Skip to main content

In person or online? Making the most out of hybrid meetings

Since the pandemic, a huge amount of businesses have made the decision to move to a hybrid working model permanently. Despite this transition proving beneficial for balancing work and home lives, caring responsibilities, and health, it has presented some challenges; particularly when it comes to meetings. If you’re looking to get the most out of your hybrid meetings, we have some tips and tricks to take it to the next level.

What are hybrid meetings?

Hybrid meetings are business meetings where you have some people attending in person, and some people attending remotely. Typically, these meetings take place in a conference room, with in-person attendees sitting around a table, and remote attendees connecting via either a phone system which allows for call conferencing, or an application which allows for video calls. 

Although some businesses frequently utilised hybrid meetings prior to Covid-19 (businesses which work across different time zones, or have different offices, for example), many businesses only had to get to grips with the possibilities and difficulties of hybrid meetings after it was possible to return to the office.

There are a number of benefits to hybrid meetings. Allowing people to attend remotely means that your meeting is much more accessible. You may find that hybrid meetings encourage turn-taking, as interrupting and talking over people is more difficult on audio and video calls and therefore easier to discourage. 

However, there are also drawbacks; social cues may be harder to pick up on across in-person and remote attendees, for example. Physicality can be reduced; sharing a resource or looking at physical notes can exclude remote attendees.

How to make your hybrid meeting successful

Get your meeting skills up to scratch 

A hybrid meeting does require some of the same skills, planning and execution as an in-person meeting or a remote meeting. As such, it’s worth thinking about the invite list, the goal, the roadmap, and how you plan to facilitate. 

If you often find that your meetings get a bit messy, check out our guide on how to stop people dominating business meetings. Learn how to help out your quieter attendees, keep everyone engaged and get the outcome that you want.

Invest in good software and hardware

A hybrid meeting is only as good as the application that you’re using. To encourage and facilitate good conversation, you need to be able to provide a platform that can handle a hybrid meeting. 

We recommend Microsoft Teams, as we’ve found it to be the most comprehensive and user-friendly conferencing application available. Features include the ability to record meetings, screen share, blur your background and it compiles everything from the meeting in a single location after it has finished (perfect for those who can’t attend and will need to catch up. 

To find out more about how Microsoft Teams could help your business, check out our article on how to take your meetings to the next level with Microsoft Teams.

Think about your hardware

For hardware, consider the microphones, speakers, webcams and screens that you’re using. Think about how easy it is for remote attendees to hear in-person attendees, and vice versa. Investing in webcams for your remote employees is great, but can remote attendees see the room of in-person attendees? Adding a camera which looks at your conference room can help in-person attendees feel more connected to those online, and remote attendees feel more physically present. 

If you’re looking to improve your hardware, Transcendit can help. Our IT support engineers are happy to take a look at your systems, identify where things could be improved, and recommend products that will suit your business needs. 

Test it first

There’s nothing worse than technology issues at the start of a hybrid meeting; it can bring the meeting to a grinding halt, or worse, the subject matter can start to be discussed between in-person attendees, leaving remote attendees feeling unnecessary. 

In order to keep technological disruptions to a minimum, test out your system ahead of time, remotely and in-person. Not only will this give you a good understanding of how the meeting will feel for all of your attendees, regardless of where they are, but it also allows you to find any problems and fix them. Internet connectivity, sound, image quality and application difficulties can then be addressed, before you have staff, management or customers in front of you.

Need a little extra help going hybrid? Give us a call on 0191 482 0444


The Transcendit Way

Transcendit understand that when you choose to work with us, whether we're taking care of your IT, app or web development, you're trusting us with part of your business. So whether we're looking after your computers, phone systems or servers we always do things 'the Transcendit way'.

The whole of our team adhere to the same values, beliefs and policies - the principles that were written when Transcendit first formed in 2000. Whether you come to us for cloud services or recovery backup you can be confident that you'll always receive the same excellent service.

The Transcendit way outlines how we do business; following the same straightforward principles with every client and customer, regardless of how big or small they may be.

That means we get to know you and your business. We offer you a friendly, professional and efficient service, and we'll always be honest with you.
We understand that not everybody speaks fluent IT, so we try to explain things in a way that is simple and clear. We always spend as much time as is necessary explaining things to you.
If you need to talk to us about something, no matter how insignificant, we are only ever a phone call away – and we’re never too busy to make you a cup of tea and have a sit down with you in person.
We understand how frustrating it can be when things are late. When we schedule an appointment with you, we are there when you’re expecting us. If something prevents us from getting there, we always call you in advance to let you know.
Sometimes things can go wrong, but we never lie to you or try to cover something up. If things go askew we tell you what’s happened and how we plan to prevent it affecting your business.
We want you to continuously benefit from working with us. We regularly discuss your business and make suggestions for improving systems and processes wherever we can – but we never try to push you into a purchase.
When we quote a fixed price, that's always the amount we charge – you won’t find any nasty surprises on a bill from us. If you are paying by time and materials, we inform you if our approximations could change.
We understand the importance of privacy for your business and your customers. We respect the confidentiality of your data, and we will never pass on your information to third parties.
We appreciate it when you take the time to give us feedback. A system called CustomerSure records our client's responses, so you can trust that our reviews are from real people.
Find out what they're saying here.
Your team have been superb! Quick to respond. No hassle. They just get on with the job. After a well-planned and executed Microsoft 365 migration I have been firing out emails as teething problems have arisen and they have turned the requests around pronto. Not to mention being carried out in a friendly yet professional manner. Just amazing performance! Rosie Malcolm-MacEwan

Based on 9849 reviews our customers rate us 9.8/10. Reviews and ratings by Customersure. 27-August-2021

Transcendit are proud sponsors of CHUF, the Children's Heart Unit Fund.

Transcendit is a Living Wage employer