What is a hybrid meeting? Key facts, tips and best practices

Hybrid meetings are the game-changers of the business landscape, bridging the gap between physical and virtual interactions. They enable the flexibility, productivity, life-work balance and human connection we seek from the modern workplace.

In this article, we'll guide you through the essentials of hybrid meetings, from basic definitions to the latest trends reshaping the workplace, cutting-edge technology and expert tips. We'll provide you with know-how, empowering you to thrive in this era of unprecedented connectivity and productivity.

1. What is a hybrid meeting?

A hybrid meeting is a meeting where a part of the audience joins from the office and another part joins remotely, enabled by audio and video conferencing technology, with a strong focus on collaboration and content sharing across locations.

Hybrid meetings combine the best features of both meeting types: the sense of connection of in-person communication and the virtual meeting benefits of digitally-enhanced information sharing, recording and interactivity.

The aim is to make hybrid collaboration as intuitive and straightforward as face-to-face with the help of meeting technology: AV peripherals like cameras, mics, speakers, all-in-one video bars, video conferencing platforms like Microsoft Teams, Zoom, Webex by Cisco and wireless video conferencing technology.

2. Why should you be ready to host hybrid meetings?

Employees have adapted to a more hybrid way of working and expect their employers to be well prepared for it. They are happier, enjoy a better work-life balance and improved productivity levels when working and meeting hybrid.

Today, 8 out of 10 office workers are in favor of a hybrid work model, with an average preference of 1,5 days working days from home and 3,5 days in the office, and 23% of meetings are hybrid (Barco ClickShare Hybrid Meeting Survey) a percentage likely to go up in future.

Workers want more structured, planned meetings hence more enclosed, formal meeting spaces that enable video conferencing.

However, in our research, we’ve unveiled a hybrid work paradox: we all love the flexibility of working hybrid, but we still struggle with the hybrid workplace model. 71% of the hybrid workforce experiences stress in hybrid meetings and is frustrated by recurring technical issues.

The hybrid work paradox

Hybrid work challenges

31% can’t read body language or social cues
56% struggle with meeting hosts focusing on those physically present only
48% struggle with cables
1 in 2 has difficulties connecting to audio and video
1 in 3 finds it difficult to speak up

Interested in more trends on hybrid? Download our research

3. How can you prepare your organization for hybrid meetings?

To facilitate hybrid meetings, make sure you overcome challenges such as the above and make employees love meeting, you need to start with a comprehensive hybrid policy based on your workforce needs and preferences.

A hybrid work policy is the foundation document for a productive and engaging hybrid work environment. It describes when and how employees can work and meet from locations other than the office and/or in which flexible schedule. It’s a clear, transparent agreement that outlines all regulations and expectations for workers in this mixed work model.

Afterwards, you can begin rethinking the design of your offices. It´s likely you will need less regular desk space and open-plan offices since people come to the workplace mainly to collaborate. Set up more rooms and separate spaces to foster (hybrid) interaction, interactivity and connection.

Then, it´s time for technology for your newly redesigned office spaces but also for your workers´ home office.

Clear communication, requests for feedback and close monitoring are mandatory to ensure the success of your hard work, high adoption rates for your new space, and for happier, productive employees.

Your brand-new hybrid workplace might require modifications and your now hybrid teams might take some time to adjust so make sure to be patient, accommodating and open to optimization.

4. What meeting room equipment do you need for a hybrid meeting?

You can only run successful hybrid meetings by putting technology at the heart of collaboration, so ensure everyone has access to suitable technology, in their home office and on site.

In the hybrid meeting room, you need:

access to a videoconferencing platform (Microsoft Teams, Zoom, etc.)
a display
video and audio peripherals like speakers and mics or, alternatively, an all-in-one video bar solution reuniting all AV devices into one.

Add a wireless conferencing solution like ClickShare that will bring all technologies together in one, seamless, flexible experience in any meeting room and that is easy to use and maintain by your IT department. Did you know the ClickShare all-in-one video bars have wireless conferencing capabilities built in? So you will only need to add a display and your meeting room is up and running!

For your workers´ home office think of laptops, monitors, ergonomic keyboard and mouse, webcam, headphones and a decent internet connection.

5. Tips to run successful hybrid meetings

1. Set yourself up for success

Make sure your technology and room setup are up to the task before you join the meeting to prevent any delays and hassle.

Test your cameras, mics and displays before starting, close any applications you will not need and turn off all audio notifications from your phone or laptop that could disrupt the call.

For instance, setting up a video meeting in your meeting room with ClickShare can be done in seconds and it works in any meeting room, with any videoconferencing solution and a wide range of audio and video peripherals.

2. Keep cameras on

In any hybrid meeting, ensure participants can see each other. It fosters a sense of connection and will help collaboration and productivity.

Make sure remote colleagues have a view of the interaction and attendees in the meeting room and the other way around.

Share content such as presentations, and videos equally in the room and to remote viewers.

3. Make it interactive

Communication and collaboration will not come naturally at first in hybrid mode. Give them a boost by leveraging technology and put all the features of your hybrid conference room equipment to use. Share content, use appealing videos, infographics and high-resolution images and create regular touch points with quizzes and polls.

Leave room for questions, keep an eye on the chat and keep remote attendees involved, visible and audible at all times.

4. Guarantee security

Security is paramount so be sure to use meeting hardware and videoconferencing apps that have security built in.

ClickShare is ISO27001 certified, meaning that it has been developed by committing to safe processes and international security standards.

5. Make sure everyone is seen and heard

Give every meeting attendee, regardless of their location, an equal seat at the (virtual) table.

Use technology to make sure they are really seen and heard in the meeting room and to give them a true sense of presence. Be mindful and give them plenty of chances to contribute.

Find out more about ensuring meeting equity

6. How can ClickShare support you with your hybrid meetings?

To equip the workplace for seamless hybrid conferencing, investments in video conferencing room setup and in better video conferencing technology are the number 1 priority.

That will include:

rolling out new or uniform UC platforms in the entire enterprise
equipping meeting spaces with video and audio solutions like cameras, mics, speakers, and soundbars for good audio and video quality
adding suitable displays and visualization solutions
enabling wireless content sharing, collaboration and conferencing for more engagement.

ClickShare helps your employees run better hybrid meetings from their laptop. Enable a simple, one-click experience with our agnostic, wireless room system at the heart of your hybrid meeting room ecosystem.