
The future is hybrid. I’ve always been an advocate for hybrid learning and research has showed its benefits. As many of our meetings have moved to a mix of attendees in person and being remote, the need to master hybrid techniques for meetings has become essential. Although I have much experience in distance learning, a new book “Suddenly Hybrid” by Karin Reed and Joseph A. Allen has given me a chance to confirm my best practices and add some new research-based guidance that I’m happy to share with you in this post.
Before I share my top five takeaways from this book, let’s consider the “why”. It is crucial to plan for full participation and engagement in a hybrid meeting. Research has shown that a highly participatory meeting has benefits beyond just better meeting satisfaction and effectiveness. “An engaged workforce is a high performing workforce” (Mackay, Allen and Landis 2017).
Now, here are my top five takeaways from the book:
- It is important to encourage a “speak-up culture” in meetings where attendees feel free to share their ideas, comments and concerns in a safe and inclusive environment. The role of the hybrid meeting leader is to create this environment, while attendees also play a role by completing any assigned prework and encouraging their peers to speak up during the meeting. More on that to follow below.
- A hybrid meeting requires more work in advance since the margin for error is smaller than an in person meeting. The authors of this book recommend answering five “W” questions beforehand. The five “W” questions are: Who will attend? The only people on the meeting invite are those who need to be there. What is the meeting about? All meetings will have an agenda that is sent out in advance. What work needs to be done ahead of time? Pre-work will be assigned to allow attendees to prepare for the meeting. Where will the meeting take place? Participants will let the organizer know what modality they plan to use to attend, in person or virtually. When will the meeting take place? Meetings will start and end on time, meeting participants will show up on time. Why will the meeting take place? The purpose of the meeting is explicitly stated.
- It is very helpful to assign meeting roles. (I recommend asking for volunteers.) Some of these could be combined: Meeting Moderator-their job is to track participation to ensure that everyone’s voice is heard and no one is forgotten. Technology Lead-who gives basic tech support to everyone and could run polls and breakout rooms. Chat monitor-their job is to be on the lookout for any input that should be incorporated into the verbal discussion. Meeting buddies-this is an in person attendee who serves as an advocate for a remote attendee.
- Embrace and invest in technological resources. Invest with a focus on tools that create a presence for remote and in person attendees. There are many new technologies, like the Meeting Owl, advanced webcams (with movement controls), and microphone arrays that help to make sure all participants are seen and heard.
- Train the facilitators in best practices on both operating the technology and making sure all attendees are able to participate. Additionally this includes applying techniques to fully engage all participants in the meeting topic. “Sit and Gets” are not effective due to the lack of engagement.
Let me know what you think, especially if you have distance learning experience or have read this book.