12 tips for hybrid meetings at U of T
Although studies show that virtual and hybrid meetings are generally more stressful and less effective than in-person meetings, it’s not always practical, efficient, or possible for everyone to convene in person. Here are some tips to get the most out of your hybrid meeting:
1. Set the agenda
Online participants can’t always control their environments and people may feel less comfortable being candid outside of a single controlled space. It’s therefore best to save more sensitive or confidential topics for in-person meetings.
2. Know what to expect
Include meeting expectations in the invitation (e.g., if attendees should expect to have their cameras on).
3. Who’s coming?
Ask participants to RSVP whether they will attend in person or online.
4. Keep it tight
The best hybrid meetings are short and goal directed. Circulate an agenda in advance, ask participants to prepare for the meeting with assigned reading or materials review, and diligently stay on topic. Meetings that require more flexible structures tend to work better in person or even over the phone.
5. Share the power
Assign a Chat Monitor at the beginning of the meeting. The Chat Monitor can represent the online participants by watching for their virtual hands and summarizing points from the chat.
6. Say it out loud
Open mics capture laughs, gasps, and other cues, making for a more natural conversation. Ask participants to keep their mics on whenever possible: unmuting eats up meeting time and speaking on mute has become a classic mistake.
7. Let’s (not) chat
Use the chat sparingly (e.g., if your microphone isn’t working, or to provide helpful resources). If you wouldn’t talk over a speaker in person, then think twice about posting a chat when someone is speaking. Posting in the chat to make your point without raising your hand is sure to irritate your more patient colleagues.
8. Ask the audience
Invite those joining remotely to speak first and check in with them periodically.
9. Stay focused
Multitasking has scientifically proven negative effects. Help your colleagues avoid this self-destructive trap by engaging everyone in the discussion.
10. Take breaks
Online meetings are physically and mentally taxing. Research suggests that hybrid and virtual meetings should have a 10-minute break every 45 minutes.
11. Sum it up
End the meeting with a summary and list of action items. This will assure that all participants, especially those online, have understood and not missed the key points.
12. Don’t leave before your guests
Wait to close the virtual meeting window until all of the in-person attendees have left the room.