speaker plans to be in the room with other in-person guests, consider using two computers/cameras in the room -- one camera on the primary speaker and another which focuses on the room as a whole. (You’ll need to mute microphones and speakers on one of the devices.) 

We recommend having a camera option that allows those online to see who in the room is speaking. At See What I Mean we like the Owl.

Alternatively, See What I Mean recommends asking all in-person guests to bring an electronic device and log on to the virtual platform. Those in-person guests do not connect to audio, but do turn the camera on for those who are online. 

Avoiding Problems, the do’s and don’ts

Do provide high-quality audio that allows all participants in-person and virtually to be heard by one another. 

Do prioritize what the video looks like from the remote guest’s perspective.

Do find ways to make remote participants feel like they are in the room with the guests and are fully engaged.

Do have strong facilitation and do have someone behind the scenes managing the tech online and in the room. 

Do test the technology in advance and be prepared to make technology shifts at the ready. 

Do prepare and design your hybrid meeting for all participants 

Don’t underestimate audio features. One microphone is not enough.

Don’t overlook the video. 

Don’t let virtual attendees feel like they are spying in on a meeting.

Don’t have one person managing technology and facilitation.

Don’t expect technology to be perfect.

Don’t treat the meeting like a typical in person or virtual meeting.