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Hybrid Meeting Best Practices: Planning for In-Person and Remote Attendees

Hybrid meetings have become increasingly popular in the past few years, and with the ongoing pandemic, they have become even more relevant. Hybrid meetings allow attendees to participate both in-person and remotely, providing a flexible and inclusive way to connect. However, organizing a hybrid meeting requires careful planning and execution to ensure a successful and productive event. 

One crucial element in organizing a hybrid meeting is utilizing a mobile event app. A mobile event app can provide attendees with a seamless experience, regardless of whether they are attending in person or remotely. Through a mobile event app, attendees can access important information, participate in polls and Q&A sessions, and even network with other attendees. Furthermore, a mobile event app can provide organizers with valuable insights and data on attendee engagement and preferences. By incorporating a mobile event app into your hybrid meeting, you can ensure that all attendees have a smooth and enjoyable experience, no matter where they are participating from.

Some crucial hybrid meeting best practices in 2023 to help you organize a successful event.

Choose the Right Platform

The first and most crucial step in organizing a hybrid meeting is to choose the right platform. There are many options available, ranging from free to paid platforms, and each has its own set of features and capabilities. It is essential to select a platform that suits your needs and budget and offers the features required to host a hybrid meeting. Features like live streaming, recording, and screen sharing are crucial in a hybrid event platform.

Test Your Technology

Before the meeting, it is crucial to test your technology to ensure it works correctly. You should test the audio and video quality, internet connection, and all the features you will be using during the meeting. Testing ahead of time will help you identify any technical issues and give you enough time to resolve them before the meeting.

Plan for In-Person and Remote Attendees

When organizing a hybrid meeting, it is essential to plan for both in-person and remote attendees. You should ensure that everyone can participate fully and have equal access to information and resources. You should also consider how you will engage remote attendees, provide opportunities for them to ask questions, and interact with the in-person attendees.

Create an Agenda

Creating an agenda is crucial for a hybrid meeting to ensure that everyone is on the same page and that the meeting runs smoothly. The agenda should include the meeting's objectives, the topics to be covered, the speakers, and the timing for each segment. You should also allow time for breaks and networking to avoid virtual fatigue.

Engage Attendees

Engaging attendees is crucial to the success of a hybrid meeting. You should use interactive tools like polls, surveys, and Q&A sessions to keep attendees engaged and provide opportunities for them to participate actively. You can also use breakout rooms to facilitate small group discussions and networking.

Ensure Inclusivity

Inclusivity is critical in a hybrid meeting, and you should ensure that everyone has equal access to information and resources. You should provide closed captioning, sign language interpretation, and other accommodations for attendees with disabilities. You should also ensure that the platform you choose is accessible to all attendees, regardless of their location or technology.

Follow Up

Following up after the meeting is essential to ensure that attendees have a clear understanding of the meeting's outcomes and next steps. You should send a summary of the meeting, including the key takeaways and action items, to all attendees. You should also ask for feedback to improve future hybrid meetings.

In conclusion, hybrid meetings have become an essential part of the modern workplace, and their importance is likely to increase in 2023. Organizing a hybrid meeting requires careful planning and execution, but by following the crucial hybrid meeting best practices outlined in this article, you can ensure a successful and productive event. Remember to choose the right platform, test your technology, plan for both in-person and remote attendees, create an agenda, engage attendees, ensure inclusivity, and follow up after the meeting. By doing so, you can create an inclusive and engaging hybrid meeting that will benefit everyone involved.