As the corporate landscape evolves, hybrid meetings have become the catalysts for change, revolutionizing the way we connect in both physical and virtual spaces. They not only foster unparalleled flexibility and productivity but also address the need for work-life balance and preserve the essence of human connection.
In this article, we’ll guide you through the essentials of hybrid meeting tech equipment and give you expert tips on how to run meetings to ensure everyone enjoys a productive, engaging and collaborative experience, regardless of their location.
Hybrid meeting room equipment for your meetings
You can only run successful hybrid meetings by putting technology at the heart of collaboration, so ensure everyone has access to suitable technology, in their home office and on site.
The hybrid meeting equipment you will need in your meeting room includes:
- A meeting room display to showcase content such as presentations, videos and documents and to see remote participants
- Speakers and cameras to make sure all onsite and remote meeting attendees feel connected and can see and hear each other well
- A video conferencing platform such as Microsoft Teams or Zoom to schedule meetings, invite others and start video calls from your own laptop
Add a wireless videoconferencing solution that will bring all technologies together in one, seamless, flexible experience in any meeting room and that is easy to use and maintain by your IT department.
For your workers´ home office, equipment can include laptops, monitors, ergonomic keyboard and mouse, webcam, headphones and ensuring they have a decent internet connection.
Once you have your technology set up, you can start running your hybrid meetings with confidence. Here are some expert tips and advice to help you get the most out of your hybrid meetings.
Tips to run successful hybrid meetings
1. Come prepared and test technology upfront
Make sure your technology and room setup are up to the task before you join the meeting to prevent any delays and hassle.
Test your cameras, mics and displays before starting, close any applications you will not need and turn off all audio notifications from your phone or laptop that could disrupt the call.
2. Keep cameras on
When hybrid conferencing, ensure participants can see each other. It fosters a sense of connection and will help collaboration and productivity.
Make sure remote colleagues have a view of the interaction and attendees in the meeting room and the other way around.
Share content such as presentations and videos equally in the room and to remote viewers.
3. Make it interactive
Communication and collaboration might not come naturally at first in hybrid mode. Give them a boost by leveraging hybrid meeting technology and put all the features of your hybrid conference room equipment to use.
Share content, use appealing videos, infographics and high-resolution images and create regular touch points with quizzes and polls so remote team members can stay engaged.
Leave room for questions, keep an eye on the chat and remote attendees involved, visible and audible at all times for successful hybrid collaboration.
4. Guarantee security
Security is no laughing matter so make it safe for everyone who joins the call. Be sure to use meeting hardware and videoconferencing apps that have security built in.
5. Make sure everyone is seen and heard
Give every meeting attendee, regardless of their location, an equal seat at the (virtual) table.
Use technology to make sure they are really seen and heard in the meeting room and to give them a true sense of presence. Be mindful and give them plenty of chances to contribute.
All in all, embrace the power of hybrid meetings to reshape your workplace and a more flexible and connected way of working by providing the right technology and following best practices. In doing so, you empower your hybrid teams to thrive and achieve success.
