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How to Set Up a Hybrid Meeting in a Meeting Room

This type of collaboration has become very popular since the pandemic, and more businesses are starting to incorporate it.

What is a Hybrid Meeting Room?

Hybrid meetings allow people in the office and remote participants to collaborate virtually together. Platforms like Zoom and Microsoft Teams are used to involve everyone.

How to Conduct a Hybrid Meeting

Choose a reliable platform for virtual collaboration that everyone is happy with using. Be sure that your office has high-quality audio and video as well as reliable internet. Check that any employees joining remotely have this as well. If your office has a big screen, you can use it to share the meeting with everyone in the room. If you have the right equipment, participants in the office can join on individual devices if necessary.

Best Practices for Hybrid Meeting Rooms

Here are some tips for success.

  • Test any equipment before hopping onto a call. Problems with audio and cameras can eat into your call time so are best to avoid.
  • Have a clear agenda. By doing this, you can ensure that you cover everything necessary during the time you have.
  • Anyone joining virtually should feel included. Encourage participation and use digital tools to help you. For example, Padlet is a tool which can be used to jot down ideas and share them as a group. Sometimes when there’s a call with lots of people, it can be difficult to know when to speak. Ask participants to put their hand up when they want to talk to allow the session to run smoothly.
  • The starting time for calls should be clear. Many meeting platforms let you send out invites so people can accept or decline if they’re coming. The platform you use is likely to have a calendar so you can see when everything is scheduled.
  • If your session is long, allow attendees to take breaks. Coming away from the screen for a few minutes can help people refresh. After their break, they should be feeling more productive and motivated.

Benefits of Using Hybrid Meeting Rooms

They’re flexible

Commutes cost money and take time, but joining virtually means you don’t have to travel anywhere.

Work from home opportunities

Many people enjoy having the option to work from home. With the correct set up, employees can collaborate virtually instead of going to the office if they want to. Companies can employ people from all over the country rather than locally as well.

More collaboration opportunities

Virtual sessions can be used to talk to connections who are further away and may even be international. This can create business opportunities like gaining new clients. You can also have a call with a large number of people if you want. Doing this online is useful as it may not be possible in person if you have limited seats in your offices.

Reduced environmental impact

Travelling releases carbon emissions. Without having to go anywhere, environmental impact is reduced. Many companies are looking for ways to be better for the environment, and this is an easy way to do this.

What Equipment Should be Used?

Here’s some equipment you’ll need;

  • A high-quality microphone and camera for clear audio and visuals. Make sure you have proper lighting too
  • Reliable internet to avoid lagging
  • Conferencing software such as Zoom and Microsoft Teams. Check that your software allows for recording and screen sharing if necessary
  • A monitor for the office which physical participants can watch the meeting on
  • Digital tools. This one isn’t a definite need but one which is helpful for audience participation

Hybrid Meeting vs Virtual Meeting

The big difference is that a virtual meeting is done completely online. With a hybrid session, some participants will attend in person at the same location. They go alongside well with hybrid work models. Employees can decide whether they want to attend in person or from their home.

Find the Right Meeting Room with Spacepool

With Spacepool, looking for a workspace is straightforward. We have many rooms to discover with different layouts, facilities and amenities. If you need your office to have something specific or have a certain location in mind, you can use our filtering tool. Find a workspace with us today!