Hybrid meetings are a mix of online and offline folks in one meeting and they certainly come with their own set of challenges. Ever been in a meeting where it's like a one-person show? One office voice takes center stage, others fade into the background, and it's basically a snoozefest for everyone else. Or how about unchecked tech causing disruptions? “Sorry, we can’t hear you, can you check your microphone?”

Now, throw in the hybrid element where remote folks feel like the forgotten bunch, and good luck catching those subtle social cues when you're staring at a laptop screen.

Well that's why today, we're here to offer some incredible tips on how to make hybrid meetings 100% inclusive! Let's get into this!

1. Consider a strong facilitator for the meetings

A hybrid meeting is taking place and things are starting to get out of control. The remote team is debating with the office team, people are trying their best to over-speak others, the internet connection has a slight delay to it- argh! A spaghetti dish of craziness! It's ok though, this is normal, don’t banish them to the zoo just yet. 

This is where a hero, that goes by the name of ‘The Facilitator’, glides in through the office door to help save the day. Make sure to instruct the facilitator to actively encourage participation from all team members. This includes creating opportunities for virtual participants to contribute, ensuring a balance in sharing insights and ideas.

2. Equal airtime

Let's make sure everyone feels like a front-row VIP, whether they're in the office or joining us from their favorite comfy spot. Here are some quick-fire tips for you!

• Inclusive vibes: Right off the bat, let's emphasize that every voice, whether physically present or virtually connected, is golden.
• Raise a virtual hand: Imagine it like passing an invisible microphone. Use those virtual hand raises during online meetups, so the offline and the online crew can see it’s you that want to contribute
• Shared docs magic: Keep tabs on who's shared their thoughts with shared documents. It's like our inclusive scoreboard, ensuring no one gets unintentionally left out.
• Mix it up: Let's shake things up in the speaking order. No VIP seating here! Mixing it around ensures everyone, regardless of their location, gets their moment in the spotlight.
• Moderator magic: Remember ‘The Facilitator’? They'll keep the conversation flowing, making sure everyone, both in-person and online, gets a chance to shine.
• Applause for all: When someone drops knowledge, give them a virtual round of applause. Let's acknowledge and celebrate those contributions, whether they're physically in the room or joining us from afar.

3. Accommodate diverse communication styles

People have their unique styles—some are all about the chat, while others might be secret poetry enthusiasts. Let’s say you're in a hybrid team meeting, some folks are physically there, others are in virtual wonderland, and you're all brainstorming the next big marketing strategy.

The scene is pretty lively. The on-site heroes are waving markers, passionately throwing ideas on a whiteboard. But, hold up! A couple of our virtual comrades, who are more into the written word, feel like they're missing out in this sea of spoken ideas.

How do we fix this?

Offer multiple communication channels: Let's not put all our eggs in one basket. Recognize the diversity in communication styles by offering a buffet of channels—video conferencing, chat, collaboration platforms. This way, everyone can pick what suits them best and dive into the conversation feeling right at home.

Encourage written contributions: For the love of words! Make it crystal clear that typing is just as golden as talking. Throw open the gates for virtual team members to drop their wisdom in writing—be it in a designated chat window or a shared document. This ensures that the keyboard warriors get their moment to shine.

Use visual tools: Let's paint a picture! Incorporate some visual aids—digital whiteboards, mind maps, funky diagrams. This not only adds a splash of creativity but also speaks volumes to those who are more visual beings. Now, our in-person and virtual pals can connect with the content in ways that suit their communication taste buds.

4. Making time-zone issues fair

So, half your team is chilling in sunny Thailand, while the other half is sipping tea in the UK. Quite the geographical spread, right?

You set up a meeting at 4 pm UK time, thinking you're being accommodating, but guess what? Your pals in Thailand are burning the midnight oil just to be part of the conversation. Not exactly the ideal scenario for their work-life balance.

Think about it. Late-night meetings may seem harmless, but they're like those tiny rocks in your shoe – irritating at first, but eventually quite damaging. Our Thailand-based teammates aren't robots; they need their beauty sleep too. Constant late-night rendezvous could lead to burnout faster than you can say "jet lag."

So, is there any way around this?

Well, sort of. You can't change the time unless one of you moves closer to the other. But we're not being unreasonable and suggesting this. The truth is, if you have a remote team, this is just part and parcel of the game, we're afraid to say! So, why not be reasonable. Let's have a rotation on meeting times. Let's say you have weekly hybrid meetings, why not suggest that 2 of them, the UK team takes a pick on their best time and 2, the Thai team get to choose theirs. All fair, right?

This way, everyone gets included and no-one feels left out or hard done by!

5. Upgrade your tech!

Come on guys, it’s 2023 now. No need to fall behind on the latest bits of tech that are helping virtual, physical and hybrid meetings all around the world. Of course we need our essentials; microphones, perfectly placed lighting, camera but with the boom of AI technologies, apps and helpful bots are there to help everyone be included. Just take a look at this abundance of cool and helpful technology:

1. Grain 

Grain's the superhero sidekick for hybrid meetings, making them way more inclusive and fun. Imagine you're on a Zoom call, and instead of drowning in notes, you unleash Grain's magic. It automatically jots down the important stuff, records the juiciest bits, and even cooks up bite-sized video summaries. No more FOMO on crucial details, everyone gets access! With Grain, your Zoom meetings become a breeze – just toss in the record bot, and voila, your meeting notes are served. This technology ensures that participants, regardless of location or time zone, have access to concise and shareable meeting highlights.

2. Veed

VEED helps you to make pro-level video production a total breeze. Veed enables you to one-click subtitling, translation, noise reduction, and more, it's like a magic wand for when you want to capture every second of a hybrid meeting. Plus, it's cloud-based, so forget the headache of slow file transfers and laptop space wars. Keep all your video wizardry online, accessible, and let multiple editors join the party on the same project.

3. Panacast 50

Meet the PanaCast 50, a ticket to a next-level hybrid meeting experience. It’s a nifty webcam bar that has 180 degree field of view meaning the entire half of a meeting table can be seen at any given point. It also boasts top-notch professional audio ensures everyone's voice takes center stage, creating a seamless flow between virtual and in-person chatter. What a perfect bit of kit to encourage inclusivity!

Note:

Always remember, these are just suggestions and nice little add-ons. They’re not in any way necessary, but they do help with raising the inclusivity levels!

6. Use icebreakers that work for both online and offline attendees!

Imagine the office team deep into an icebreaking game of Guess the Soda and the online team is sitting there in their virtual meeting room, watching and hoping for a meeting game that includes them. Well, my friends, that icebreaker game never comes for the online attendees (sniff, sniff 😣). So, why not include them! Think of virtual icebreaking games that can be played online and offline at the same time. Ready? 3,2,1 go. Can’t think of anything? Let us help you:

Two truths and a lie

1. Each participant, whether physically present or online, takes turns sharing three statements about themselves—two of which are true and one that is false.
2. The other participants, both physical and online, then guess which statement is the lie.
3. This game encourages participants to learn interesting facts about each other and sparks conversation.

Emoji charades

1. The facilitator compiles a list of phrases, movie titles, or common expressions.
2. Participants, both physical and online, take turns choosing an item from the list and expressing it using only emojis.
3. For physical participants, they can use physical objects or act out the emojis.
4. Online participants can use the emoji feature on their communication platform to create their representations.
5. The rest of the group, regardless of location, tries to guess the phrase or expression based on the emoji clues.

Team trivia

1. Create a set of trivia questions related to both work and general knowledge.
2. Divide participants into teams, mixing both physical and online members.
3. Use a platform that allows teams to collaborate and submit answers, such as a shared document or a dedicated online trivia platform.
4. The team with the most correct answers at the end wins.

Make sure to brainstorm your own ideas for maximum effect!

7. Round-robin introductions

What’s a round-robin introduction? Well, it’s a practice where everyone gets a turn to voice their opinions, contribute to the discussion, add to a brainstorming session, or in our case, a good addiction to a hybrid meeting. Whether they're in the office or logging in from somewhere around the globe, a round-robin intro allows for everyone to be seen, listened to and included. 

Here are some tips on how you can make it perfect for hybrid meetings:

1. Time's ticking: Keep those intros short and snappy. We're not here for a monologue. A quick spin through updates lets us dive into the good stuff, making sure we respect everyone's time, no matter where they are.

2. Camera ready: For our remote stars, flick on those cameras for a virtual face-to-face. It's like creating a mini gathering for everyone, regardless of their physical location.

3. Pass the mic: Let's take turns leading the charge, ensuring a mix of voices from the office and the online crew. It's like creating our own dynamic choir where every voice has its unique melody.

4. Celebrate the wins: Besides the usual updates, share your victories, big or small. It's like a team celebration, and we're all cheering each other on, whether we're in the same room or miles apart.

8. On-point technology

Before you get into the main agenda, ensure that your tech setup is top-notch, creating an inclusive experience for everyone, whether they're in the office or joining virtually.

First and foremost, let's focus on connectivity. We're making it a priority to establish smooth connections for everyone. Whether you're on a physical stage or in the virtual realm, we want to ensure that everyone has a clear and reliable line to the spotlight.

Prior to the main event, especially for our remote rockstars, it's crucial to test your gear. Think of it like tuning instruments before a concert – we aim for a flawless performance from every corner of the globe.

And of course, always have a Plan B. Technical hiccups are inevitable. Have a backup plan in place, such as incorporating a musical interlude during glitches. We're determined not to let a few tech gremlins steal the show, and it's essential that everyone, regardless of their location, is informed and part of the contingency plan.

9. Don’t lose sight of team culture!

Hybrid meetings are a workplace trend that we can’t see slowing down any time soon. That's why it’s important to not lose that all-important team culture, which can happen with this mix.

How can you do this? At Surf Office, we recommend planning an off-site work retreat at least twice a year. This way, the offline and online team are able to join forces and build the ultimate camaraderie! 

Worried how to plan one of these offsite events? No problem, Surf Office can help.

Join forces with your online and offline teams in over 130 stunning locations across APAC, the USA and Europe. Whether it’s the beauty of golden sandy beaches in Portugal or the serene hills and mountains in Scotland, we have every location imaginable!

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Getting anxious over the thoughts of planning the logistics? Relax! We provide the following:

🚗 Stress-free transfers

🏨 Quality assured accommodations

🎯 Engaging team-building activities

🍽️ Restaurant reservations

🗺️ Expert retreat planning assistance

🔧 Onsite support, tailored to you

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Make sure to contact us today and get the ball rolling on your next off-site retreat!