Managing a Hybrid Virtual Meeting: Best Practices and Tools

Hybrid meetings, which combine both virtual and in-person attendance, are becoming increasingly popular as organisations strive to balance the benefits of virtual events with the value of face-to-face interaction. However, managing a Hybrid Virtual Meeting can present unique challenges that require careful planning and execution. Here are some best practices and tools for managing a successful hybrid virtual meeting.

1.      Choose the right platform:

The success of a hybrid meeting depends on the technology used to facilitate it. Ensure that the platform you choose supports both virtual and in-person attendance, provides easy access to materials and presentations, and enables seamless interaction and collaboration.

2.       Designate a hybrid meeting facilitator:

Appoint a facilitator responsible for managing the technology, monitoring the chat and Q&A functions, and ensuring that all attendees, virtual and in-person, are engaged and included.

3.       Provide clear instructions:

Provide clear and concise instructions to both virtual and in-person attendees before the event. This should include how to access the meeting, how to ask questions, and any other pertinent information.

4.       Utilise interactive tools:

Encourage interaction and engagement by using interactive tools such as live polls, quizzes, and breakout sessions. This will help keep attendees engaged and enhance their learning experience.

5.       Test the technology:

Conduct a trial run of the technology and ensure that all equipment, such as microphones, cameras, and projectors, are working properly. This will help prevent technical difficulties during the meeting.

6.       Record the meeting:

Consider recording the meeting and making it available for attendees to view later. This will provide additional value to attendees who were unable to attend the event in person or who want to revisit the content.

Overall, managing a Hybrid Social Event requires careful planning, clear communication, and effective use of technology. By implementing these best practices and tools, you can ensure that your hybrid virtual meeting is a success.