Best Practices for Seamless Hybrid Meetings

Hybrid work is very much here to stay. But in spite of that, many companies still haven’t come around to the idea, meaning the tools and systems offered aren’t always used to best effect. This leaves these businesses unprepared to embrace the hybrid world of work we now all find ourselves in.  

Take hybrid meetings for example – which combine in-person and remote participation, using digital tools to facilitate communication and collaboration across various locations. When everything works, and the right tools are used, there’s little issue. But when there’s a problem, the effect is often disastrous. 

People get really frustrated when Teams calls cut out during meetings and document sharing isn’t seamless. It breaks down communications within an organization – dropping productivity – but also impacts the business externally: having an effect on areas like  sales and support, which cuts into customer relations. When you consider the number of people involved in a typical meeting internally and externally, any lost time is lost productivity from these attendees. 

All of this adds up to extra costs, reduced revenues, and IT teams taking the brunt of that frustration because they don’t have good oversight of what’s actually going on. 

Because of that, businesses need ways to make hybrid meetings work., So read on – we’ve put together the 5 best practices that you need to know about. 

What are Hybrid Meetings? 

Hybrid meetings combine in-person and remote participation, leveraging digital tools to facilitate communication and collaboration across various locations. 

To make hybrid meetings possible a range of technologies are needed, from video conferencing tools – like Microsoft Teams –  to collaborative platforms that allow real-time document editing and sharing. The goal of those tech platforms is to help create an environment where the physical location of participants becomes irrelevant to their ability to contribute meaningfully to a discussion. This approach not only maximizes the use of available talent but also promotes a more inclusive work culture where everyone has a voice 

Importance of Hybrid Meetings in Modern Workplaces 

As workplaces evolve with flexible working arrangements, hybrid meetings have become a cornerstone for maintaining connectivity within teams.   

Hybrid meetings also offer a host of benefits, including increased office use flexibility and better work-life balance for every person in an organization. For employers, the hybrid meeting model supports a more inclusive and diverse workforce by allowing participation from employees who might otherwise be excluded due to logistical constraints, illness, or anything in between. 

Hybrid meetings also support sustainability efforts by reducing the need for travel – lowering the organization’s carbon footprint. They enable global teams to collaborate remotely, saving time and resources while promoting a healthier work-life balance. This flexibility can lead to increased job satisfaction and retention, as employees appreciate the ability to work in a manner that suits their personal and professional lives. 

Higher productivity is an internal goal of most businesses and there’s actually evidence to suggest that hybrid meetings can help here too. For example, the use of digital tools in hybrid meetings can streamline workflows and help meetings become more focused and efficient. 

According to a 2024 EMA Research Report, organizations that effectively implement digital employee experience (DEX) strategies, including hybrid meeting solutions, see improvements in operational efficiency and employee satisfaction​​. This is a clear indicator that hybrid meetings are not just a trend, but a vital component of modern workplace infrastructure and businesses that want to thrive in the future. 

So if there’s that much good in hybrid meetings, why don’t more businesses embrace them? 

Challenges of Hybrid Meetings 

Despite a clear range of advantages, hybrid meetings come with their own set of challenges that need to be addressed to make sure they’re effective. The main challenges can be categorized into two distinct categories: technical issues + inclusivity and engagement. 

Technical Issues 

Technical difficulties are perhaps the most common challenge associated with hybrid meetings. Issues such as poor internet connectivity, audio and video quality drops, and software outages can severely disrupt the flow of a meeting. Managing different devices and ensuring they all function seamlessly during a hybrid meeting can be a logistical nightmare for IT teams.  

For instance, virtual devices often experience more performance issues compared to physical devices, which can hinder the meeting experience for remote participants​​, and undermine the benefits of hybrid. Because of that, having robust IT support and reliable technology to monitor call quality is crucial to mitigate these technical problems and keep things running smoothly 

Inclusivity and Engagement 

Making sure participants feel included and engaged is another significant challenge in hybrid meetings. Remote participants may often feel left out of the conversation, especially if the meeting dynamics favor those who are physically present. Most people have experienced the feeling of being present but still somehow left out.

That feeling can lead to a lack of participation and reduced contribution from remote team members, again undermining the point of hybrid. Strategies need to be implemented to guarantee that remote participants have equal opportunities to speak, share their ideas, and engage with the rest of the team.  

5 Best Practices 

So what’s the solution? It’s clear that in addressing both challenges, strategies need to be implemented to ensure an optimal experience for hybrid meetings. Here are five ways we’d recommend exploring. 

1. Invest in Reliable Technology

Giving each and every meeting participant access to high-quality, reliable technology is fundamental for seamless hybrid meetings. This includes stable internet connections, high-definition cameras, quality microphones, and ongoing software updates that guarantee there are never drops in cross-platform comms. Investing in great tech doesn’t just facilitate better communication but also minimizes disruptions caused by technical glitches – something every IT team is looking for. 

Using a monitoring system like Martello’s Vantage DX provides IT teams with a comprehensive toolkit to pre-emptively address technical issues and quickly follow up on ongoing faults. Its built-in dashboard shows exactly where the root cause of Microsoft Teams call quality issues lies. Whatever solution you look for, it should support a proactive approach to call quality monitoring and hybrid meeting support which means issues get fixed before anyone even knows there’s a problem.  

Organizations that look to work proactively with these types of monitoring solutions are rewarded with optimized device management, improved user experiences, and fundamentally better hybrid meetings business-wide. 

2. Equal Participation Opportunities

Promoting inclusivity by creating an environment where all voices can be heard is vital for the success of hybrid meetings. Use tools like virtual hand-raising, polls, and chat functions to facilitate participation from remote attendees. Well-structured meetings also help support equal input from all participants, wherever they are, which helps maintain engagement and prevents remote attendees from feeling overlooked. Just because someone is working from home doesn’t mean you should miss out on their expertise. 

One example of a technique that promotes equal participation is round robin, where each meeting attendee is given the chance to speak in turn. If this is done consistently it can be really beneficial for  hybrid meeting participation. 

3. Clear Communication Guidelines

Establishing and communicating clear guidelines and best practices for hybrid meetings is key. This includes setting agendas, defining roles, and outlining expectations for participation and conduct. For instance, agendas should be shared well in advance, detailing the topics to be discussed, the goals of the meeting, and the expected outcomes.

Roles such as facilitator, timekeeper, and note-taker should also be pre-assigned to cut down on extra decision-making that will slow down a meeting start. On top of that, setting ground rules for virtual etiquette, such as muting microphones when not speaking, using video where possible, and using the chat function for questions can help create a more organized and respectful meeting environment that encourages participation. The outcome is hybrid meetings that are  just as productive as everyone sat around a table.

4.  Provide Pre-Meeting Preparation

Sharing all the necessary materials and information with participants ahead of time is another important step. This includes agendas, documents, and any pre-reading or preparation. Don’t expect people to be able to participate in a meaningful way if you’re surprising them with new information every time they join a meeting. If everyone has the foundational knowledge going into a meeting, you’re likely to find a resolution or way forward much faster. 

5. Post-Meeting Follow-Up

Conducting follow-ups to see that decisions and action items from the meeting are clearly communicated and tracked is the last step. Share minutes and action points as soon as possible, and schedule follow-up meetings to monitor progress where necessary. 

Post-meeting follow-ups help maintain momentum and accountability. That accountability  will speed up meetings, because people will want to progress to action and delegate much earlier because they’ll be used to, and more comfortable, with clear expectations. The other follow-up item at a higher level is establishing which parts of the hybrid meetings you’re running are working and which aren’t. This can aid the continuous improvement efforts all businesses strive for. 

Wrapping Up: Key Takeaways for Successful and Seamless Hybrid Meetings 

Hybrid meetings aren’t going anywhere. They are going to be a big part of work environments for the foreseeable future. But, just because they’re inevitable, doesn’t mean they’re easy. There are challenges with them that organizations have to grapple with. 

Now you know that the 5 best practices for hybrid meetings are investing in reliable technology, promoting equal participation, establishing clear communication guidelines, preparing in advance, and following up effectively – will you make the necessary changes to make seamless and productive hybrid meetings a big part of why you’re successful? 

Martello’s Vantage DX helps enhance hybrid meeting experiences and gives IT teams the tools they need to keep people connected around the clock. Contact Martello today to find out more.